HeatTrackR Data Ownership & Use Policy

Effective Date: August 23, 2026
Last Updated: August 23, 2026

HeatTrackR is operated by IrisTrackR LLC, a Virginia limited liability company (“IrisTrackR,” “HeatTrackR,” “we,” “us,” or “our”).

HeatTrackR provides tools for collecting, aggregating, monitoring, displaying, and analyzing weather and environmental information, including real-time instrument observations, Wet Bulb Globe Temperature (“WBGT”), forecasts, and historical weather information.

We believe organizations that generate environmental data should retain ownership and meaningful control over that data.

This Data Ownership & Use Policy explains those principles.

1. Our Core Principles

HeatTrackR’s approach to Customer Data is based on five principles:

1. Your data remains your data.
2. Customer Data is private by default.
3. We use private Customer Data only as necessary to provide and support HeatTrackR unless you explicitly authorize additional use.
4. Participation in aggregated research, benchmarking, and product-development datasets is opt-in.
5. You control whether your organization’s data is made public.

2. Customer Data

“Customer Data” means data submitted to or generated through HeatTrackR by an organization, its authorized users, its devices, or its integrations.

Customer Data may include:

• Weather observations;
• WBGT measurements;
• Temperature;
• Relative humidity;
• Wind speed and direction;
• Barometric pressure;
• Solar or radiant measurements;
• Other environmental measurements;
• Instrument and sensor identifiers;
• Instrument locations and geographic coordinates;
• Event information;
• Alert configurations;
• Notes;
• Historical environmental data;
• Data uploaded through the HeatTrackR API; and
• Other information generated or submitted by the customer through HeatTrackR.

Customer Data does not include third-party data that HeatTrackR obtains independently from sources such as government weather services.

3. You Own Your Customer Data

Customers retain ownership of their Customer Data.

Submitting data to HeatTrackR does not transfer ownership of that data to IrisTrackR LLC.

Connecting an instrument, application, gateway, or other system to HeatTrackR also does not transfer ownership of the resulting Customer Data to IrisTrackR LLC.

IrisTrackR LLC does not claim ownership of Customer Data merely because HeatTrackR stores, displays, analyzes, aggregates, or processes it.

4. Permission Necessary to Operate HeatTrackR

To provide the service, HeatTrackR necessarily needs permission to process Customer Data.

Customers therefore grant IrisTrackR LLC a limited, non-exclusive license to host, store, process, transmit, reproduce, display, analyze, aggregate, back up, and otherwise use Customer Data as reasonably necessary to:

• Provide HeatTrackR;
• Display data to authorized users;
• Perform calculations and analyses requested by users;
• Generate maps, graphs, reports, alerts, and other HeatTrackR functionality;
• Operate customer-configured integrations;
• Maintain and secure the service;
• Maintain backups and disaster-recovery systems;
• Provide customer support;
• Diagnose and troubleshoot problems; and
• Comply with applicable legal obligations.

This license exists only so that IrisTrackR LLC can operate and support HeatTrackR and does not transfer ownership of Customer Data.

5. Private by Default

Customer Data is private by default.

HeatTrackR does not automatically publish an organization’s event, instrument, or environmental data.

Access to private Customer Data is controlled through HeatTrackR’s organization, user, role, sharing, and permission features.

Organization owners and administrators are responsible for determining who is authorized to access their organization’s data.

6. HeatTrackR Access to Private Data

Authorized IrisTrackR LLC personnel may access private Customer Data when reasonably necessary to:

• Respond to a support request;
• Troubleshoot an application or integration;
• Investigate an error;
• Investigate a security incident;
• Maintain or restore the service;
• Verify proper operation of HeatTrackR; or
• Comply with applicable legal obligations.

Access to Customer Data for these purposes does not give IrisTrackR LLC ownership of that data or permission to use it for unrelated purposes.

7. We Do Not Sell Customer Data

HeatTrackR does not sell Customer Data.

We do not provide private Customer Data to third parties for their independent advertising, marketing, or commercial purposes.

