Privacy policy

This translation is provided for information only. Only the German version is legally binding.

Version of 03.11.2026

1. Controller

Benjamin Schiffer, WP Digital Ranger
Rochusstraße 19
52531 Übach-Palenberg, Germany
Email: kontakt@wpdigitalranger.com

2. What Crewtender does

Every day Crewtender searches for public tenders, rates whether they suit a firm and writes fact sheets. Customers can upload tender documents, which Crewtender evaluates. In addition, Crewtender offers a workspace for staff, deployment planning, time recording, invoicing, customers and team chat. The firm is responsible for the data it enters there about its staff, its applicants and its customers; we process this data on its behalf (data processing agreement). Crewtender is aimed exclusively at businesses.

3. What data we process

• When the site is visited: technically necessary data (IP address, time, page requested, browser). The operator of the servers (Cloudflare) stores it briefly for security and troubleshooting. Legal basis: Art. 6(1)(f) GDPR (secure operation).
• Contact form: name, email address and message. We send them as an email to our mailbox (Namecheap) and use them only to reply. They are not stored in the database; we delete the email once the enquiry has been dealt with and no retention obligation applies. Legal basis: Art. 6(1)(b) GDPR (enquiry about a contract) or (f) (answering enquiries).
• Account: name, email address, password (stored only in encrypted form), name, address and, optionally, phone number of the firm, time of registration, of consent and of sign-in, membership of firms, role in the business, access rights and areas. Legal basis: Art. 6(1)(b) GDPR (contract).
• Firm data: firm name, locations, website (optional), search profile, tenders with status and notes, costing figures. During the automatic search used to set up the search profile, the firm name, website and registered office are sent to Anthropic's public web search; matching public sources are saved in the profile with their URL. Legal basis: Art. 6(1)(b) GDPR. For every new registration the operator receives a phone notification with the firm name in order to detect misuse (Art. 6(1)(f) GDPR).
• Uploaded documents: tender documents of a tender. They may contain names and contact details of contact persons at the contracting authority. They are read only for the fact sheet and deleted after 30 days. Please do not upload documents containing data about your employees (e.g. CVs). The texts are sent to the AI service Anthropic to be read (see service providers).
• Contact persons at contracting authorities and partner firms: name, role, business phone number and email address as well as a note and rating entered by the firm itself, contact persons for contracts and for enquiries to subcontractors. The firm is responsible for this data; we process it on its behalf. Visible only to that firm's office team; deleted when the firm deletes the entry or its account.
• The firm's staff (deployment planning): name, trades, qualifications, pay grade, phone number, optionally email address and photo, availability, periods of absence (only “holiday”, “training” or “not available”, without health information), assignments at customers with their period (for the time limits under the German Temporary Agency Work Act, AÜG), start date, type of employment, weekly hours, driving licence classes, languages, postcode of residence (only for the distance to the place of work), proof of qualifications with expiry date and optionally an uploaded file, participation in safety briefings and a note on the workers, all entered by the firm itself. The firm is responsible for this data; we process it on its behalf (data processing agreement). Visible only to members with access to the location; stored until the firm deletes it. Crewtender does not send messages to these people itself; they go via WhatsApp, SMS or email from the firm's device.
• Self-service by employees: if a firm links a worker's app access to their personnel file, that person sees only their own data: their own assignments, their own absences, their own certificates and safety briefings. They can request holiday (stored as “requested” until confirmed by the office) and upload their own certificates. They do not see other people's data.
• Hours, shifts, announcements (since November 2026): timesheets (date, start, end, break, assignment, note, approved by whom and when), shifts (date, time, place, acceptance or refusal), announcements on the notice board with read confirmation (who read it and when), staff deadlines (end of probation, end of a fixed term, validity of residence title or work permit – only the date, no copy), driving licence checks (date, classes, who checked) and digitally confirmed safety briefings (date, time). Workers see only their own data from this. For phone notifications about new shifts and announcements we store the title and short text for at most 30 days. The firm is responsible, we process on its behalf; stored until the firm deletes it (changes to hours, shifts and checks remain in the change log for 12 months).
• Customers, places of work, service records: the firm's customers (name, address, contact person, phone, email, note; billing rate only for people with finance permission) and places of work (address, on-site contact person, meeting point, clothing, instructions). Workers see only the place of work of their own shift. Crewtender calculates service records and premium hours (night, Sunday, public holiday) from the approved timesheets and stores nothing additional for this. If a worker reports a short-notice absence, we store only the day and the fact that it was at short notice, without a reason and without health information. For certificates of good conduct and health certificates Crewtender stores only the date of inspection, no copy.
• Applications, protective equipment, checklists, holiday, ratings: applicant data (name, contact details, trade, source, status, interview date, note, uploaded documents) is visible only to case handlers, location managers and admins; it is deleted 6 months after a rejection (possible claims under the German General Equal Treatment Act, AGG), 30 days after hiring, or 12 months after the last change without a decision. In addition, protective equipment issued (item, size, date, replacement, return), onboarding and exit checklists with exit date, holiday accounts (entitlement, carry-over) and ratings of assignments by customers (stars, whether they would gladly have the worker again, note). Ratings and checklists are visible only to the office (not to read-only access such as the tax adviser); workers see their own protective equipment and their holiday account. The firm is responsible, we process on its behalf.
• Team organisation: deputies (who stands in for whom from when until when, optional note), tasks (title, person responsible, due date, completed on) as well as vehicles and equipment (name, registration or inventory number, type of inspection and next inspection date). Visible to the firm's office team, not to workers; stored until the firm deletes it. During a deputyship, deadline reminders go to the deputy instead of the absent person. Team chat: messages (text, who, when) per firm, location or place of work; visible only to the people in that chat, deleted after 180 days. Patrols and guard book: scan of a checkpoint (who, when, which point) and entries in the guard book; visible to the office of the location concerned, not to read-only access. Customer portal: via a secret link, a customer of the firm sees the service records (totals without names), on request invoices and patrol rounds and, for incidents, only the time and site, no text; the customer can send reports. Only a hash of the link is stored; the firm can switch it off at any time. The firm is responsible, we process on its behalf.
• Company documents, bid templates, bid folders and proof of submission: certificates, templates and receipts deliberately stored by the firm as well as bid drafts remain stored until they are deleted by the administration or until the firm account ends. Access is granted according to the rights assigned. The expiry date of a certificate prevents its use in a new bid folder after that date but does not delete the file automatically. If firm emails are switched on, expiry reminders are sent 30, 14, 7 and 2 days in advance to members with finance access.
• Daily message: only if you choose a time yourself do we send you new matches and deadline reminders once a day by email or to your phone. For phone notifications we store the push address that your browser assigns for this purpose; the notification runs via your browser's push service (e.g. Google or Apple) but contains no text: your phone then fetches it directly from us. You can switch it off at any time in the overview under “Daily message”. Legal basis: Art. 6(1)(b) GDPR.
• Invoicing, time recording, signatures (since November 2026): invoices (number, customer, month, items, amounts, sender and recipient details frozen when the invoice is issued; only with finance permission; issued invoices are not deleted but cancelled), receipts (date, supplier, amount, file; on request the AI service reads the photo of the receipt and the office checks the suggestion; receipts are cancelled instead of deleted), personnel number and birthday in the personnel file (birthday only for the reminder in the office), expenses with photo of the receipt (type, amount, date, note, approval), working time account (start date and opening balance; target and actual hours are calculated from the hours), clock-in times (clock in, break, resume, clock out with the server's time). With the time clock the phone asks once, optionally, for the location; at the moment of clocking we compare it with the postcode of the place of work and store only “at the place of work yes/no”, never the coordinates. Finger signatures (image, date, purpose) for receipt of protective equipment and for the monthly hours. Customer confirmation links: frozen list of the month's hours, name of the person confirming, remark, optional signature, time; the link is valid for 30 days, only a hash of the link is stored. Invitation links for workers without an email address (valid for 14 days, only a hash is stored). The firm is responsible, we process on its behalf. Crewtender does not send invoices or links itself.
• Backups and error reports: every night the database is backed up in encrypted form (in Cloudflare storage with data centres in the EU; created via GitHub Actions). Daily backups are deleted after 14 days, monthly backups after one year; deleted data disappears from the backups at the latest by then. Technical error reports to the operator contain no names or email addresses and are deleted after 30 days.
• Invitations: email address of the invited person, so that we can send the invitation link (for links for workers, only the name and the link to the personnel file).

