Privacy Policy

Last updated: September 27, 2026

1. Who we are

CrewRobin is operated by Scalry Inc, 30 N Gould St Ste N, Sheridan, WY 82801, United States ("we", "us"). This policy explains how we handle personal information when you visit our website, use CrewRobin, or call, text or are contacted by a business that uses CrewRobin.

Our two roles

• For our customers' own accounts (the home-service businesses, owners, office staff and technicians who sign up), we decide how that information is used and we're responsible for it.
• For our customers' callers and customers (people who phone or text a business that uses CrewRobin, or who receive quotes, invoices, reminders or review requests from it), the business decides what's collected and why, and we process it on their behalf as a service provider. If you're one of those people, the business you contacted is the best first contact for questions about your data. We'll help them answer you.

2. What we collect

From you, when you use CrewRobin

• Account details: name, email, mobile number, password (stored hashed), business name, service area, team membership, role, time zone and preferences.
• Billing details: plan, invoices, credit usage and billing contact. Card details are collected and stored by our payment processor, Stripe. We never see or store full card numbers.
• What you put in: your greeting, business hours, job types and screening questions, customers' names, addresses, phone numbers and emails, jobs, quotes, invoices, notes, and the texts and emails you send and receive through CrewRobin.
• Usage and device data: log records such as IP address, browser, pages requested, and error reports, used to keep CrewRobin secure and working.
• Messages to us: what you send through our contact form or support.

From calls the AI receptionist answers

When someone calls a business's CrewRobin number, we process the caller's phone number and caller ID, the time and length of the call, an audio recording of the call, a written transcript, and the details the receptionist collects, such as the caller's name, address, the problem they describe, how urgent it is and the appointment they book. The business can listen to recordings and read transcripts in CrewRobin.

From text messages

When someone texts a business's CrewRobin number, or receives a text from it (such as a missed-call text-back, booking confirmation, quote follow-up, invoice link or review request), we process the phone number, the message content, delivery status, and any opt-out (STOP) or help (HELP) request.

From the links businesses send

When a business sends you a booking link, quote, invoice or review request, we collect what you submit through it, such as your approval of a quote, and the technical details above. Card payments are handled by Stripe.

3. How we use it

• To provide CrewRobin: answering calls, booking jobs, texting callers and owners, sending quotes, invoices and review requests, and showing recordings, transcripts and job details to the business.
• To answer calls and read messages with AI. Call audio and text messages are processed by our AI and voice providers so the receptionist can understand the caller, respond, transcribe the call and summarize the job. Our AI provider processes this data only to return results to us, under terms that don't allow it to train its models on the data.
• To bill you, including measuring AI call minutes against your credits.
• To secure CrewRobin, prevent fraud, spam and abuse, and fix problems.
• To send you service messages, such as sign-in, new-booking alerts, billing and account emails and texts, and important changes. You can't opt out of essential account emails while you have an account.
• To understand how CrewRobin is used, in aggregate, so we can improve it.
• To comply with the law, including carrier and messaging registration rules, and to enforce our terms.

Where laws such as the GDPR apply, we rely on performing our contract with you, our legitimate interest in running and securing CrewRobin, your consent where we ask for it, and legal obligations.

4. Call recording and transcription

CrewRobin records and transcribes the calls its AI receptionist answers, so the business has an accurate record of each job request. Recording laws differ by place. Some U.S. states and some countries require the consent of everyone on a call before it's recorded (two-party or all-party consent), while others require only one party's consent.

• The business using CrewRobin is responsible for giving any notice and getting any consent the law requires for recording and transcribing its calls, including for callers in other states.
• The receptionist can play a recording notice, such as "This call may be recorded", at the start of every call. Whether that notice plays, and what it says, is set by the business.
• Callers who don't want to be recorded can hang up and contact the business another way, such as by text or email.
• The receptionist identifies itself as a virtual receptionist and answers truthfully if a caller asks whether they're speaking with an AI.

5. Text messages (SMS)

Texts from CrewRobin to you (account holders)

If you give us your mobile number and agree when you sign up, we text you account and service messages, such as new-booking alerts, emergency call alerts and sign-in codes. Message frequency varies with your call volume. Message and data rates may apply. Reply STOP to opt out or HELP for help. Agreeing to texts isn't a condition of buying anything.