HeatTrackR may use service providers to process or store information on our behalf when necessary to operate the service. Such processing does not transfer ownership of Customer Data to those providers.

8. Optional Contribution to Aggregated Data

Environmental information collected across multiple events, locations, instruments, and conditions may have substantial value for research and analysis.

Examples could include:

• Comparing forecast WBGT with instrument-observed WBGT;
• Evaluating environmental conditions across endurance events;
• Studying geographic differences in environmental conditions;
• Comparing measurement techniques;
• Developing improved analytical methods;
• Benchmarking environmental conditions;
• Improving HeatTrackR’s algorithms and features; and
• Developing models based on environmental observations.

HeatTrackR will not use an organization’s private Customer Data for these generalized purposes unless an authorized organization owner or administrator affirmatively opts in.

Participation is voluntary.

Declining to participate does not prevent an organization from using HeatTrackR’s standard functionality.

9. Use of Opt-In Data

When an organization opts in to contribute Customer Data for broader analysis, IrisTrackR LLC may aggregate, analyze, and de-identify the contributed data for purposes including:

• Scientific and technical research;
• Environmental and weather research;
• Benchmarking;
• Statistical analysis;
• Forecast verification;
• Development and evaluation of algorithms;
• Development and evaluation of analytical models;
• Improvement of HeatTrackR;
• Development of new HeatTrackR features, products, or services; and
• Publication of aggregated findings.

Where practicable, information used or published for these purposes will be aggregated or de-identified so that it does not reasonably identify individual HeatTrackR users, private events, or contributing organizations.

Opting in does not transfer ownership of the underlying Customer Data to IrisTrackR LLC.

10. Public Data

An authorized organization owner or administrator may deliberately designate certain Customer Data as public.

Data is not considered Public Data merely because it has been shared with another authorized HeatTrackR user or organization.

“Public Data” means Customer Data that an authorized organization owner or administrator has affirmatively configured or designated for access by the general public.

By making Customer Data public, the organization authorizes IrisTrackR LLC to host, display, reproduce, distribute, aggregate, analyze, transform, and use that Public Data.

HeatTrackR may use Public Data for purposes including:

• Public weather displays;
• Research;
• Environmental analysis;
• Benchmarking;
• Forecast verification;
• Statistical analysis;
• Product improvement;
• Development of algorithms and models;
• Development of new products or services; and
• Public or aggregated datasets.

The customer continues to own its underlying Customer Data even after choosing to make it public.

11. Making Data Public Is a Customer Decision

HeatTrackR will not intentionally change private Customer Data to Public Data without an action or authorization from an organization owner, administrator, or other appropriately authorized user.

Organizations should understand that making information public is different from sharing it with a limited group.

Once information has been made publicly available, third parties may view, copy, download, store, analyze, redistribute, or otherwise use that information.

HeatTrackR cannot control copies of information obtained by third parties while the information was publicly available.

Changing information from public back to private therefore does not guarantee that previously distributed copies can be deleted or recovered.

12. Data Sharing

HeatTrackR may allow organizations to share Customer Data with particular users, organizations, applications, or third-party systems without making that information public.

When an organization deliberately shares Customer Data, HeatTrackR may process and transmit that information as directed by the organization.

Limited sharing does not, by itself, authorize IrisTrackR LLC to treat the information as Public Data or use it for the generalized purposes described in Section 9.

Customers are responsible for determining whether a recipient is authorized to receive information before sharing it.

13. Third-Party Weather Data

HeatTrackR may obtain weather or environmental information from external sources, including the National Weather Service (“NWS”), National Oceanic and Atmospheric Administration (“NOAA”), and other providers.

Third-party data is not Customer Data merely because HeatTrackR displays, stores, combines, or analyzes it alongside Customer Data.

Ownership, licensing, attribution, redistribution rights, and other conditions applicable to third-party data remain subject to the terms and legal status of the original data source.

HeatTrackR may add or change external data sources over time.

14. Derived Information and Calculations

HeatTrackR may calculate or derive information from Customer Data to provide requested functionality.

