The simplest way to protect Crew data is not to collect it in the first place. If you don’t need it for work, don’t ask for it. This is called data minimisation, and it’s a core principle of data protection law.
Collecting less also makes life easier. Applicants get a shorter registration, your team has fewer fields to maintain, and there’s less at risk if something goes wrong.
Ask at the right stage
Not everything needs to be collected when someone applies. Go to Platform Settings > Profiles, choose the profile, and open the Data tab. From there you can choose which fields are visible and required at the application stage, and which only appear after approval.
For example:
- Bank details: ask only once someone is approved, since you won’t pay them before then.
- Emergency contacts and uniform sizes: these are only useful once someone is working for you.
- ID or health details: don’t ask for these at all unless the role genuinely requires them.
Review your custom fields
Over time, fields get added and forgotten. Every few months, check your profile data for fields you no longer use for job matching or reporting. Fields you’ve added yourself can be deleted. Other fields and sections can be hidden, so Crew are no longer asked for them.
Hide what people don’t need to see
For sensitive values like bank details, use input masking so only part of the value shows on screen, such as the last four digits.
Tell Crew why you’re asking
Crew are more comfortable sharing information when they know why you need it. Explain the reason for each item you collect, for example on your Company Application page or in your onboarding messages.
What good looks like: Ask for the least data, at the latest stage it’s needed.