This is a working draft, not a finished legal document. It's built to cover the real mechanics of how Crewshot works today (accounts, organizations, Stripe billing, photo/video capture with location and audio, offline sync), but it has not been reviewed by a lawyer. It will be reviewed by one licensed in New York before real customers are charged.
1. Who this agreement is with
These Terms of Service ("Terms") are a contract between you (whether an individual or an entity signing up on behalf of a company or team, "you" or "Customer") and Los Gatos Taxi Innovators LLC, doing business as Crewshot ("Crewshot," "we," "us"), governing your access to and use of the Crewshot mobile application, related backend services, and website (together, the "Service").
By creating an account, joining an organization, or otherwise using the Service, you agree to these Terms. If you're accepting on behalf of a company, you're representing that you have the authority to bind that company, and "you" in these Terms refers to that company.
If you don't agree to these Terms, don't use the Service.
2. What Crewshot is
Crewshot is a field photo and video documentation tool for service and installation crews. It lets your team capture geotagged, timestamped photos and videos tied to jobs/projects, organize and tag that media, work offline and sync later, and compile everything into PDF reports. Some organizations may also connect Crewshot to their own internal systems (like a CRM) — see Section 10.
Crewshot is a tool for organizing and documenting your own work. We don't inspect, verify, or take responsibility for the accuracy of any project, customer, or job information your organization enters.
3. Accounts and organizations
- Organizations. Crewshot is organized around "organizations" (typically one per company). The person who creates an organization becomes its first admin. Admins can invite others via a shared invite code, manage team members' roles, configure billing, and see all of the organization's projects, photos, and reports.
- Team members. Anyone who joins an organization (as "crew" or "admin") can see and contribute to that organization's projects per their role's permissions within the app.
- Accuracy. You agree to provide accurate registration information and to keep your login credentials confidential. You're responsible for all activity that happens under your account.
- Eligibility. The Service is intended for business use by adults (18+) acting on behalf of themselves or a company. It is not directed at, and should not be used by, children.
- Invite codes. Organization invite codes are a shared secret. You're responsible for who you share yours with — anyone with a valid code can join your organization as crew. Admins can regenerate a code at any time to invalidate the old one.
4. Subscriptions and billing
- Plans. Crewshot offers paid subscription plans (currently Starter and Pro). Current prices, what each plan includes, and any seat limits are shown on the Billing screen in the app. New organizations receive a free trial period; the trial length is shown in the app and may change.
- Billing. Paid subscriptions are billed through Stripe, our payment processor. Crewshot never receives or stores your payment card details — card entry happens entirely on Stripe's own secure, hosted checkout page. Your subscription renews automatically at the end of each billing period unless canceled.
- Cancellation. You can cancel or change your plan at any time through the in-app Billing Portal (powered by Stripe). Cancellation stops future billing; it does not automatically entitle you to a refund for the current billing period unless required by law.
- Price changes. We may change subscription pricing with advance notice; changes apply at your next renewal.
- Seat limits. Some plans include a limit on the number of team members, shown on the Billing screen. Once your organization reaches its plan's limit, adding another member (whether directly or by invite code) is blocked until you upgrade or remove someone. Trial and complimentary organizations are not seat-limited.
- Free/exempt accounts. Certain organizations (for example, internal accounts tied to specific business relationships) may be granted complimentary access at our discretion. We can change or revoke complimentary access at any time.
- Purchases made through an app store. If you purchase a subscription through Apple's App Store or Google Play rather than directly from us, that store's own billing, cancellation, and refund rules apply to your purchase, and you may need to manage or cancel that subscription through your app store account rather than through the in-app Billing Portal.
5. Your content
- Ownership. You (or your organization) own the photos, videos, project data, customer information, and other content you upload to Crewshot ("Customer Content"). We don't claim ownership over it.
- License to us. You grant us a limited license to host, store, process, transmit, and display your Customer Content solely as needed to provide the Service to you (for example, generating a PDF report from your photos, or syncing an offline photo once you're back online).
- Your responsibility. You're responsible for making sure you have the right to capture and upload the content you submit — including any consents needed from customers, homeowners, or other individuals who may appear or be heard in photos or videos, or whose property or information you record. You agree not to use Crewshot to capture or store content you don't have the right to collect.
- Location, timestamp, and audio. Photos and videos captured through Crewshot are automatically tagged with the device's GPS location and the capture timestamp, and (depending on your team's settings) this information may be visibly burned into the image/video itself. Videos also record audio from the device's microphone. These are core, intentional features of the Service — it's what makes captured media useful as field documentation — but they mean you should not use the Service to capture location-tagged or audio-bearing media of people or places without appropriate authorization to do so. See also Section 6.
6. Acceptable use
You agree not to:
- Use the Service for any unlawful purpose, or to violate anyone else's rights;
- Upload content that is defamatory, infringing, or that you don't have the right to share;
- Attempt to gain unauthorized access to another organization's data, or to any part of the Service you're not authorized to access;
- Interfere with, disrupt, or attempt to reverse-engineer the Service or its underlying infrastructure;
- Use the Service to capture, store, or transmit content in violation of any applicable wiretapping, surveillance, or consent-to-record law. This applies particularly to video, which records audio. Recording a conversation without the consent of the people in it is illegal in some states and can be a crime; the rules differ state by state (some require only one party's consent, others require everyone's). You are responsible for knowing and following the law wherever you're recording;
- Resell or white-label the Service without our written permission.
