Privacy Policy for CrewMem

Last Updated: October 17, 2025

At CrewMem, we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you use our web application (the “Service”), designed to help teams, managers, HR professionals, and leaders track long-term team memories using AI-powered tools. By using CrewMem, you agree to the practices described in this policy. If you do not agree, please do not use the Service.

1. Information We Collect

We collect minimal information to provide the Service securely and effectively.

1.1 Information You Provide

  • Google Sign-In: When you sign up or log in using Google Sign-In, we collect your email address provided by Google for account authentication and management.
  • Team and Memory Data: You may create teams, add team members, and log memories (e.g., events, decisions, or insights). This data is entirely provided by you and may include team member names or other details you choose to enter. You are responsible for the accuracy and legality of this data. Within the CrewMem Service, the designation “Team” functions as a generalized container for logical and functional units. This includes, without limitation, terms like group, channel, organization, crew, class, or project.
  • Payment Information: If you subscribe to a paid plan, our third-party payment processor, Stripe, collects and processes your payment details (e.g., credit card information). We do not store payment information on our servers.

1.2 Information Collected Automatically

  • Usage Data: We may collect anonymized data about how you interact with the Service, such as page views, clicks, or feature usage, to improve performance and user experience. This may include IP addresses, browser types, or device information.
  • Cookies: We use essential cookies to enable core functionality (e.g., session management for Google Sign-In). We do not use tracking cookies for advertising or share cookie data with third parties.

1.3 Data from User-Configured Integrations (API & Zapier)

  • Data Flow: If you utilize the CrewMem API or the dedicated Zapier app to integrate CrewMem with external third-party applications (such as project management, communication, or analytics tools), you are directly instructing these mechanisms to transfer data into or out of CrewMem.
  • Data Collected: The specific data collected, processed, and stored by CrewMem is determined entirely by the custom configurations you define in your API connection or the settings within your “Zap”. We only collect, process, and store the data that you explicitly direct to CrewMem via these user-initiated connections. The use of those external third-party applications is governed by their respective privacy policies and terms.

2. How We Use Your Information

We use your information to: - Provide the Service: Authenticate your account via Google Sign-In, store and manage your team and memory data, and process AI-powered features (e.g., data extraction, analysis, or content generation using OpenAI’s GPT-4o or GPT-4o-mini). - Process Payments: Facilitate subscription payments through Stripe for premium features. - Improve the Service: Analyze anonymized usage data to enhance functionality, fix bugs, and optimize performance during the beta phase. - Communicate: Send you account-related emails (e.g., confirmation, password reset) or updates about the Service (e.g., feature changes, Terms updates). - Ensure Security: Detect and prevent unauthorized access or abuse of the Service.

3. Data Storage and Security

  • Self-Hosted Storage: All data (email, team data, memories) is stored on our secure, self-hosted servers using a custom fork of Mem0. We do not rely on third-party cloud providers for core data storage.
  • AI Processing: Team and memory data processed by OpenAI’s GPT-4o or GPT-4o-mini is handled per OpenAI’s privacy policies. We ensure minimal data is shared, only as necessary to provide AI-powered features.
  • Security Measures: We implement industry-standard security practices, including encryption and access controls, to protect your data. However, no online service is 100% secure, and you acknowledge this risk.
  • Data Retention: We retain your data for as long as your account is active or as needed to provide the Service. Upon account deletion, we remove your data per our retention policy, except where required by law.

4. Data Sharing and Third Parties

  • No Third-Party Sharing: We do not sell, share, or transfer your personal information (email, team data, or memories) to third parties for marketing or other purposes.
  • Service Providers:
    • Google Sign-In: We use Google for authentication, which provides your email address. Google’s handling of your data is governed by their Privacy Policy.
    • OpenAI: AI features (data extraction, analysis, content generation) are powered by OpenAI’s GPT-4o or GPT-4o-mini. Data sent to OpenAI is limited to what’s necessary for processing and is subject to their Privacy Policy.
    • Stripe: Payment processing for paid subscriptions is handled by Stripe, subject to their Privacy Policy.
    • Zapier: If you choose to connect CrewMem to other services using a “Zap,” Zapier, Inc. acts as an intermediary (a data processor) to facilitate the automated transfer of data between your chosen apps and CrewMem. Data handled by Zapier is subject to their Privacy Policy.
  • User-Directed Third-Party Apps: When you create a Zap or connect your CrewMem account to a Third-Party application, you are responsible for ensuring the data shared from or to the third-party application complies with that application’s policies and legal requirements. We are not responsible for the privacy practices of those external services.
  • Legal Requirements: We may disclose your information if required by law, court order, or to protect our rights, safety, or property.

5. Your Rights and Choices

  • Access and Update: You can access or update your email and team data via your account settings in the app.
  • Delete Account: You can delete your account at any time via the app settings, which removes your email and team data from our servers, subject to our retention policy.
  • Cookies: You can manage cookies through your browser settings, though disabling essential cookies may affect the Service’s functionality.
  • Opt-Out: To stop receiving non-essential emails (e.g., updates), use the unsubscribe link in our emails or contact us at [email protected].

6. International Users

CrewMem is hosted in the United States. If you access the Service from another region (e.g., EU, UK), your data may be transferred to and stored in our servers. By using the Service, you consent to this transfer. We comply with applicable data protection laws, but you acknowledge that privacy laws vary by jurisdiction.

7. Children’s Privacy

CrewMem is not intended for users under 18 years old. We do not knowingly collect information from children. If you believe a child has provided data, contact us at [email protected], and we will delete it.

8. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in the Service, legal requirements, or our practices. We will notify you via email or in-app notice. Continued use of the Service after changes constitutes acceptance of the updated policy.

9. Contact Us

For questions, concerns, or to exercise your rights, contact us at [email protected].

Thank you for trusting CrewMem with your team’s story. We’re committed to keeping your data safe and private.