Privacy Policy

Last updated: 5 November 2026

1. Who we are

Crew Wallet lets freelance event crew store their training cards and certificates, get reminded before they expire, and share them with employers.

Crew Wallet is operated by:

Stuart Howitt trading as ExpiryTrack

Elderflower House
Carbrooke
Thetford
IP25 6SS
United Kingdom

Email: appsupport@stuarthowitt.co.uk

Stuart Howitt is the data controller for the personal information processed through Crew Wallet. This policy explains what we collect, why, who it is shared with and the choices you have. Please read it alongside our Terms of Service.

2. What we collect

Your account

• Your name and email address.
• Sign-in and security information, such as when you last signed in.
• Your plan (Free or Pro) and its status.

Your profile

Information you choose to add in Settings: your name, your trade or headline, phone number, email address and the area you are based in.

Your cards and certificates

For each card you add: its type, card or certificate number, issuing body, categories or course name, issue and expiry dates, notes, and any photos or PDFs of the front and back.

Some cards carry sensitive details. A DBS certificate, for example, can show criminal record information. We recommend you record only the DBS level and date, and do not upload a certificate that shows conviction details. Only add the information you need employers to see.

Your share links

When you create a share link we keep which cards it includes, who it is for (if you say), when it expires, and how many times it has been opened and when it was last opened.

Payments

Pro subscriptions are processed by Stripe. We receive your subscription status, transaction references and billing identifiers. We never see or store your full card number or security code.

Technical information

Like most online services, the platform may record your IP address, browser and device type, sign-in activity, errors and security logs, to keep the service running and secure.

3. How we use it

• Running your account and storing your cards, to provide the service you signed up for. Lawful basis: contract.
• Sending expiry reminder emails, a core part of the service that you can switch off in Settings. Lawful basis: contract.
• Showing your chosen cards to people you send a link to, because you ask us to each time you create a link. Lawful basis: contract.
• Taking payment for Pro, to provide the paid plan. Lawful basis: contract.
• Keeping the service secure and fixing problems, to protect you and other users. Lawful basis: legitimate interests.
• Keeping billing and tax records, as UK law requires. Lawful basis: legal obligation.

We do not sell your information, and we do not use your cards or photos for advertising.

4. Who can see your information

People you share with. When you create a share link or show your QR code, anyone who has that link can see the cards you included, your name and, if you choose to show them on that link, your trade, phone number, email and area. Card photos are shown with short-lived links. You can switch a link off at any time, and job links close on their own on the date you set. Once someone has seen or saved your details, we cannot take them back, so only share with people you trust.

Our service providers, who process data on our behalf under contract:

• Base44 and its infrastructure providers: application hosting, database and file storage, and sending emails.
• Stripe: payments and subscription management.

Professional advisers and authorities, where reasonably necessary for legal, accounting or regulatory reasons, or where the law requires it.

5. International transfers

Some of our providers may process data outside the United Kingdom. Where that happens, we make sure a lawful transfer safeguard is in place, such as a UK adequacy regulation or the UK International Data Transfer Agreement or Addendum.

6. How we protect it

Your cards and photos are only visible to you unless you create a share link. Card photos are kept in private storage and are only ever shown through links that expire. We use authenticated access, encrypted connections and the security of our hosting providers. No online service can be completely secure, so please keep your sign-in details safe and tell us straight away if you think someone else has used your account.

7. How long we keep it

• Your account, profile and cards: while your account is open. Cards and links you delete are removed from the app straight away.
• Billing records: as long as UK tax and accounting law requires (usually six years). Stripe keeps its own records too.
• Reminder and security logs: only as long as needed to run the service and investigate problems.
• Backups: deleted information can stay in protected backups for a short time until they are overwritten.

8. Closing your account

You can delete any card or share link yourself in the app. To close your account completely, email appsupport@stuarthowitt.co.uk from the address you signed up with. We will close it within one month, cancel any Pro subscription and delete your profile, cards, photos and share links, apart from records we must keep by law.

Cancelling Pro on its own does not delete your account; you move to the Free plan.

9. Your rights

Under UK data protection law you can ask us to:

• give you a copy of your information;
• correct anything that is wrong;
• delete your information;
• restrict or object to how we use it;
• give you your information in a portable format.

Email appsupport@stuarthowitt.co.uk. We may ask you to confirm your identity, and we will reply within one month.

10. Cookies

Crew Wallet uses only the cookies and similar storage needed to sign you in, keep your session secure and make the app work. If we ever add optional analytics or marketing cookies, we will ask for your consent first.

11. Emails

We send service emails: expiry reminders (which you can switch off in Settings), sign-in and security messages, and important notices about your subscription or these policies. We will not send marketing emails without your consent.

12. Age

Crew Wallet is for people aged 18 and over who work in the events industry.

13. Changes

We may update this policy when the service or the law changes. We will post the new version here and tell you by email before any important change takes effect.

14. Complaints

If you are unhappy with how we have handled your information, please contact us first at appsupport@stuarthowitt.co.uk so we can put it right.

You can also complain to the Information Commissioner's Office (ICO): ico.org.uk, telephone 0303 123 1113.