This policy explains how VamoCrew handles personal information when you use our group-trip planning app, website and support channels. Bermond Studio Ltd, trading as VamoCrew, is the data controller for this service. You can contact our privacy team at privacy@vamocrew.com or our support team at info@vamocrew.com.
Information we collect
- Account details: your name, email address, encrypted authentication credentials and account settings.
- Trip and crew content: trip names, dates, destinations, plans, poll responses, tasks, invitations, member roles, accommodation and rooming details, booking references, travel documents, specialist runbooks and expense-tracking records you or your crew add.
- Beta applications: your email, phone platform and the trip details you submit help us select and support testers. Applying does not subscribe you to marketing. We remove applications after 180 days; you can request earlier deletion at info@vamocrew.com.
- Booking inbox content: if an organiser forwards a confirmation to a trip’s private booking address, we process the message to extract useful booking details. We retain the sender, recipient, subject and extracted trip record; we do not retain the full email body. Supported attachments are copied into the access-controlled trip booking vault.
- Optional product analytics: if you opt in from Settings, we collect allowlisted interaction events such as creating a trip, completing a task or opening Trip Control, plus limited context such as platform, trip type, item count or offline state. These events never include booking content, messages, free-text notes or precise location.
- Partner-link activity: when you open an accommodation or activity provider through VamoCrew, we record the trip, provider and type of link so we can measure whether the feature is useful. The provider handles anything you do after leaving VamoCrew under its own privacy policy.
- Device and security data: device identifiers used for sessions, push-notification tokens when enabled, IP address, request logs and security events.
- Support information: messages and diagnostic details you choose to send us.
VamoCrew records amounts and whether a crew member has marked an expense as paid. We do not process card or bank-account details and are not a payment service.
Why we use it
We use this information to create and secure your account; provide shared trip features; deliver invitations, deadline reminders, departure alerts and organiser digests; prevent abuse; answer support requests; maintain the service; and, only when you opt in, understand how product features are used.
Our main legal basis is performing our contract with you. We also rely on legitimate interests for security, fraud prevention and essential operational communications. Optional product analytics is based on your consent. You can grant or withdraw that consent at any time in Settings; withdrawal stops new analytics and deletes your stored product-event history.
Who can see trip content
Joined crew members can see the shared content for their trip. Organisers can invite or remove members and manage trip settings. Anyone holding an active invite link may see the limited preview shown on that invite page. An organiser can also create a private participation link for a named crew member who does not want the app; it allows only the specific commitments, poll votes, tasks or expense-status actions selected for that link. Treat all trip links as private and revoke them if they reach the wrong person.
Service providers and transfers
We use infrastructure providers for application hosting, PostgreSQL database storage and backups; Resend for transactional and inbound email; Apple and Google for app distribution; and GoDaddy/Cloudflare for domain and website delivery. Contact us for our current processor details. These providers process information only to provide services to VamoCrew. Activity and accommodation links may take you to independent travel providers; we do not send them your private crew content. Some providers may process data outside the UK; where required, we use recognised safeguards such as adequacy regulations or approved contractual clauses.
How long we keep information
We keep account and active-trip information while you use VamoCrew. Consented product events are automatically removed after about 13 months and are deleted sooner if you withdraw consent. When you delete your account, we revoke access and shared links, remove session tokens, devices, notifications and product events, and anonymise the account record. Trips you own become inaccessible immediately and are permanently removed after 30 days. Historical contributions and expense records in other people’s trips remain linked to your anonymised identity so the shared record stays accurate. We may keep limited security logs and backups for a short period where necessary for security, recovery or legal obligations. Content shared by other people may remain in their accounts or trips.
Your choices and rights
You can download an export of your account data and delete your account from Settings in the app. You may also ask us to access, correct, erase, restrict or provide your personal data, or object to certain processing, by emailing info@vamocrew.com. We may need to verify your identity.
If you are in the UK, you can complain to the Information Commissioner’s Office. If you are elsewhere, you may also have the right to contact your local data-protection authority.
Children
VamoCrew is not designed for children under 16, and we do not knowingly collect their information. Contact us if you believe a child has created an account.
Security and changes
We use safeguards including encrypted connections, access controls, short-lived access tokens, rotating refresh tokens, hashed invite and participation tokens, signed inbound-booking requests and expiry and revocation controls for shared links. No service can guarantee absolute security. We will post material policy changes here and provide additional notice when appropriate.