HeatTrackR Privacy Policy

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

HeatTrackR is operated by IrisTrackR LLC (“HeatTrackR,” “we,” “us,” or “our”).

HeatTrackR is a weather data collection, aggregation, monitoring, and analysis platform designed primarily for outdoor events, including endurance sporting events. HeatTrackR allows organizations to collect real-time weather observations from instruments and other sources, combine those observations with forecast and observed weather information, visualize conditions, establish alerts, and analyze event weather data.

We believe that organizations using HeatTrackR should retain control over the data they generate. This Privacy Policy explains what information HeatTrackR collects, how we use and protect that information, and the choices available to organizations and individual users.

Questions regarding this Privacy Policy or our privacy practices may be directed to support@heattrackr.com.

1. Information We Collect

HeatTrackR collects information necessary to provide, secure, maintain, and improve the service.

Account Information

When an individual creates or uses a HeatTrackR account, we may collect information such as:

• Name;
• Email address;
• Organization affiliation;
• Account role and permissions;
• Authentication information;
• Account settings; and
• Account activity.

Passwords are stored using secure password-hashing mechanisms. HeatTrackR does not store account passwords in readable form.

Customer and Event Data

Organizations and their authorized users may submit information to HeatTrackR, including:

• Organization information;
• Event information;
• Event locations;
• Weather observations;
• Wet Bulb Globe Temperature (WBGT) measurements;
• Temperature, humidity, wind, pressure, and other environmental measurements;
• Weather instrument identifiers and metadata;
• Instrument locations, including latitude and longitude;
• Alert thresholds and configurations;
• Notes and other event-related information; and
• Data generated by devices, applications, or systems connected to HeatTrackR.

Collectively, we refer to information submitted to HeatTrackR by an organization, its users, or its devices as “Customer Data.”

Device and Location Information

HeatTrackR may collect the geographic location of weather instruments or devices used to collect environmental measurements.

HeatTrackR applications may also, with appropriate device permissions, use location services provided by a computer, mobile device, or other connected device to determine or record the location of a weather instrument or observation.

This location information is intended to identify the location of an environmental measurement or instrument and is not intended to track individuals.

Weather Information from External Sources

HeatTrackR may obtain forecast, observed, or other environmental information from government and third-party sources, including the National Weather Service (NWS) and the National Oceanic and Atmospheric Administration (NOAA).

We may add or change weather and environmental data providers as HeatTrackR develops.

Information obtained from external sources may be subject to the terms, limitations, and policies of the organization providing that information.

Technical and Usage Information

When HeatTrackR is accessed, we may automatically collect technical information necessary to operate and secure the service, such as:

• IP address;
• Browser or application type;
• Device and operating system information;
• Date and time of access;
• Authentication and security events;
• API requests;
• Application errors;
• Diagnostic information; and
• System and application logs.

We may use application monitoring, error reporting, security, and analytics services to help maintain the reliability and security of HeatTrackR.

We do not use this information to build advertising profiles.

2. Cookies

HeatTrackR uses cookies or similar technologies when necessary to provide application functionality, including authentication, session management, security, and user preferences.

HeatTrackR does not currently use advertising or behavioral-tracking cookies.

If our use of cookies materially changes, we will update this Privacy Policy and provide any notices or choices required by applicable law.

3. Ownership of Customer Data

Customers retain ownership of their Customer Data.

Neither submitting Customer Data to HeatTrackR nor using HeatTrackR to collect data transfers ownership of that data to IrisTrackR LLC.

By submitting Customer Data to HeatTrackR, the customer grants IrisTrackR LLC a limited right to host, store, process, transmit, aggregate, analyze, display, back up, and otherwise use the Customer Data as reasonably necessary to:

• Provide the HeatTrackR service;
• Perform functions requested by the customer;
• Maintain and secure the service;
• Provide technical support;
• Troubleshoot problems; and
• Comply with applicable legal obligations.

This permission does not transfer ownership of Customer Data to IrisTrackR LLC.

See also the Data Ownership & Use Policy.

4. Use of Customer Data

HeatTrackR uses Customer Data primarily to provide the services requested by the customer.

Authorized HeatTrackR personnel may access Customer Data when reasonably necessary to provide support, investigate technical problems, maintain or secure the service, or respond to a customer’s request.

We do not sell Customer Data.

We do not use Customer Data for third-party advertising.

We do not disclose Customer Data to third parties for their independent marketing or commercial purposes.

5. Optional Use of De-Identified and Aggregated Data

HeatTrackR may offer organizations the opportunity to contribute their data to de-identified or aggregated datasets for purposes such as:

• Research;
• Weather and environmental analysis;
• Benchmarking;
• Improving HeatTrackR;
• Evaluating forecast accuracy;
• Developing analytical methods or models; and
• Understanding environmental conditions associated with outdoor events.

Participation is optional.

HeatTrackR will not use an organization’s Customer Data for these purposes unless an authorized organization owner or administrator has specifically opted in.

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

An organization’s decision not to participate will not prevent it from using the normal HeatTrackR service.

6. Private and Public Event Data

Event data within HeatTrackR is private by default.

Customer Data is available only to authorized users and systems except where the organization chooses to share or publish it.

An authorized organization owner or administrator may choose to:

• Make certain event weather information publicly available;
• Share information with specific individuals or organizations;
• Provide access to an event or dataset; or
• Enable integrations that transmit information to another system.

