Crew Control

Privacy Policy

Last updated 17 October 2026

Crew Control helps a crew plan and run race day for an ultra runner. To do that it keeps your races, stops, kit and crew in sync between everyone on the crew. This page explains what that involves.

The short version: we collect what the app needs to work, we don't show ads, we don't track you across other apps or websites, and we never sell your data.

Who we are

Crew Control is published by Joe Williams, an independent developer based in the United Kingdom, who is the data controller for the information described here. Contact details are at the end of this page.

What we collect

Your account

You sign in with Apple or Google. We receive your name, your email address (which may be an Apple private relay address if you chose to hide it) and an account ID. You can change the name your crew sees in Settings.

Races and plans

Everything you add to a race is stored so your crew can see it:

• races, stops, cutoffs, addresses, map locations and directions notes;
• the crew on each race, their names and roles, and who's at which stop;
• your kit locker and packing lists, including nutrition values;
• race-day logs: arrival and departure times, what was handed over, needs raised, and notes;
• debrief notes;
• course files (GPX) you upload.

Runner checks

At a pit stop the crew can record how the runner is doing: energy, pain, stomach, feet, mood, temperature and sleepiness. This is information about the runner's wellbeing, so please only record it with the runner's agreement. It's visible to that race's crew and used only to show the race and its debrief.

People you invite

When you invite someone to a crew you can give their email address. We use it only to send that invitation, and it's removed when the invite is no longer needed or the account is deleted.

Race guides you import

If you use "Import stops", the file or photos you choose are sent to our server and then to an AI model that reads out the stations, cutoffs and crew access. We keep the result, matched to a fingerprint of the file, so the same guide isn't processed twice. Only import race guides, not documents with personal information in them.

Location

If you allow it, the app uses your location on your phone to work out drive times to a stop, and when you choose "Use where I am now" for a stop's address. Your location is sent to Apple Maps to calculate the route. We don't store it or track it, apart from a stop location you choose to save.

Notifications

If you turn on alerts, we store a device token so we can tell you when your runner arrives or needs something. Turning notifications off, or signing out, stops them.

What we don't collect

No advertising identifiers, no analytics or tracking SDKs, no contacts, and no health data from Apple Health.

Why we use it

• To run the app for you and your crew: syncing plans, sending invites and race alerts, and showing the debrief. We rely on this being necessary to provide the service you asked for.
• To keep it working and secure: fixing problems and preventing misuse, which is in our legitimate interest.

We don't use your data for advertising, and we don't sell or rent it to anyone.

Who can see it

Your crew. Race information is shared with the people on that race's crew. That's the point of the app. Your name is shown to the crews you join.

Service providers who process data for us, only to provide the app:

• Supabase hosts the database, sign-in and file storage, in the EU (Frankfurt).
• Apple provides Sign in with Apple, push notifications, maps and weather forecasts.
• Google provides Google Sign-In.
• Resend sends crew invitation emails.
• OpenRouter passes imported race guides to the AI model that reads them (currently Google Gemini, with an alternative model as a fallback).

Some of these providers may process data outside the UK and EU. Where they do, they use safeguards such as standard contractual clauses. We'll also share information if the law requires it.

How long we keep it

We keep your account and races until you delete them. Deleting a race removes it for everyone on its crew. Signing out removes your races from that phone.

You can delete your account at any time in the app: open Settings (the person icon at the top of Home), then Delete account. When you delete your account:

• races you created that still have other crew are handed to another crew member, so their plan isn't lost;
• races where you're the only member are deleted;
• your name is removed from every crew you were on and replaced with "Deleted user";
• your device tokens, settings and kit locker are deleted (kit still used in a race you handed over goes with that race);
• your sign-in account is deleted.

Your rights

You can ask to see, correct, export or delete your data, or object to how we use it. You can edit most things, and delete your account, directly in the app. For anything else, email us. We'll reply within a month.

If you're in the UK you can complain to the Information Commissioner's Office (ico.org.uk), and in the EU to your local data protection authority. We'd appreciate the chance to sort it out first.

Children

Crew Control isn't directed at children under 13 and we don't knowingly collect their data. If you think a child has given us information, contact us and we'll delete it.

Security

Data is encrypted in transit, and access is limited by account: you can only see races you're on. No system is perfectly secure, but we take reasonable steps to protect your information.

Changes

If this policy changes we'll update the date at the top, and tell you in the app if the change is significant.

Contact