Privacy Notice
Last updated: 2026-06-17
1. Controller
The data controller is Lorenzo Rubino.
For privacy requests, rights requests, or questions: lorenzo@motorsportsoftware.com
2. Scope of this notice
This notice describes the personal data processing carried out through TimeTool, a web and iOS beta app for schedule and event-time management, including:
- Sign-in with Apple or Google
- Subscription to shared streams
- Creation and sync of private events
- Optional PDF import with AI-assisted extraction
- Push notifications and Live Activities
- iOS beta testing through TestFlight
- Membership and PDF extraction purchases when paid features are available
The iOS app is currently distributed through TestFlight while in beta. Android support is planned but is not currently covered as an active TimeTool app unless and until an Android version is released.
3. Categories of personal data processed
Account and authentication data
- Username stored in the display name field
- Email address, when provided by the sign-in provider
- Phone number, when present in the provider identity
- Technical account and provider identifiers
- Role, tier, and account status
Core app data
- Subscribed streams
- Shared schedule events
- Private events
- Groups, memberships, and operational metadata required for sync
PDF upload and extraction data
- Uploaded PDF content
- File metadata and extraction-run metadata
- Candidate events derived from model output
- Review and publish/save decisions
- AI usage metadata, including model, token counts, and cost for some admin flows
Device and runtime data
- APNs device token
- Live Activity token
- Live Activity push-to-start token, when available
- Local cache, sync state, and local preferences stored on the device
TestFlight beta data
- Crash logs, performance information, and usage data made available through TestFlight
- Written feedback, screenshots, and comments submitted by beta testers through TestFlight
- Tester contact or account information made available through Apple's beta testing tools
Billing and purchase data
- StoreKit product identifiers and purchase status
- App Store transaction identifiers and signed transaction information
- Account identifier or app account token used to attach a purchase to a TimeTool account
- Membership, entitlement, restore, refund, and accounting metadata
TimeTool does not receive full payment card details from Apple.
4. Purposes and legal bases
| Purpose | Examples of data | Legal basis |
|---|---|---|
| Account creation, sign-in, and profile management | Username, email, phone if available, account/provider identifiers | Performance of a contract or pre-contractual measures |
| Delivery of the app's main features | Streams, shared events, private events, sync flows | Performance of a contract |
| Push notifications and Live Activity updates | APNs token, Live Activity token, stream/event identifiers | Performance of a contract and technical/operational legitimate interest |
| Security, access control, abuse prevention, and service reliability | Internal identifiers, account state, strictly necessary technical logs | Legitimate interest |
| Optional PDF extraction requested by the user | PDF content, model output, run metadata | Performance of a user-requested service |
| Beta testing, diagnostics, and product improvement | TestFlight crash logs, usage data, tester feedback, screenshots, device and OS details | Legitimate interest in operating and improving the beta, and performance of the beta testing relationship |
| Paid feature and App Store purchase handling when purchases are available | Product identifiers, signed transaction information, purchase status, account identifier, entitlement and accounting metadata | Performance of a contract, legal obligation, and legitimate interest in fraud prevention and entitlement management |
5. How AI PDF extraction works
The PDF import feature is optional. If a user chooses to use it:
- The PDF is uploaded from the device
- The file is stored temporarily in service infrastructure to allow processing
- The content is sent to third-party AI providers to extract events and schedule data
- The results are reviewed by the user or an admin before saving or publishing
TimeTool does not technically block every non-schedule PDF. If a user uploads documents containing unnecessary personal data, that data may be transmitted to AI providers. Manual event entry remains available as an alternative.
Users should upload timetable or schedule PDFs only and avoid documents containing contact lists, travel details, rooming lists, logistics packs, or other unnecessary personal data.
6. TestFlight beta testing
If you install TimeTool through TestFlight, Apple and TimeTool may receive beta testing data such as crash logs, usage information, device and operating system details, and feedback submitted through TestFlight. Feedback may include screenshots or comments that you choose to send.
This data is used to diagnose issues, improve TimeTool, and communicate with beta testers when needed. TestFlight is operated by Apple, and Apple processes TestFlight data under Apple's own terms and privacy notices.
7. Paid features and App Store purchases
During beta, TimeTool may make paid features unavailable or temporarily free. When purchases are available, membership and PDF extraction purchases in the iOS app are handled through Apple's StoreKit and App Store systems.
TimeTool receives and verifies App Store transaction information needed to attach the purchase to the correct TimeTool account, unlock entitlements, restore purchases, handle refunds or disputes, prevent abuse, and keep required accounting records. Apple handles the user's Apple ID, payment method, and App Store payment processing.
8. Whether providing data is mandatory
Providing the data needed for account creation, sign-in, event sync, and stream management is necessary to use the related service features.
Using PDF extraction with AI is optional. If a user does not want to use that feature, events can be entered manually.
Using the TestFlight beta is optional. If paid features are available, purchase data is necessary to complete, verify, restore, and manage those purchases.
9. Recipients of personal data
Personal data may be processed by providers that support the technical operation of the service. The main recipients or providers involved are:
- Cloudflare — APIs, queues, workflows, and temporary PDF storage
- Supabase — authentication and the application database
- OpenAI — primary AI inference provider for PDF extraction
- Anthropic — alternate AI inference provider
- Apple — Sign in with Apple, TestFlight, push notifications, Live Activities, StoreKit, and App Store purchase processing
- Google — Google sign-in
10. International transfers
Some processing may involve transfers of personal data outside the European Economic Area. In particular, cloud infrastructure and related subprocessors may operate across multiple regions, and the AI providers used for PDF extraction may involve processing or storage outside the EEA.
11. Retention periods
| Category | Retention rule |
|---|---|
| Account and profile data | For the lifetime of the account; deleted on account deletion except for minimal technical or legal needs |
| Published shared events | Deleted about 24 hours after the event ends |
| Private cloud events | Kept until the user deletes them or deletes the account |
| Local cache and preferences | Kept until local removal, app uninstall, or data clearing |
| PDFs stored temporarily | Deleted after success, failure, or cancellation |
| APNs tokens | Until logout or later invalidation |
| Live Activity tokens | Until the activity ends or is replaced |
| StoreKit and billing records | Retained while needed to manage entitlements, restore purchases, handle disputes or refunds, prevent abuse, and comply with accounting or legal obligations |
| TestFlight beta testing data and feedback | Handled by Apple under TestFlight terms; TimeTool uses accessible feedback and diagnostics for beta support and retains exported or copied material only as long as needed for debugging, support, or product improvement |
12. Processing methods
Processing is carried out using electronic systems and organizational measures consistent with the purposes described above, with reasonable technical and organizational safeguards intended to reduce the risk of unauthorized access, loss, or misuse.
13. Data subject rights
Subject to the limits set by the GDPR, data subjects may request:
- Access to personal data
- Rectification of inaccurate data
- Erasure
- Restriction of processing
- Objection where applicable
- Portability where applicable
Requests may be sent to lorenzo@motorsportsoftware.com.
If you believe the processing violates applicable law, you may also lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali).
14. Account deletion
TimeTool includes an in-app account deletion flow. Account deletion removes application account data according to the logic currently implemented. For admin accounts, this may also remove owned streams and subscriber-visible schedule data tied to those streams.
Account deletion does not automatically delete information controlled by Apple in TestFlight or App Store systems. TimeTool may retain limited records where necessary for legal obligations, fraud prevention, security, billing records, dispute handling, or to prevent improper technical recreation of a deleted identity.
15. Changes to this notice
This notice may be updated if the service, vendors, retention rules, or legal requirements change. The version published on this website is the official version that applies at the time of consultation.