Legal

Privacy Notice

Last updated: 25 October 2026

1. Who we are

This website (crestwell.uk) is operated by Crestwell ("we", "us", "our"). You can reach us at hello@crestwell.uk. This notice explains how we handle personal data collected through this website, and, in section 7, the Google data used when someone connects Google Calendar, Google Drive or Gmail to Crestwell.

Our fact-find product (the "Service") is currently in an invite-only beta. Firms taking part are provided with the applicable product privacy and data-processing terms directly, and a full product privacy policy will be published here when the Service becomes generally available.

2. What we collect through this website

Enquiries and demo requests - if you contact us through the form on our contact page or by email, we receive the details you choose to give us: typically your name, email address, firm name, and message. Form submissions are delivered to our inbox as email.
Sign-in cookies - if you have an account and sign in, we use the cookies necessary to authenticate you and keep you signed in. We use no advertising or third-party analytics cookies on this site.
Waiting list and blog updates - if you join the waiting list or ask for new posts by email, we store the email address you give us (and, for the waiting list, any optional answers about your firm, plus any campaign tag in the link you arrived by and the site that sent you, its domain only) in our database, with the wording you were shown at the time. Blog updates are double opt-in: an address nobody confirms is never written to again. Either can be removed by writing to us, and every email carries a way out.
Updates before launch - the waiting-list confirmation asks whether you want to hear what we are building. Only if you press "Keep me posted" on the page it links to do we record that (with the time and the wording beside the button), send you one look inside Crestwell the next morning, and after that write only when there is something worth telling you. Every one of those emails has a one-click way out, and stopping them keeps your place on the waiting list.
Website measurement - we measure the public website ourselves, without cookies and without storing anything on your device: the page, the day, the referring site, any campaign tag in the link you followed, the country and device class, how long the page was in front of you and how far it was read, and the words on any link or button you press and where it led. On the demo, on its own page or played in place on the early-access page, we also record whether it was opened and started, which of its steps were shown, which of its workflows were followed to the end, and how long it was in front of you, grouped by a random number made for that one pass through the demo and never stored on your device, and tied to the page view it happened on. A visitor is told apart for one day only, by a keyed hash whose key changes daily and is never stored. The demo plays back captured screens of the application; the application itself is not measured. See the cookie policy, "Website measurement".
Technical and log data - IP address and request logs generated by us and our hosting provider as needed to run, rate-limit, and secure the site.

The cookies and storage this website uses are listed in full in our cookie policy.

3. How we use it

To respond to your enquiry and arrange any demo you request - our legitimate interests, and steps taken at your request prior to a contract.
To tell you when your place is ready, or a post is published - because you asked us to; you can withdraw at any time.
To know whether the website works - our legitimate interest, using the cookieless measurement above.
To operate and secure the site - our legitimate interests in running a safe, reliable service.

4. Who processes it for us

The service providers that run this website process data on our behalf: our hosting provider (Vercel - functions served from London, United Kingdom), our authentication and database provider (Supabase - European Union, Ireland), our transactional email provider (Resend - United States). We do not sell personal data.

5. Retention

Enquiry emails are kept for as long as needed to deal with your enquiry and any follow-up you ask for. Blog-update addresses are kept until you ask to be removed or the list is closed. A waiting-list address is deleted 30 days after you take up your invite and join Crestwell. If you are invited and do not take it up, yours is deleted 90 days after the invite, unless you have asked for updates: then we keep it until you stop them, and for 90 days after that. Until you are invited, we keep it until you ask to be removed or the list is closed. If you ask to be removed, we keep your address marked as removed, so that we never invite you again. Website measurement records are deleted after 400 days. Technical logs are short-lived and rotate automatically.

6. Your rights

Subject to UK GDPR, you have rights of access, rectification, erasure, restriction, portability, and objection. To exercise a right or make an enquiry, contact hello@crestwell.uk. You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.

7. Google Calendar, Google Drive and Gmail

An adviser can connect their own Google Calendar and their own Gmail, and a firm owner or admin can connect the firm's Google Drive. Nothing in this section happens unless someone connects an account, and any of the three connections can be ended at any time.

What Crestwell accesses

Google Calendar - the primary calendar of the Google account that connected, and that account's email address. While Show events is on, Crestwell reads the events for the dates you are viewing, including invitations you have received: for each event its title, times, location, video-call link, a link to the event in Google, whether you marked it free, and the other attendees' email addresses. Show events starts on for a new connection, after the connect screen tells you so, and you can switch it off at any time. Crestwell also creates, moves and deletes the appointments you make in Crestwell.
Google Drive - only the folders and files Crestwell creates. It makes a "Crestwell Client Files" folder with a folder per client, and uploads each client's case file: the documents your firm holds in Crestwell, the fact find once it is certified or signed, finalised suitability letters, the notes of reviewed meetings, and file check reports. It never opens or downloads anything else in your Drive.
Gmail - the mailbox of the Google account that connected, and that account's email address. While you have Crestwell open - from when your dashboard loads, so the inbox is ready before you go to it - Crestwell reads the 50 most recent threads in your Inbox and your Sent folder - for each message its sender, recipients, subject, date, a short preview and whether it is unread - and, when you open a thread, the text of its messages and the names and sizes of their attachments. It downloads an attachment only when you ask for it. It marks a thread read when you open it, and sends the replies and new email you write from your address.