4. Cookies

We set only technically necessary cookies: for sign-in (jv_at, jv_rt, jv_pkce), the firm last selected (jv_firma) and for your choices and use of the app: language, country, display and view (jv_psprache, jv_sprache, jv_land, jv_darstellung, jv_ansicht), recently opened tenders and last visit (jv_zuletzt, jv_gesehen) and whether the introduction has already been shown (jv_einfuehrung). There is no advertising, no analytics and no tracking. Legal basis: § 25(2) no. 2 of the German Telecommunications and Digital Services Data Protection Act (TDDDG).

5. Service providers

We use these service providers as processors (Art. 28 GDPR). Some are based in the USA. The transfer is safeguarded by the guarantees stated.

6. Storage period

Uploaded documents and the fact sheets created from them: 30 days. Reusable company documents and templates: until deleted by the administration or until the firm account ends. Change log (who changed what in the firm and when, visible only to owners): 12 months. Phone notifications (title and short text): 30 days. Team chat: 180 days. A person's timesheets, clock-in times and temporary agency assignments: at least 2 years (§ 17 MiLoG); until then the person cannot be deleted. Bid drafts and text approvals as well as other account and firm data: as long as the account exists; they are deleted afterwards. The firm itself must keep invoices and receipts for 8 to 10 years (§ 147 AO, § 14b UStG); before the account is deleted we offer a complete archive for download for this purpose. Deleted automatically, in each case counted from the end of the calendar year: clock-in times, patrol scans and assignment ratings after 2 years, absences and guard book entries after 3 years. We delete a person's photos and certificate files together with the person.

7. Your rights

Under “My profile” you can download your data yourself, change your name and delete your account.

You have the right of access, rectification, erasure, restriction of processing, data portability and to object to processing based on Art. 6(1)(f) GDPR. To do so, write to kontakt@wpdigitalranger.com. You can also lodge a complaint with a data protection supervisory authority, for example the one responsible for us: Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen, Kavalleriestraße 2–4, 40213 Düsseldorf, www.ldi.nrw.de.

8. Obligation to provide data

Registration is not possible without an email address. Everything else is optional.

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