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Terms of service

Last updated: 28 August 2026

The short version

Seven days free, no card. After that you pick a plan and pay monthly, and you can stop whenever you like. The data your business puts in belongs to your business, and if payment stops the account goes read-only rather than dark, so your records stay readable.

The rest of this page is the detail behind that. What we do with personal information is a separate question and it is on the privacy page.

Who this agreement is between

These terms are between CrewBase and the business that opens the account. Workers invited by their employer use CrewBase under that employer's account. The employer is the customer, and the worker is not signing up to anything here.

CrewBase is operated by Adam Douglas Perry (ABN 27 550 932 338), based in Cairns, Queensland, Australia. Where these terms say CrewBase, we or us, that is who they mean.

What CrewBase is

Workforce, plant and compliance software: clock-ons and timesheets, pre-starts and safety forms, plant and maintenance records, and a live view of who is on which job. We keep it running, we keep it secure, and we keep building on it.

It is not a payroll system. CrewBase does not hold pay rates and does not work out what a week is worth, so whoever does your pay run carries on doing it.

Your account

Keep your sign-in details to yourself, and make sure the people you invite are actually yours to invite. You are responsible for what happens under your account. Tell us straight away if you think somebody else has got into it.

The free trial

A new account gets seven days free on the Crew plan, so up to 10 workers, with your own crew and your own machines on it. No card is needed to start and there is no contract. If you decide against it during the trial you owe nothing and there is nothing to cancel.

You pick a plan when the trial finishes rather than before it starts. If you are a bigger outfit, pick the plan that fits when you subscribe.

What it costs

Plans are priced per business, per month, in Australian dollars, and every price is quoted excluding GST. The three plans and what each includes are on the pricing page, which is the one place the prices are set. Enterprise accounts are invoiced instead.

Subscription payments are processed by Stripe. Card details go to Stripe and are not held by us.

Billing is monthly, on the day of the month your subscription started. If a card payment fails, Stripe retries it automatically and emails the account owner. From the first failed payment there is a 14 day grace period in which everything keeps working, and if it is not fixed by the end of that, the account goes read-only as the next section describes. Fixing the payment restores full access.

If a price changes, account holders get 30 days' written notice before it applies.

If payment stops

The account does not go dark. There is a grace period of 14 days, whether that is a trial running out or a payment failing, and during it nothing changes.

After the grace period the account goes read-only. No new clock-ons, forms or records go in, and everything already in there can still be opened and read. That is enforced in the database itself rather than hidden in a screen, so it behaves the same way for everybody. Paying again lifts it.

Cancelling

You can cancel at any time and there is no notice period. Your subscription runs to the end of the period you have already paid for and does not renew after that.

There are no part-month or pro-rata refunds. Cancelling stops the renewal, and your access runs to the end of the period you have already paid for. Nothing in these terms excludes any rights you have under the Australian Consumer Law. Invoiced accounts follow their individual agreement.

Who owns the data

What your business puts into CrewBase belongs to your business. We host it, protect it and hand it back. We do not own it and we do not sell it. How personal information is handled is covered on the privacy page.

When your subscription ends, your records stay readable to you, read-only. Records the law requires your business to keep, like time and wage records which must be held for 7 years, are retained for that period. Where no legal obligation applies, we delete data on request, and we'll help you get your data out.

Using it properly

Do not use CrewBase to break the law. Do not load it with details about people you have no right to hold. Do not try to reach another business's data, and do not resell access to it. We can suspend an account that does any of those.

Availability

We work to keep CrewBase running around the clock. Like any online service it can still have an outage, and we are not promising it never will. There is no uptime guarantee attached to these terms today, and we would rather say that than quote a number nobody is standing behind.

Liability

To the extent the law allows, our total liability to you for all claims arising out of or in connection with CrewBase, whether in contract, negligence, or otherwise, is capped at the total fees you paid us in the 12 months before the event giving rise to the claim.

To the same extent, we are not liable for indirect or consequential loss, including lost profits, lost revenue, lost data, or loss of business opportunity.

Nothing in these terms excludes, restricts, or modifies any right or remedy you have under the Australian Consumer Law or any other law that cannot lawfully be excluded. Where the law lets us limit liability for breach of a guarantee that cannot be excluded, our liability is limited, at our choice, to supplying the service again or paying the cost of having it supplied again.

Changes to these terms

If we change these terms in a way that matters, we will tell account holders before the change applies, rather than after. The date at the top says when they last changed.

Governing law

These terms are governed by the laws of Queensland, Australia.

Getting hold of us

Questions about an account, a plan or a bill go to support@crewbase.com.au, or through the contact page.