Privacy notice

What this notice covers

This notice explains how Bow Tie Club BV processes personal data in Cruiwse Control, its app for planning and running event work, on Android and in the browser, and on this website. It describes what the app does today. Before the app takes on employment contracts, Dimona declarations or the contacts of client companies, this notice is revised, with a new version date.

Who is responsible

The controller is:

• Bow Tie Club BV, Tennisstraat 10, 9050 Gent, Belgium
• Enterprise number BE 0726.606.709
• Website: www.bowtieclub.be

For anything about your personal data — a question, a request or a complaint — write to privacy@cruiwsecontrol.be.

Whose data

The app serves Bow Tie Club's own staff: everyone with an account, in each of the app's five roles — employee, shift leader, planner, manager and administrator — and people who have created an account and are waiting for an administrator to give them a role.

What we process

• Your account: your name, your e-mail address and how you sign in (a password, or your Google or Apple account). Passwords are handled by Firebase Authentication; Bow Tie Club never sees them.
• Your profile: your photo and your short bio, if you add them, and your role in the app.
• Planning: the shifts and events you are scheduled on, your availability, and the days you are on approved leave.
• Working time: when you clock in and out, your breaks, and the confirmation of your timesheet, with the signature drawn to confirm it.
• Leave: your leave requests — the type, the dates, your reason and the decision — and your leave balance. A sick-leave request is health data, which the law protects specially, so keep the reason short.
• Ratings and reports: the grades and feedback you are given after an event and those you give, and the event reports, which hold the crew's names, grades, feedback and signatures.
• Evaluations: your answers to the evaluations in Learn, and the score the app gives them.
• Messages: what you write in the app's chats — event chats, groups, direct messages and announcements.
• Notifications: the notices the app sends you, your notification settings, and a push token for each device you use it on.
• Technical data: on Android, crash reports — what went wrong, the device model, its system version and memory, an installation identifier and your account id, never your name or e-mail address — and App Check's check that a request comes from the real app.

Why, and on what legal basis

• To give you an account and the access your role needs — the employment relationship and the steps before it (GDPR art. 6(1)(b)).
• To plan the work, staff the events and keep the crew informed, through planning, chat and notifications — the employment relationship (art. 6(1)(b)).
• To record working time and leave — the employment relationship and our legal duties as an employer, such as keeping social documents (art. 6(1)(b) and (c)); for sick leave, the employer's obligations under employment law (art. 9(2)(b)).
• To rate the work and report on each event — our legitimate interest in the quality of our service and in a reliable record for our clients (art. 6(1)(f)).
• To keep the app working and secure, with crash reports and App Check — our legitimate interest in a stable and secure service (art. 6(1)(f)).

Who receives it

Inside Bow Tie Club, people see what their role needs. Every colleague with a role can read your profile record — your name, photo, bio, e-mail address, role, latest grade (with its category grades and the event it is for), leave balance, notification settings and when your role was last lowered — though the app shows them only your name, photo, bio, e-mail address, role and overall grade. Their app also receives the published events you are scheduled on or lead, and what you write in the chats you share with them; the newest message of an open group, with its sender's name, shows to every colleague in the chat list, as does who is in it. The shift leaders of an event see its crew's timesheets and its report, with the grades and feedback in it, and grade the crew. The person you grade reads your grade and feedback, with your name. Planners, managers and administrators see every event's timesheets, reports and chat, availability and the history of ratings; administrators also read every announcement's chat. Managers and administrators decide leave. Your direct messages are read only by the people in the conversation. Bow Tie Club does not sell your data and shows no advertising.

The app runs on Google's Firebase, which processes the data for Bow Tie Club as its processor, under Google's terms for Firebase: Firebase Authentication, Cloud Firestore, Cloud Functions, Cloud Storage and Firebase Cloud Messaging; Crashlytics, for crash reports; and App Check, which uses Play Integrity on Android and reCAPTCHA Enterprise in the browser. See Firebase's privacy information and Google's privacy policy.

Where it is processed

The app's database, files and functions are hosted in the European Union. Crashlytics and App Check are global Google services, which may process data outside the European Union, under Google's terms for Firebase.

How long we keep it

• Your account, profile, messages, the grades and feedback given to you, your evaluation answers, availability and notifications: as long as your account exists. The grades and feedback you give someone are part of their record.
• The legal record — timesheets, decided leave requests and finalized event reports: 5 years after your last shift for Bow Tie Club, the period Belgian law sets for an employer's social documents.
• Backups of the database: 7 days. A deleted file stays recoverable for the same 7 days.
• Crash reports: 90 days.
• The record of an account deletion — the account id, dates and counts, never a name or an address: 30 days.
• App Check's tokens: at most 7 days.
• A device's push token: until you sign out on that device, or until the token is replaced.

Deleting your account

You can delete your account in the app — Me › Settings › Delete account, or on the Awaiting approval screen — or by e-mail; the account deletion page explains both. Your account is closed at once. Your login, profile, photo, messages, the grades and feedback given to you, your evaluation answers, availability, notifications and devices are erased within minutes, and a second pass, about an hour later, removes what a device that was still signed in wrote in the meantime, except into the legal record or someone else's record. Your name goes from every other record except the legal record below; the app shows "Former member" in its place.

The legal record is kept for 5 years after your last shift, linked only to your account id: your timesheets, your decided leave requests without your reason or the manager's note, and the finalized event reports. A finalized event report keeps, sealed, your name, your grades and the feedback written about you. It is signed evidence, and its content cannot change.

Outside the app's own stores, your account id remains until it expires: in crash reports for 90 days, in the app's server logs, and in the backups and the copies of deleted files for 7 days.

Your rights

You have the right to see your data and get a copy, to have it corrected, to have it erased, to restrict or object to its processing, and to receive the data you gave us in a portable form. Write to privacy@cruiwsecontrol.be; we answer within one month. Where the law requires us to keep the legal record, the right to erasure does not reach it.

If you think we process your data wrongly, you can complain to the Data Protection Authority: Rue de la Presse 35, 1000 Brussels, contact@apd-gba.be, www.dataprotectionauthority.be.

No automated decisions

The app takes no decision about you by automated means alone and builds no profile of you. Ratings are given by people; the app only adds them up.

Security

All data travels encrypted (HTTPS). In the app, access follows your role and is enforced by the server, and a finalized event report cannot be changed.

This website

This website sets no cookies, runs no scripts and loads nothing from other sites. Firebase Hosting serves it; like any web server, it receives your device's IP address to answer the request.

Changes to this notice

When this notice changes, its version date changes with it, and the app links to the new version.