Krewfill provides absence reporting and same-day shift coverage to employers with hourly workforces. Doing that well means holding a fair amount about your working life, and very little about the rest of it. This policy explains exactly where that line sits, why, and the rights you have wherever you live in the United States.
The short version
We never ask why someone is absent, and there is nowhere in our system to record a reason. What we do hold is your working life as your employer already records it: your name, mobile number and employee ID, your full schedule including the days you are off, your work area and job codes, any certifications, and how long you have been there. Nothing about your health, your pay, your home, or where you are right now. We do not sell personal information, we have never sold personal information, and we do not share it for cross-context behavioural advertising. Your employer is contractually required to tell you before we message you, and the first message you get from us explains who we are, who sent it and how to stop it. STOP means STOP for good.
Who we are
Krewfill is operated by Krewfill LLC, a Kentucky limited liability company with its principal place of business in Lexington, Kentucky. You can reach us at [email protected]. We serve customers in the United States only.
Which role we play
Privacy laws distinguish between the party that decides why data is processed and the party that processes it on instruction. That distinction matters here because we sit on both sides of it.
- For workforce data such as rosters, schedules and messages, the employer is the controller or business. We are the processor or service provider. We act on the employer's documented instructions, and we do not use workforce data for our own purposes. If you are a worker and you want your data accessed, corrected or deleted, we will help, but we act through your employer.
- For our own customer and website data such as the contact details of managers who buy or evaluate Krewfill, we are the controller and this policy governs directly.
Two kinds of people, two kinds of data
Employers and managers
People who buy, evaluate or administer Krewfill. We collect name, work email, phone number, job title, company name, site details, and normal service usage records.
Hourly workers
People whose employer uses Krewfill at their site. Their employer provides us with a roster. We collect only what the service needs to function.
What we collect about workers
- Your name, as it appears on the schedule your employer sends us. We use it so a manager's confirmation can say who picked up a shift, and so nothing is ambiguous when two people share a first name.
- An employee identifier assigned by the employer, where one exists.
- A mobile phone number, used to match an incoming message to the roster and to reply. A phone number identifies a person, and we treat it that way.
- Your schedule, as your employer sends it. That means the shifts you are working and, by implication, the days you are not. We need both: the first to know when you are missing, the second to know when you are free to be offered something.
- Your work attributes: site, work area, job codes you have worked, certifications and cross-training, employment type, and your supervisor.
- How long you have been there, where your employer includes a seniority or hire date. Some sites require offers to go out in seniority order. We do not support that yet, and where an employer sends a hire date we hold it rather than discard part of their file.
- Your absence and offer history: when you reported out, when you were offered a shift, and whether you took it. We keep this because a manager needs to see what happened this morning and because it is the record if anything is ever disputed.
- The content of messages sent to or from our number, limited to absence and shift coverage.
What we do not collect
- Reasons for absence. We never ask, and there is no field to store one. If a worker volunteers a reason in a message, our system does not parse, categorise or surface it.
- Health or medical information of any kind, including anything that would be protected health information in a clinical setting.
- Individual pay rates. Where an employer authorises premium pay, we transmit the rate the employer set for that shift. We do not hold anyone's personal pay rate.
- Home addresses, dates of birth, government identifiers, immigration status or financial details.
- Location data. We do not track where anyone is.
- Biometric identifiers, precise geolocation, racial or ethnic origin, religious beliefs, union membership, sexual orientation, or any other category treated as sensitive under state law. We do not collect these, we do not infer them, and we have no interest in them.
How we use it
- To confirm receipt of an absence report to the worker who sent it
- To identify coverage gaps against the schedule the employer provides
- To determine which workers appear eligible to cover an open shift
- To send open shift offers to those workers and record who claims them
- To produce aggregate reports for the employer
- To operate, secure, support and improve the service
- To meet legal obligations and to establish or defend legal claims
We do not use workforce data to train models that serve other customers, and we do not use it for advertising of any kind.
Automated processing
Krewfill decides, automatically, which workers are shown an open shift. That decision is based only on the schedule the employer gave us: who is already working, who is near their weekly hours, and which job codes a person has worked recently.
It produces an offer, not an outcome. Nobody is hired, fired, disciplined, paid, denied work or scored by this process. A worker who is not offered a shift is not recorded as having been passed over, and the employer remains free to staff the shift however they choose. We do not perform profiling that produces legal or similarly significant effects, and we will not build features that do.
What managers see
Managers see coverage by work area and shift, and which specific gaps need filling. They see that a worker is out. They do not see a reason, because we do not have one. We do not produce individual attendance scores, rankings or reliability ratings, and we will not build them.
SMS messaging
We do not share your mobile information
No mobile information collected through our SMS program will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third party, except with the subcontractors and service providers who help us deliver the messaging service itself.
How consent works
There are two ways someone comes to be on our messaging list, and both start with being told.
Your employer enrolls you. Employers provide a roster of their own hourly workforce and represent to us, in writing, that they have given every person on it notice that absence reporting and shift coverage happen by text through Krewfill. We supply the notice wording so it is consistent and plain, and we can ask them to produce their record of it.
What we can and cannot promise here. We require that notice and we contract for it, but we are not standing in the room when it is given. We cannot independently verify that every employer did what they agreed to do. What we can promise is the message we send: before anyone receives a shift offer, they receive one message from us that identifies Krewfill, names their employer, explains what the messages are for, and tells them how to stop. If that message is the first you are hearing of any of this, your employer has not done what our contract requires, and we would like to know. Email [email protected].
