Privacy

What this is

The HoR online Teamplan is an internal tool for the Heart of Racing team. It exists so the crew travelling to an event can see the plan for that event. It is not open to the public, there is no advertising in it, and nothing in it is sold or passed on for marketing.

Looking after each other's details

The Teamplan carries other people's information, not only yours: phone numbers, email addresses, flight times, hotel names, room numbers, and where the crew is at any hour of a race weekend. You can see it because you are on the trip. Treat it the way you would want yours treated.

• Use what you see here for the team's work, and for nothing else.
• Do not forward, screenshot, copy or post crew information outside the team. Not to family, not to friends in the paddock, not to a supplier, not to social media. Where and when the team travels is exactly what somebody with bad intentions would want to know.
• The documents in here — memos, schedules, entry lists — are the team's own. The same rule applies to them.
• Do not share your password, and do not let anybody sign in as you. If someone needs access, an admin gives them their own account.
• Keep a lock on the phone you read this on, and use Remember this device only on a device that is yours alone.
• If you lose a phone, or something in the Teamplan looks wrong, tell a team admin straight away. You can sign a device out yourself under Me, Account.

Most of what is in here is personal data in the legal sense. Passing it on without a reason is not only unfair to the person it belongs to, it can put the team in breach.

What it holds about you

• Your details: name, job title, department, phone number, email, and a photo if one was uploaded. Coordinators enter these so the rest of the crew can find you.
• Your account: the address you sign in with, and your password kept only as a one-way hash that nobody, an admin included, can read back.
• Your devices: for each device you sign in on, a device name, the browser it reports, the address it connected from, and when it was last used. That is what lets you see your own devices and sign out one you do not recognise. Failed sign-in attempts are noted for a short time so a password cannot be guessed at.
• Your event information: the flights, hotels, cars, shuttles, schedule and uniform that apply to you, and what you have marked as read or confirmed.
• Notifications: if you turn them on, the notification address your phone's browser gives out for that device. Turning them off removes it.
• Your settings, such as 12- or 24-hour time.

Who can see it

Crew on the same event see your name, role, department, phone and email, and the travel that puts you on the same flight, in the same hotel or in the same car. Team admins see everything and can edit it. Nobody outside the team has access. There is no tracking and no analytics of any kind, and the only cookie is the one that keeps you signed in.

Where it is kept

On the team's own server and database at Amazon Web Services in the United States. Everything travels over an encrypted connection.

Services the Teamplan talks to

• Navan, the team's travel agency: bookings made there are read into the Teamplan.
• The team's mail server: sends invites, password resets and new-device notices.
• A flight status service: asked about flight numbers and airports only, never about who is on the flight.
• A weather service: asked about the circuit's location only.
• Apple's or Google's push service: carries a notification to your phone when you have turned notifications on.

How long it is kept

Your details and your event history stay while you are with the team. Sign-ins expire on their own, after 90 days on a device where you chose Remember this device. When you leave, an admin can disable your account and remove your personal details on request; a past weekend's records may still carry your name, because they are the team's own record of that event.

What you can do

Change your phone number, email and password under Me, Account. See and sign out your devices in the same place. Turn notifications off on any device. Ask a team admin to correct or remove anything about you.

Questions

Ask a team admin. They can answer it, or find somebody who can.