Texts between businesses and their customers

Businesses use CrewRobin to text people who contacted them or who are their customers, for example a text-back after a missed call, a booking confirmation, a quote reminder, an invoice link or a review request. These are sent through registered application-to-person (A2P) messaging on the business's behalf, and the business is responsible for having the consent the law requires.

• Reply STOP (or UNSUBSCRIBE, CANCEL, END or QUIT) to any text to stop texts from that business's CrewRobin number. We confirm with one final message and stop. Reply START to resume.
• Reply HELP for information about who is texting you and how to reach them.
• Message frequency varies. Message and data rates may apply. Carriers aren't liable for delayed or undelivered messages.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties. Phone numbers are used only to deliver the messages described here, and are shared only with our messaging provider for that purpose. We don't sell phone numbers or opt-in data.

6. What we don't do

• We don't sell or rent personal information, and we don't "share" it for cross-context behavioral advertising.
• We don't show ads, and our website and app don't use advertising or third-party tracking cookies.
• We don't use call recordings, transcripts, texts or customer records for advertising, and we don't let anyone else do so.

7. Who we share it with

• Service providers who help us run CrewRobin, such as voice and text delivery, AI processing, hosting, email and payments. They're listed on our Sub-processors page and may use the data only to provide their service to us.
• The business you contacted. Recordings, transcripts, messages and booking details are available to the business whose number you called or texted, and to its team according to their roles.
• People the business chooses to contact. CrewRobin sends the texts, emails, quotes, invoices and review requests the business sends.
• Legal and safety. We disclose information when required by law or valid legal process, or when needed to protect people's rights, safety or property.
• Business transfers. If we're involved in a merger, acquisition or sale of assets, information may transfer under this policy. We'll tell you before it becomes subject to a different policy.

8. Google user data

If you connect a Google account (for example to sign in or to sync your calendar), CrewRobin's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We use that data only to provide the feature you turned on, don't use it for advertising, and don't let people read it unless you ask us to for support, it's needed for security, or the law requires it.

9. How long we keep it

• Account data, customer records, jobs, quotes and invoices: while your account is active.
• Call recordings and transcripts: while your account is active, unless the business deletes them sooner or sets a shorter retention period where CrewRobin offers one.
• Text-message opt-outs: kept for as long as needed to keep honoring them, even after other data is deleted.
• After an account closes, we delete its data within 30 days, after the export window in our terms. Backups roll off within 35 days.
• We keep billing records for as long as the law requires.

10. Security

Data is encrypted in transit with TLS. Access to production systems is limited to authorized staff using individual accounts and key-based authentication. Inside CrewRobin, what each team member can see follows their role. Call recordings are kept in private storage that isn't publicly accessible, and are played back through signed links that expire after a few minutes. No system is perfectly secure: if a breach affects your information, we'll notify you and the authorities as the law requires.

11. Where it's processed

CrewRobin is run from the United States, and our providers mainly process data there. If you're outside the U.S., your information will be transferred to the U.S., using safeguards such as the EU Standard Contractual Clauses where the law requires them.

12. Your rights

Depending on where you live, including under the GDPR and U.S. state laws such as California's CCPA/CPRA, you may have the right to access, correct, delete or export your personal information, and to object to or restrict certain uses. We don't sell personal information, so there's nothing to opt out of there. We won't treat you differently for using your rights.

Account holders can ask us through the contact page, using the subject "Data request". If you called or were texted by a business that uses CrewRobin, contact that business first. If you contact us, we'll pass your request to them and help them respond. We may need to confirm your identity first. You can also complain to your local data protection authority.

13. Children

CrewRobin is for businesses and isn't directed at children. We don't knowingly collect information from anyone under 16.

14. Cookies

We use the cookies needed to run CrewRobin: to keep you signed in, protect forms against forgery, and remember preferences. We don't use advertising cookies or cross-site trackers.

15. Changes

If we change this policy in a material way, we'll tell you by email or in the app before the change takes effect, and update the date above.

16. Contact

Questions or requests: contact us. Post: Scalry Inc, 30 N Gould St Ste N, Sheridan, WY 82801, United States.