HeatSafe Privacy Policy

Effective date: 07/23/2026 Last updated: 07/23/2026

This Privacy Policy explains how HeatSafe ("HeatSafe," "we," "us," or "our") collects, uses, discloses, and safeguards information when you use the HeatSafe mobile application and related services (collectively, the "Service"). By using the Service, you agree to the practices described here. If you do not agree, please do not use the Service.

If you are an employer, company, athletic program, coach, or other organization administrator ("Organization"), you are responsible for informing the individuals you monitor or add to the Service (such as employees, staff, or athletes) about how their information is handled, and for obtaining any consents required by law.

1. Who we are

HeatSafe is operated by HeatSafe. For any privacy questions or requests, contact us at getheatsafe@gmail.com.

2. Information we collect

a) Account and profile information. When you create an account we collect your name, email address, and password (stored in hashed form by our authentication provider). Depending on your account type (Single user, Company, or Coach/Program) we also store your role (worker, foreman/assistant, admin), organization or program name, invite codes, and subscription status.

b) Safety and activity data you enter or generate. To provide heat-safety monitoring, the Service stores information such as: hydration (water) logs, rest-break logs, selected workload level and personal protective equipment (PPE) or equipment, custom risk thresholds, work environment (outdoor / indoor conditioned / indoor unconditioned), notification preferences and work-schedule/quiet-hours, and computed heat-risk status. This information may relate to your physical activity and hydration; we treat it as sensitive and use it only to operate the Service.

c) Location information. With your permission, we use your device's location while the app is in use to retrieve local weather conditions (temperature, humidity, wind, and estimated heat index/WBGT) and to power features such as the site map. You can disable location access in your device settings; some features will not function without it.

d) Company / program and roster data. Organization administrators and coaches may add and manage information about their teams, including employee assignments, coaching-staff records and safety-certification expiry dates, athlete roster entries (names, positions, jersey numbers), practice attendance, acclimatization progress, a general "heat-risk flag" (a non-specific monitoring flag that does not contain medical details), and pre/post-practice body-weight ("weigh-in") values used to estimate fluid loss. This information is entered and controlled by the Organization; the Organization is responsible for having the right to provide it and for any required consents (including for minors — see Section 9).

e) Site-map / resource markers. Coordinates (latitude/longitude) and labels for resource markers you place (e.g., water, shade, medical, cool-down, or cold-water immersion locations).

f) Weather-station / API integration data. If you connect a Tempest / WeatherFlow weather station, we store the station ID and access token you provide so we can retrieve weather and (where available) lightning data on your behalf.

g) Payment and subscription data. Subscriptions are processed by Apple through in-app purchase and managed via our subscription provider (RevenueCat). We receive subscription status and entitlement information but do not receive or store your full payment card details.

h) Device and technical data. Device push-notification tokens (to deliver alerts), app version, device type/OS, and diagnostic logs used to operate and improve the Service.

We do not knowingly collect more information than is needed to provide the Service.

3. How we use information

We use the information above to:

• create and manage your account and authenticate you;
• calculate and display heat-risk levels, work/rest and hydration guidance, forecasts, and (for coaches) practice go/modify/cancel guidance and acclimatization tracking;
• send safety alerts and notifications you have enabled (including optional lightning alerts);
• provide organization/coach dashboards, compliance summaries, and emailed reports (on demand or, if enabled, monthly);
• process and manage subscriptions and seats;
• maintain security, prevent abuse, and troubleshoot; and
• comply with legal obligations.

4. How we share information

We do not sell your personal information. We share it only as follows:

• Within your Organization. If you belong to a company or program, your relevant safety and compliance data is visible to authorized administrators and managers of that Organization for monitoring purposes.
• Service providers. We use trusted third parties to run the Service, including:
• Supabase — database, authentication, and backend hosting;
• RevenueCat and Apple — subscription processing and in-app purchases;
• Resend — delivery of report and account emails;
• WeatherFlow / Tempest, the U.S. National Weather Service / NOAA, and similar providers — weather and lightning data;
• Google Maps — map display;
• Expo / Apple Push Notification service — push notifications;
• cloud build and infrastructure providers used to operate the app.
• Legal and safety. We may disclose information if required by law or to protect the rights, safety, or property of users, the public, or HeatSafe.
• Business transfers. In connection with a merger, acquisition, or sale of assets, subject to this Policy.

5. Data retention

We retain information for as long as your account is active or as needed to provide the Service, and thereafter as required to comply with legal obligations, resolve disputes, and enforce our agreements. You can request deletion as described in Section 8.

6. Security

We use administrative, technical, and organizational safeguards — including encryption in transit, row-level access controls scoped to your account or organization, and hashed credentials — to protect your information. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Location data

Location is used only while the app is in use and only to provide weather-based features. We do not use location for advertising. You may revoke location permission at any time in your device settings.

8. Your choices and rights

• Access / update: You can view and edit much of your profile in the app.
• Account deletion: You can delete your account and associated personal data from within the app (Profile → Delete Account). For company/coach members, deletion may require administrator approval consistent with your Organization's needs. You may also email us to request deletion.
• Notifications: You can turn notifications on/off, choose alert types, and set quiet hours in the app or your device settings.
• Regional rights: Depending on where you live (e.g., the EEA/UK or certain U.S. states such as California), you may have rights to access, correct, delete, or port your information, or to object to or restrict certain processing. To exercise these rights, contact us at getheatsafe@gmail.com. We will not discriminate against you for exercising them.

9. Children and student athletes

The Service is not directed to children under 13 and is intended for use by adults (such as workers, employers, coaches, and program staff). HeatSafe does not knowingly collect personal information directly from children.

Coaches and programs may enter limited information about athletes (who may be minors), such as name, position, attendance, acclimatization status, and body-weight weigh-ins. This data is entered and controlled by the Organization. The Organization is solely responsible for providing required notices to, and obtaining any consents from, athletes and their parents or guardians as required by applicable law (including COPPA, FERPA, and state student-privacy laws). If you believe a child's information has been provided without proper authorization, contact us and we will assist in addressing it.

10. Health-related information

Some information (hydration, breaks, body weight, heat-risk status) relates to health or physical condition. HeatSafe is a general workplace-safety and athletic-safety tool. It is not a medical device, is not intended to diagnose, treat, cure, or prevent any disease or condition, and is generally not a "covered entity" or "business associate" under HIPAA. Do not rely on the Service for medical decisions; seek qualified medical care for any health concern.

11. International users

We operate in the United States. If you access the Service from outside the U.S., you understand your information may be transferred to and processed in the U.S. and other countries with different data-protection laws.

12. Third-party links and services

The Service may link to or integrate third-party services (e.g., weather providers, maps). Their use of your information is governed by their own privacy policies, and we are not responsible for their practices.

13. Changes to this Policy

We may update this Policy from time to time. Material changes will be reflected by updating the "Last updated" date and, where appropriate, by additional notice. Your continued use of the Service after changes take effect constitutes acceptance.

14. Contact us

Questions or requests regarding this Policy: HeatSafe Email: getheatsafe@gmail.com Website: https://getheatsafe.com