We may suspend or terminate accounts that violate this section.
7. Offline behavior and data syncing
Crewshot is designed to let you capture photos and videos without a live internet connection and sync them automatically once connectivity returns. While we've built this to be reliable, we can't guarantee that every offline capture will sync successfully under all conditions (for example, if the app is uninstalled, or local device storage is cleared, before a sync completes). We recommend not relying on the Service as your sole copy of critical documentation until it has synced.
8. Service availability
We aim to keep the Service reliably available but don't guarantee uninterrupted access. We may perform maintenance, and the Service may occasionally be unavailable due to factors outside our control (including outages of third-party providers we depend on, like our cloud storage or payment processor).
9. Third-party services
Crewshot relies on third-party services to operate, including (as of this draft) Stripe for payment processing, a cloud storage provider for photo/video/report files, OpenStreetMap's Nominatim service for address lookup, and Expo's push notification service for delivering notifications. Your use of the Service is also subject to those providers' own terms where applicable. We're not responsible for outages or issues originating from third-party providers, though we'll work to resolve their impact on you where we can. The Privacy Policy lists what information each of these receives.
10. Third-party integrations (e.g., your own CRM)
Some organizations may choose to connect Crewshot to their own external systems, such as an internal CRM, so that reports or project data can be sent there automatically. If your organization enables an integration like this, you're responsible for making sure you have the right to send that data to the connected system, and for that system's own handling of the data once it arrives there. We're not responsible for how a third-party system you've connected uses data once transmitted.
11. Intellectual property
Aside from your Customer Content, the Service — including its software, design, branding, and underlying technology — is owned by us or our licensors. These Terms don't grant you any rights to our intellectual property beyond what's needed to use the Service as intended.
12. Termination and deletion
- You can stop using the Service and cancel your subscription at any time.
- We may suspend or terminate your access if you violate these Terms, or if your subscription payment fails and isn't resolved within a reasonable period.
- Deleting your data. You can delete an individual photo or video, a generated report, a whole project (admins), or your entire account from inside the app — see the Privacy Policy's "Data retention and deletion" section for exactly what each one removes. Deletion is permanent and also removes the underlying stored files; we do not keep a recoverable copy. If you are the only member of your organization, deleting your account deletes the organization and all of its content with it.
- Upon termination, we may retain your Customer Content for 90 days to allow for account recovery, or longer where required by law, after which it may be deleted. This is separate from the deletions you trigger yourself, which are immediate and permanent — see the Privacy Policy's "Data retention and deletion" section.
13. Disclaimers
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DON'T WARRANT THAT THE SERVICE WILL BE ERROR-FREE, UNINTERRUPTED, OR THAT ALL DATA WILL BE PRESERVED WITHOUT LOSS.
14. Limitation of liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, LOS GATOS TAXI INNOVATORS LLC WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, DATA, OR GOODWILL, ARISING FROM YOUR USE OF THE SERVICE. OUR TOTAL LIABILITY FOR ANY CLAIM RELATING TO THE SERVICE WILL NOT EXCEED THE AMOUNT YOU PAID US IN THE 12 MONTHS BEFORE THE CLAIM AROSE.
Note: this clause needs attorney review — liability caps and carve-outs vary significantly by state and by the specific risks of a product handling location data, audio recordings, and business records.
15. Indemnification
You agree to defend and indemnify us against any claims, damages, or expenses arising from your violation of these Terms, your Customer Content, or your misuse of the Service.
16. Governing law and disputes
These Terms are governed by the laws of the State of New York, without regard to conflict-of-law principles.
Note: no arbitration/dispute-resolution clause has been added yet — that's a deliberate decision to make with a lawyer, not a default to copy blindly.
17. App store terms
If you download Crewshot from the Apple App Store or Google Play, the following also applies, and in the case of Apple is required by Apple's own developer terms:
- These Terms are between you and us only, not with Apple or Google, and we — not Apple or Google — are solely responsible for the Service and its content.
- Your license to use the app is a non-transferable license to use it on devices you own or control, as permitted by the applicable store's usage rules.
- Apple and Google have no obligation to provide any maintenance or support for the app.
- If the app fails to conform to any applicable warranty, you may notify Apple, and Apple may refund your purchase price (if any); to the maximum extent permitted by law, Apple has no other warranty obligation with respect to the app.
- Apple and Google are not responsible for addressing any claims you or a third party have relating to the app, including product liability claims, claims that it fails to conform to a legal requirement, and claims arising under consumer protection or similar legislation.
- In the event of a third-party claim that the app infringes that party's intellectual property rights, we — not Apple or Google — are solely responsible for the investigation, defense, settlement, and discharge of that claim.
- You represent that you are not located in a country subject to a U.S. Government embargo or designated as a "terrorist supporting" country, and that you are not listed on any U.S. Government list of prohibited or restricted parties.
- Apple and Google are third-party beneficiaries of these Terms, and upon your acceptance will have the right to enforce these Terms against you as a third-party beneficiary.
18. Changes to these Terms
We may update these Terms from time to time. We'll notify you of material changes (for example, via email or an in-app notice) before they take effect. Continued use of the Service after changes take effect means you accept the updated Terms.
19. Contact
Questions about these Terms? Contact us at support@crewshot.org.