You enroll yourself. Workers can also text our number directly, or text a keyword posted at their worksite. Sending a message to us is the act of opting in.
We never buy, rent or acquire numbers from anyone other than the employer whose workforce they belong to. We never message anyone about anything other than their own work at their own site.
If you opt out
Replying STOP removes you permanently, not until the next roster upload. We keep a suppression record so that if your employer sends us an updated roster with your number on it, you stay off. Nobody has to opt out twice. If you ask your supervisor rather than us, your employer is contractually required to tell us.
What we send
Confirmation that an absence report was received, a small number of follow-up questions about return timing, and open shift offers where the employer uses that feature. We do not send marketing or promotional messages to workers. Ever.
Frequency
Message frequency varies and depends on how often a worker reports an absence and how often shifts open at their site. Most workers receive fewer than five messages per month.
Opting out
Reply STOP to any message. You will get one confirmation and then nothing further, permanently. Reply HELP for help, or contact [email protected].
Costs and delivery
Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.
Our website
Our website uses only the cookies and storage necessary to make it work and to submit the contact form. We do not run advertising trackers, we do not build advertising profiles, and we do not use cookies to follow you across other websites. Because we do not sell or share personal information for cross-context behavioural advertising, there is nothing for a Global Privacy Control or Do Not Track signal to opt you out of, but we honour such signals where they apply.
Who we share information with
We share information in only four situations.
- With the employer. An employer sees data about its own workforce at its own sites. Nothing more.
- With service providers who make the product work: our messaging carrier, our cloud hosting provider, our database provider and our form provider. Each is bound by contract to use the data only to provide those services, to protect it, and to delete it when the relationship ends.
- Where laws or regulations require it, or to protect against fraud, abuse or a threat to someone's safety.
- In a business transfer, if Krewfill is acquired or merges. The acquirer would be bound by commitments no weaker than these, and we would notify employers before any transfer takes effect.
We do not sell personal information, and we have not sold personal information in the preceding twelve months. We do not share personal information for cross-context behavioural advertising. We do not disclose personal information to advertisers, data brokers or marketing partners for any purpose.
How long we keep it
Message records and absence events are retained for the duration of the employer's subscription and for twelve months afterward, then deleted. Suppression records for people who opted out are kept indefinitely, because deleting them would allow someone to be re-contacted. Aggregate statistics that cannot identify an individual may be retained longer. An employer can request earlier deletion of its data at any time.
Security
Data is encrypted in transit and at rest. Access is limited to personnel who need it to operate the service, and access is logged. We hold names, mobile numbers and work attributes, so we treat our systems as holding personal information and secure them accordingly. We do not hold health information, pay rates, home addresses, government identifiers or financial details, so the harm from a breach is bounded, but we do not pretend it would be nothing.
If a breach affecting personal information occurs, we will notify the affected employer without unreasonable delay so they can meet their own notification duties, and we will make any notification required of us directly. Breach notification requirements vary by state and we will meet the ones that apply.
Your privacy rights
Twenty states now have comprehensive privacy laws, and more take effect each year. Rather than list them, we extend the same core rights to every person in the United States, regardless of where you live.
- Know and access. Confirm whether we process information about you and get a copy.
- Correct. Fix information that is wrong.
- Delete. Ask us to delete information about you.
- Portability. Receive your information in a portable, machine-readable format.
- Opt out of sale, sharing and targeted advertising. We do none of these, so there is nothing to opt out of, but the right stands.
- Limit use of sensitive information. We do not collect any, so there is nothing to limit.
- No retaliation. We will never treat you worse for exercising any of these rights, and your employer agrees in our contract not to either.
How to exercise them
Email [email protected] with what you want and enough detail for us to find your record. We will verify your identity in proportion to the sensitivity of the request, usually by confirming the mobile number we hold. We respond within 45 days, and where a request is complex we may take one additional 45 days and will tell you why before we do.
An authorised agent may act for you if you give them written permission and we can verify it.
If we say no
You may appeal any decision by replying to our response or emailing [email protected] with the word APPEAL. A person who was not involved in the original decision will review it, and we will respond within 45 days explaining our reasoning. If we deny the appeal, we will tell you how to complain to your state attorney general.
Workers, one practical note. Your employer controls the roster and the identifiers we hold. For most requests about workforce data we will forward you to your employer and assist them in responding, because they are the party that decides what is kept. We will always acknowledge your request and tell you who is handling it.
California
California residents have the rights above. Unlike most state laws, California does not exempt employee and applicant data, so these rights apply to hourly workers as well as to managers. The categories of personal information we collect are identifiers, employment-related information and electronic activity information, as those terms are used in the California Consumer Privacy Act. We collect them for the business purposes described in this policy, from the employer and from the worker directly. We disclose them only to the service providers described above. We do not sell or share personal information and have not done so in the preceding twelve months.
Children
The service is not directed to anyone under 16, and we do not knowingly collect information from them. Some hourly workforces include workers aged 16 and 17. Where that is the case, the employer is responsible for any parental notice or consent its own obligations require, and we handle their information exactly as we handle everyone else's: no reasons, no scoring, no marketing.
Changes
If we change this policy materially, we will update the date at the top and notify employers by email at least 30 days before the change takes effect. Continued use after that period means acceptance of the updated policy. Prior versions are available on request.
Contact
Krewfill LLC
Lexington, Kentucky
Privacy requests: [email protected]
Everything else: [email protected]
This policy describes our actual practices in plain language. It is not legal advice and has not been reviewed by counsel. If you are evaluating Krewfill for a regulated environment, we are happy to complete your security questionnaire and to sign a data processing agreement on your paper.