Privacy policy
Last updated 29 October 2026
jotcrew turns a technician's WhatsApp photos, voice notes and location pin into a service report. This page explains what we collect, where it goes and how long we keep it.
jotcrew is run by Aurum Vision Sdn. Bhd. (202401022492), Malaysia. In this policy "we" means Aurum Vision. The company that signs up to jotcrew decides which technicians use it and where reports go, and we handle its data on its behalf.
What we collect
- From technicians on WhatsApp: their phone number and name, the location pins they send, photos, voice notes and typed notes from site visits, and the commands they reply with (such as "done" or "send").
- From the company: the company name, the technicians it registers, their email addresses if given, and its report template (a Word form).
- If the company connects Google Drive or OneDrive: the email address of the connected account and a token that lets jotcrew save files there. See the section on drive access below.
- Records of each visit: when and where it happened, who did it, how many photos and voice notes it had, whether the report was sent, and the processing cost. We use these for billing and support.
How we use it
- To turn voice notes into text and write the report into the company's own template.
- To send the report back on WhatsApp, email it when the technician asks, and save it to the company's drive if one is connected.
- To reply to technicians in their own language and understand short replies.
- To fix problems, count usage for billing, and contact the company about its account.
We don't sell personal data and we don't use it for advertising.
Services we use
To do the work, data passes through these services. Each gets only what its step needs.
| Service | What it does | What it receives |
|---|---|---|
| WhatsApp (Meta) | Carries messages between technicians and jotcrew | Messages, photos, voice notes, location pins, the finished report |
| Anthropic (Claude) | Writes the report and phrases chat replies | Photos, voice note text, typed notes, location and time of the visit, recent chat messages |
| ElevenLabs | Turns voice notes into text | Voice notes |
| Supabase (Singapore) | Stores account and visit records | Records described above; not photos or voice notes |
| Resend | Sends report emails | The technician's email address and the report |
| Google Drive or Microsoft OneDrive | Stores reports for the company, if it connects one | The report, photos, voice notes and a short visit summary |
Processing itself runs on our own server in Malaysia. Some of the services above are based outside Malaysia, so data may be processed abroad.
Google Drive and OneDrive access
A company can connect its own Google Drive or OneDrive so finished reports are saved there. The connection is made by someone at the company, through a link we send, and it can be removed at any time.
- Google Drive: we ask only for the
drive.filepermission. With it, jotcrew can see and change only the files and folders it creates. It cannot open, list or search anything else in the Drive. We also read the account's email address so we can show which account is connected. - OneDrive: we ask only for access to jotcrew's own folder (Apps › jotcrew) and the account's email address. jotcrew cannot open anything else in the OneDrive.
- jotcrew only writes to the drive: it creates a folder for each visit and uploads the report, photos, voice notes and a short summary. It never downloads, reads back or deletes your files.
- The access token is stored encrypted on our side. When a company disconnects, or connects a different account, we delete the stored token.
- Nothing we receive from Google or Microsoft is sent to AI providers, shared with anyone else, or used to train AI models.
jotcrew's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
To remove jotcrew's access yourself: in Google, go to myaccount.google.com/connections; in Microsoft, go to myapps.microsoft.com (work accounts) or account.live.com/consent/Manage (personal accounts). You can also email us and we'll disconnect it.
How long we keep it
- Photos and voice notes: deleted from our server once they're saved to the company's drive. Without a connected drive, they're deleted 7 days after the visit closes, and never kept longer than 8 days.
- Report files: deleted from our server 7 days after the visit closes. The copies on WhatsApp, in email and in your drive are yours to keep or delete.
- Message history: the text of chat messages is cleared from our records after 7 days.
- Account and visit records: kept while the company uses jotcrew, then deleted on request.
Security
Data travels over encrypted connections. Drive tokens are encrypted at rest. Access to our server and database is limited to the people who run jotcrew.
Your rights
Under Malaysia's Personal Data Protection Act 2010 you can ask to see the personal data we hold about you, ask us to correct it, or ask us to stop processing it. Technicians can also ask their employer, since the employer decides how jotcrew is used. Email hello@jotcrew.com and we'll reply within 21 days.
Changes
If we change how we handle data, we'll update this page and the date at the top. If the change is significant, we'll tell the companies using jotcrew before it takes effect.
Contact
Aurum Vision Sdn. Bhd. (202401022492), Malaysia
hello@jotcrew.com · WhatsApp +60 17-849 6698