Privacy information
What this page covers
This is the Crew Matrix product website. This page explains how we handle enquiries made through this website. It does not cover live Crew Matrix customer or worker records, which are governed by the separate agreement and data-handling terms we put in place before any live records are added.
Information we collect
When you submit the contact or onboarding form, we collect the details you provide: your name, company, work email, phone (optional, but needed if you ask for a callback), the number of sites and approximate number of workers (optional), the main compliance problem you select, and any message you write. We also keep limited campaign attribution (standard, length-limited UTM values) and minimal, non-identifying security and operational logs. We use first-party aggregate analytics to understand general website usage (for example daily page-view counts and which AI assistants refer people to us). We do not use advertising cookies, persistent visitor identifiers, session replay, analytics profiles or third-party analytics tools, and we do not store visitors' IP addresses in the analytics data.
Why we use it
We use your enquiry details to:
- respond to your questions;
- assess onboarding requests;
- discuss and prepare a potential Crew Matrix agreement;
- maintain the security of the service and prevent misuse;
- keep a record of business communications where reasonably necessary.
We do not sell your details, and submitting an enquiry, callback, access or onboarding form does not sign you up to marketing. We will not send you marketing emails on the basis of any of those forms, and we use no pre-ticked consent. The one exception is the optional email updates sign-up described in the next section, which you must confirm yourself.
Email updates (newsletter)
If you enter your email address in the email updates form on the Resources page, we send one message to that address with a confirmation link. Nothing is recorded and you are not subscribed until you follow that link, which stops anyone signing up an address that is not theirs. If you do not confirm, we keep nothing. After you confirm we may send you occasional guides and product updates, and we use your consent as the lawful basis for doing so. You can withdraw it at any time by emailing support@crewmatrix.co.uk. We keep a confirmed address for up to 12 months and then remove it, unless you confirm again. We do not share the list.
Spam protection on our forms
Our forms use Cloudflare Turnstile to check that a visitor is a person and not an automated program. It runs on pages that have a form, and in the Contact the team panel once you open it, and not on other pages. When it runs, Cloudflare receives limited technical signals from your browser, including your IP address, TLS fingerprint and browser user-agent, together with our site key and the page it came from. Cloudflare acts as our processor for this check and, separately, as an independent controller of those signals for improving its own bot detection; see Cloudflare's Turnstile Privacy Addendum. Cloudflare does not receive what you type into our forms. The check may use small pieces of browser storage that Cloudflare describes as strictly necessary for detecting and blocking automated traffic. The cookies involved are listed in our cookie policy. Our forms also use a hidden trap field and rate limiting for the same purpose.
Our lawful basis
We rely on our legitimate interests in responding to ordinary business enquiries and administering our business communications. Where you ask us to take steps before entering a contract, we rely on those pre-contractual steps. We rely on a legal obligation only where a genuine, specific obligation applies. You do not need to give consent simply to have your enquiry answered.
How long we keep it
We do not keep enquiry data indefinitely. General website enquiries are kept for up to 12 months after the last meaningful contact, then automatically deleted or anonymised. If an enquiry becomes a customer, the relevant information is transferred into the appropriate customer and agreement records and kept under our customer-retention schedule instead. Security and operational logs contain minimal, non-identifying information and are kept only for a short operational period. Enquiries are held in a restricted internal database (never in our general application logs).
Your rights
Subject to the applicable rules, you have the right to request access to your information, to have it corrected, to have it erased where applicable, to restrict or object to our use of it, and to complain to the Information Commissioner’s Office (ICO). To exercise any of these, contact us at privacy@jogan.co.uk.
Worker data
At enquiry stage we do not need, ask for, or collect worker documents or sensitive worker information. If you move forward, we will agree the setup process, access levels and data handling approach before any live worker records are added.
Who operates this site (data controller)
Crew Matrix is a product operated by JOGANGROUP LTD, registered in England and Wales under company number 17067444.
Company details are on our company information page.
Contact and updates
Data-protection questions and rights requests can be sent to privacy@jogan.co.uk; general questions to support@crewmatrix.co.uk. We keep this notice under review and update it as our processing or providers change.