Examples may include:

• Averages;
• Minimum and maximum values;
• Trends;
• Calculated environmental measurements;
• Threshold evaluations;
• Alert conditions;
• Geographic visualizations;
• Statistical summaries; and
• Comparisons between instrument observations and forecast or observed weather data.

Calculating or displaying these results does not transfer ownership of the underlying Customer Data to IrisTrackR LLC.

Derived information created solely to provide functionality to a particular customer will be treated consistently with the privacy status of the underlying Customer Data.

Cross-customer analyses, generalized models, benchmarks, or datasets using private Customer Data will only include an organization’s private Customer Data when the organization has affirmatively opted in.

15. Service Providers

HeatTrackR may use trusted service providers for functions such as:

• Cloud hosting;
• Database services;
• Data storage;
• Backups;
• Security;
• Authentication;
• Application monitoring;
• Error reporting;
• Email delivery; and
• Other infrastructure necessary to operate HeatTrackR.

These providers may process Customer Data on behalf of IrisTrackR LLC as necessary to provide their services.

Using a service provider does not transfer ownership of Customer Data to IrisTrackR LLC or the service provider.

We do not authorize service providers to sell private Customer Data or use it for their independent advertising or marketing purposes.

16. Legal Requests

IrisTrackR LLC may preserve or disclose Customer Data when required by applicable law, subpoena, court order, or other valid legal process.

Where legally permitted and reasonably practicable, we will attempt to notify the affected customer before disclosing Customer Data in response to a legal demand.

A legally required disclosure does not change ownership of the Customer Data.

17. Exporting Your Data

HeatTrackR believes customers should be able to retrieve the data they generate.

Customers may export supported Customer Data using functionality provided by HeatTrackR.

We do not intend to use technical restrictions to prevent customers from reasonably exporting their Customer Data.

Export formats and functionality may change as HeatTrackR develops.

18. Deleting Your Data

An authorized organization representative may request deletion of Customer Data.

When Customer Data is deleted from active HeatTrackR systems, copies may temporarily remain in encrypted or otherwise protected backups, disaster-recovery systems, system logs, or similar infrastructure.

These copies will be removed through HeatTrackR’s normal retention and backup-rotation processes.

Backup copies are not ordinarily accessed except for disaster recovery, security, or system-integrity purposes.

We may retain limited information when required by law or reasonably necessary for security, fraud prevention, dispute resolution, or enforcement of applicable agreements.

19. Ending Use of HeatTrackR

Ending use of HeatTrackR does not transfer ownership of Customer Data to IrisTrackR LLC.

Organizations should export any Customer Data they wish to retain before requesting deletion of their organization or data.

Data previously made public may continue to exist in copies maintained by third parties even after it has been removed from HeatTrackR.

Aggregated or de-identified information previously created from data that an organization authorized for such use may be retained where it no longer reasonably identifies the contributing organization or its private events.

20. Relationship to Other HeatTrackR Policies

This Data Ownership & Use Policy should be read together with the:

• HeatTrackR Terms of Service; and
• HeatTrackR Privacy Policy.

The Terms of Service govern the contractual relationship between users and IrisTrackR LLC.

The Privacy Policy describes how HeatTrackR handles Personal Information.

This Data Ownership & Use Policy describes our principles and practices regarding ownership, control, sharing, and secondary use of Customer Data.

If an organization has entered into a separate written agreement with IrisTrackR LLC, that agreement may establish additional or different data rights.

21. Changes to This Policy

We may update this Data Ownership & Use Policy as HeatTrackR develops, our data practices change, or legal requirements change.

Material changes will apply prospectively.

If we make a material change affecting how private Customer Data may be used, we will provide reasonable notice.

An update to this Policy will not by itself convert an organization’s private Customer Data into opt-in contributed data or Public Data.

Affirmative authorization will continue to be required where this Policy states that an organization must opt in.

22. Contact Us

Questions about Customer Data, ownership, sharing, exports, deletion, or this Policy may be directed to:

IrisTrackR LLC
HeatTrackR Support
Email: support@heattrackr.com