Crew is the staff app for SOIL Vegan Cafe. This notice explains what the app records about you, why, who sees it, and how long it is kept.
Who is responsible
SOIL Vegan Cafe, Bilderdijkstraat 141, 1053 KN Amsterdam, is the data controller. For any question about your data, or to exercise the rights below, contact remco.groeneveld@gmail.com.
What the app records
• Account: name, email address, role, profile photo if you add one.
• Work: scheduled shifts, availability you submit, time-off and swap requests, clock-in and clock-out times, breaks, and lateness.
• Location status: when you clock in, the app compares your device's location to the restaurant and stores only whether you were inside or outside a 150m radius. Your coordinates are never stored. You can refuse location access; the entry is then marked "unknown" and nothing else changes.
• Health-related: sick leave reports and any note you add.
• Employment: contract type, contracted hours, hourly rate, and the emergency contact you provide.
• Content you write: team board posts, replies, issue reports and photos, stock notes, handover notes, feedback.
• Training: which modules you complete and your quiz scores. Managers may also add notes about you.
Why, and on what basis
• Scheduling, hours and pay information: to perform your employment contract.
• Clock records and payroll exports: to meet legal obligations, including tax and employment law.
• Sick leave: to meet obligations as your employer. This is health data and is treated as a special category under Article 9 GDPR.
• Location status and training records: our legitimate interest in accurate timekeeping and in showing that staff have been trained. You may object.
Who can see it
Managers and owners at SOIL can see everything above for their restaurant. Other staff can see your name, your scheduled shifts, and anything you post to the team board or handover notes. Other staff cannot see your pay rate, your emergency contact, or manager notes about you. They can currently see sick leave entries; we are changing this and expect it resolved by the end of September 2026.
Where it is stored, and who processes it
Data is held by Supabase in the EU (Frankfurt). The app is hosted by Netlify. Cloudflare Turnstile checks logins are not automated. A nightly export of hours and schedule data is written to a Dropbox folder controlled by SOIL for bookkeeping. Your device also keeps a local copy so the app works quickly; this is cleared when you log out. Your data is not sold, and not used for advertising.
How long it is kept
Payroll and clock records are kept for 7 years to meet Dutch tax requirements. Schedules, availability and team board content are kept for 24 months. Sick leave records are kept for 2 years after the end of employment. Your account is deactivated when you leave and deleted within 3 months, except where records must be retained for the periods above.
Your rights
You can ask for a copy of your data, correct anything wrong, ask for it to be deleted, ask us to restrict or stop certain processing, object to processing based on legitimate interests, and receive your data in a portable format. Where processing relies on consent, you can withdraw it at any time. Contact the address above; we will respond within one month. If you are unhappy with the response you can complain to the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens.
Automated decisions
The app does not make automated decisions about you. Draft schedules and shift warnings are suggestions; a manager decides.
Is providing this data required?
Your name, contact details, hours and pay information are necessary for your employment. Your profile photo and your emergency contact are optional.
Last updated: 13 August 2026