How it is used

Your events are shown beside your Crestwell appointments. On our server, attendee addresses and titles are compared with your own clients' email addresses and names, so a meeting with a client shows under that client. Attendee addresses never reach your browser, our database or our logs.
What Crestwell writes into your calendar is the appointment type, the client's initial and surname, the time, the location you typed and a private Crestwell reference. Never your notes, never a link to the case, and the client is never invited.
Drive is used only to file your firm's case files into the firm's own Drive, and to move to your Drive's bin a copy Crestwell filed there that a newer finished version has replaced, or whose document has moved to another client. You can restore it from the bin.
Your email is shown in the Crestwell inbox beside your other messages. On our server, the addresses on a thread are compared with your own clients' email addresses, so an email from a client shows under that client; the comparison runs in your own session and sees only the clients you can. Messages are shown as plain text, and nothing in them is sent to an AI provider.

What is stored, and for how long

Calendar events are not stored. They are fetched from Google each time a page shows them, sent to your browser marked "do not cache", and discarded.
The calendar connection - your Google email address, the permissions granted and the access tokens - is kept until you disconnect or your account is deleted.
Appointment references - Google's id for each Crestwell appointment in your calendar, so that an edit updates the same entry - are deleted once the appointment is removed from your calendar, when you disconnect, or when your account is deleted.
Events you link to a client - if you use Link to client, we keep only Google's id for that event and the client you chose, never its title, time, attendees or notes. A link is deleted when you unlink it, when you disconnect the calendar, or when the client or your account is deleted.
Google Drive - the access tokens, the Crestwell folder's id and name, and for each file filed its Google id, folder and name, so nothing is filed twice. The tokens are deleted when the firm disconnects; the filing records go with the client's record.
Email is not stored. Threads, messages, addresses and attachments are read from Gmail while you have Crestwell open, sent to your browser marked "do not cache", held only in that browser tab's memory, and discarded when the tab closes or you sign out; no table, cache or log holds them. An email you send goes to Gmail, whose Sent folder is the record of it. The one exception is yours to choose: pressing File to [client] on an attachment copies that single file into the client's case file, recorded as having arrived by email and put through the same checks as any upload (the virus scan, the file-type check and the document read); nothing else from the message is kept.
The Gmail connection - your Gmail address, the permissions granted, the access tokens and, if the connection stops working, Crestwell's own one-line description of why - never the provider's message - is kept until you disconnect or your account is deleted.

How it is protected

Access tokens are encrypted (AES-256-GCM) before they reach our database, under keys held outside it, with a separate key for Calendar, for Drive and for Gmail. No signed-in user can read them; only our server can, and only to act for whoever connected.
Data is stored by Supabase in the EU (Ireland), handled by Vercel in London, and sent over HTTPS.

What we never do

Google user data is never sold, never used for advertising, and never used to create, train or improve any AI or machine-learning model. None of it is sent to our AI providers. No AI feature reads your email: it is shown to you, and that is all.
It is not shared except with the hosting and database providers that run these features, for security, or where the law requires.
Our staff do not read it, except with your agreement to fix a problem you report, for security, or where the law requires. Your email is never held on our side, so there is nothing of it for staff to read.
Crestwell never deletes, archives, moves or applies a label to anything in your mailbox. The one label it changes is Gmail's "unread" mark, removed when you open a thread. The Gmail permission it asks for would allow moving mail to the bin; Crestwell does not, and the set of Gmail calls it makes is fixed by a test.

Ending access and asking for deletion

Google Calendar - in Settings, then Integrations, choose Disconnect on Google Calendar. Crestwell asks Google to withdraw its access, then deletes the connection, the appointment references and your links. Appointments already in your calendar stay there. To stop Crestwell reading your events but keep sending appointments, switch Show events off.
Google Drive - an owner or admin chooses Disconnect. Crestwell stops filing and deletes its tokens, so it can no longer reach your Drive. Files already filed stay in your Drive.
Gmail - in Settings, then Integrations, choose Disconnect on Gmail. Crestwell asks Google to withdraw its access and deletes the connection, and reads and sends nothing from that mailbox from then on. Nothing in your mailbox changes, and email you sent stays in its Sent folder.
At Google - you can remove Crestwell at any time at myaccount.google.com/permissions. Our stored tokens then stop working; disconnect in Crestwell as well to delete them.
To ask for any Google data we hold to be deleted, contact hello@crestwell.uk. We will act on it within one month.

Limited Use. Crestwell's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular, Gmail data is used only to show you your email in the Crestwell inbox and to send what you write: it is not used by any AI feature, not used for advertising, not used to train or improve any model, not transferred to anyone else, and not read by our staff.

8. Changes to this notice

We will update this notice as the Service moves out of beta - including publishing the full product privacy policy - and will revise the "Last updated" date above when we do.