When an organization affirmatively makes information public, that information may be viewed, copied, or used by people outside HeatTrackR. HeatTrackR cannot control how third parties use information after it has intentionally been made public or shared by the customer.

7. Service Providers

HeatTrackR may use trusted third-party service providers to help operate, secure, maintain, and support the service.

These providers may include services for:

• Cloud infrastructure and hosting;
• Database and data storage;
• Data backups;
• Email delivery;
• Authentication;
• Security;
• Application monitoring;
• Error reporting; and
• Other technical infrastructure.

These service providers may process Customer Data or Personal Information only as reasonably necessary to provide services to HeatTrackR and subject to appropriate confidentiality, security, and data-protection obligations.

Using a service provider to process information on HeatTrackR’s behalf does not transfer ownership of Customer Data to that provider.

HeatTrackR does not authorize its service providers to sell Customer Data or use Customer Data for their own advertising or marketing purposes.

Some service providers may process or store information in the United States, Canada, or other jurisdictions. Information processed in another jurisdiction may be subject to the laws and lawful access requirements of that jurisdiction.

8. Disclosure of Information

HeatTrackR does not sell Personal Information or Customer Data.

We may disclose information in limited circumstances, including:

At Your Direction

We may disclose or transmit information when an organization or authorized user instructs us to do so, including through sharing features, public event displays, exports, or third-party integrations.

Service Providers

We may provide information to service providers acting on our behalf as described in this Privacy Policy.

Legal Requirements

We may preserve or disclose information when we reasonably believe we are required to do so 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.

Protection of HeatTrackR and Others

We may disclose information when reasonably necessary to investigate fraud, security incidents, abuse of the service, or threats to the rights, property, or safety of HeatTrackR, our customers, users, or others, consistent with applicable law.

9. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect Customer Data and Personal Information against unauthorized access, loss, misuse, alteration, or disclosure.

These safeguards may include encryption, access controls, authentication controls, logging, backups, monitoring, and other security practices appropriate to the nature of the information being protected.

No system connected to the Internet can be guaranteed to be completely secure. Accordingly, we cannot guarantee absolute security.

Customers are also responsible for protecting their account credentials, managing authorized users appropriately, and maintaining the security of devices and systems they connect to HeatTrackR.

10. Data Access and Export

Organizations may access their Customer Data through HeatTrackR and may export supported data from the service.

We believe customers should be able to retrieve the data they have generated and do not intend to use technical or contractual restrictions to prevent reasonable export of Customer Data.

Individual users may also contact us regarding access to or correction of Personal Information associated with their accounts.

11. Data Deletion and Retention

An authorized organization representative may request deletion of Customer Data.

Individual users may also request deletion of their account and associated Personal Information, subject to the organization’s administrative controls and applicable legal or operational requirements.

When information is deleted from active HeatTrackR systems, copies may temporarily remain in system backups, disaster-recovery systems, logs, or other protected storage.

Backup copies will be removed through our normal backup retention and rotation processes and will not ordinarily be restored except when necessary for disaster recovery, security, or system integrity.

We may retain limited information when reasonably necessary to comply with legal obligations, resolve disputes, investigate security incidents, or enforce agreements.

12. Children’s Privacy

HeatTrackR is intended for organizations and individuals involved in operating, managing, monitoring, or supporting outdoor events. It is not intended as a service directed toward children.

HeatTrackR’s weather monitoring functions do not require the collection of participant or athlete information, including information about minors participating in an event.

Customers should not submit participant personal information to HeatTrackR unless a HeatTrackR feature specifically requests that information and its collection is permitted under the customer’s agreement with HeatTrackR.

13. United States and Canada

HeatTrackR currently provides services primarily to organizations and users in the United States and Canada.

Information may be stored or processed in the United States or other jurisdictions in which HeatTrackR or its service providers operate.

If information is transferred across national borders, we will take reasonable measures appropriate to the information and applicable law to protect it while it is being processed.

As HeatTrackR expands into additional countries or jurisdictions, we may update this Privacy Policy and our privacy practices to address additional legal requirements.

14. Third-Party Integrations and External Data Sources

HeatTrackR may communicate with third-party systems, weather services, instruments, APIs, or applications.

For example, HeatTrackR may obtain weather information from sources operated by NWS, NOAA, or other weather-data providers.

If a customer chooses to connect HeatTrackR to a third-party service, information transmitted to that service may also be governed by that provider’s privacy policy and terms.

HeatTrackR is not responsible for the independent privacy practices of third parties that do not process information on our behalf.

15. No Sale of Personal Information

HeatTrackR does not sell Personal Information or Customer Data.

We also do not exchange Personal Information or Customer Data with third parties for behavioral advertising or permit third parties to use Customer Data for their independent advertising or marketing purposes.

16. Changes to This Privacy Policy

We may update this Privacy Policy as HeatTrackR develops, our business practices change, or legal requirements change.

When we make material changes, we will update the “Last Updated” date above and may provide additional notice through HeatTrackR, by email, or through another reasonable method.

Material changes will apply prospectively unless otherwise required by law.

17. Contact Us

Questions, concerns, requests for access or deletion, or other inquiries regarding privacy or this Privacy Policy may be directed to:

IrisTrackR LLC
HeatTrackR Privacy
Email: support@heattrackr.com

We will make reasonable efforts to respond to privacy inquiries and requests in accordance with applicable law.