This privacy policy applies to the TeamMap Base App and the TeamMap Rover Apps. There is a separate (simpler) privacy policy for the TeamMap Public App
INTBOX Solutions Ltd take very seriously the privacy of all personal information entered into their TeamMap app and have designed the TeamMap system architecture to protect this information to the highest level of security possible.
This privacy policy and the system architecture delivering it are both regularly reviewed. The date of the latest review can be found at the bottom of this document.
INTBOX Solutions Ltd welcome comments on this privacy policy and will also answer questions on all matters relating to it. Please email privacy@intbox.co.uk with questions/comments.
The sections of this privacy policy are listed below :
TeamMap is an application running on Apple/Android/Chrome/Windows Architectures that connects together geographically dispersed Members of a Team allowing them to share their plans, tasks, reports, locations and other information including pictures.
The TeamMap system manages a large number of Teams and whilst all data entered into one Team is available to all Members of that Team, it is securely protected from all other Teams and third parties.
IndexINTBOX Solutions Ltd have designed TeamMap to require the absolute bare minimum of personal data to create a user account.
The only personal data that must be provided to create an account is an email address by which the user can be contacted.
This email address will only be used by INTBOX Solutions Ltd for the following purposes:
Email addresses used in creating an account are never passed to third parties, nor are they shared with any other TeamMap user, even those in the same Team.
Email addresses are deleted should the user wish to close their TeamMap account.
The email address provided does not even need to be regularly monitored by the user.
IndexTeamMap does not provide any limitation on what information is entered and shared within a Team. For this reason a Team Member may either accidentally or deliberately enter one or more items of personal information as text or pictures into a TeamMap Team.
All information entered into any TeamMap Team, is shared as soon as possible with all Members of that Team, depending on the current interent connectivity and in some cases the individual rights of each Team Member.
For this reason before a user joins a Team, they must consent to the storage and sharing within that Team of any personal data that they for whatever reason enter into TeamMap.
Without making such a consent, they will not be permitted to join that Team.
Note that Team Members are able to delete any data that they have accidentally entered into TeamMap, but it is likely that it will already have been shared across the Team.
IndexTeamMap provides an optional feature for the current location of each Team Member to be shared across a Team.
This feature requires the user to give permission for TeamMap to access the device location even when the app is in the background (i.e. the phone screen is blank or another app is being used). This is called "Allow Always" or "Allow All the Time".
The option to activate this feature is offered to users during the dialog when they join a team.
Irrespective of the decision made by a user at that time, this feature can be activated or de-activated at any later date, by editing the own member item and switching the member location control on or off.
Note that users may elect to share their current location within some Teams but not within other Teams. This choice is offered, on a team by team basis.
Some Team Managers whose Team Members consist of staff they employ to carry out some function, may request or require their staff to share their location within a Team in order to improve the overall efficiency of their Team. In many cases, the organisation has adopted TeamMap mainly because of this functionality.
INTBOX Solutions Ltd recognise that each in such cases the employees may not think it reasonable that their employer (and/or their colleagues) have access to their current location outside of working hours. To support this the TeamMap app provides a schedule option for users whereby they can elect to only send and receive information (including location information) on a specified Team during certain specified hours of the day and days of the week. In addition to this capability, the schedule option also caters for extended holidays from work (e.g. do not share my location from 6pm Friday 22nd December 2017 to 9am Tuesday 2nd January 2018
For the TeamMap Rover App the schedule option is replaced by the on/off duty option in the top menu. From the moment that the user selects off duty to the moment that they next select on duty, locations are not shared.
Further to the schedule options the TeamMap app does allow a user to stop reporting location information "from now till told otherwise". Further to this, they can switch off use of GPS by TeamMap although this doesn't provide any more privacy than the previous option, merely preventing the user themselves from being informed of their own location.
The TeamMap app provides a local map to each user which shows their location and their location trail, typically for the previous 6 hours (this period can be altered by the user). It is important to note that the trail information is not shared, not even to another device that the same user is logged into. The only location information that is shared (within a Team) is the current location of each Member and this is overwritten at a specified update rate (selected by the Member) with an updated location. It should be recognised however, that another Team Member could potentially screen shot a user’s current location regularly over time and thus save (outside of TeamMap) a record of another Member’s location trail.
For the TeamMap Rover App only, a further option is offered to permanently save their location trail over a period of time, for example the time they have been on-duty. This is useful for users that need to report where they have been in detail.
IndexTeamMap does not provide any limitation on what information is entered and shared within a Team. For this reason Team Members may either accidentally or deliberately enter 3rd party personal information as text or pictures into TeamMap.
For this reason before a Manager creates a Team, they must accept legal responsibility for obtaining and recording of the consent of any 3rd parties whose personal information is to be stored and shared within their Team. Without accepting such responsibility, they will not be permitted to create a Team.
The simplest approach for compliance, is of course, to not store and share personal information of 3rd parties.
This responsibility applies to all personal data entered into their Team by any Team Member, but does not include the personal data of the Team Members themselves as they will all have been asked to give consent for any of their own personal data that they choose to share in the Team.
This responsibility can be delegated to another Team Member. The Team Manager will remain legally responsible for recording this delegation of responsibility.
Please note, this responsibility will require regular monitoring by the Team Manager (or delegated Team Member) for such data and deletion of any such data found for which consent has not been obtained and where a valid legal reason cannot be established for holding such data.
IndexWhen a TeamMap Account is created, the person creating it enters an email address and a passphrase. The email address is checked for uniqueness and the passphrase is checked to ensure it has a minimum length of 8 characters.
If the TeamMap App is closed, the passphrase must be entered to open it. Note that the passphrase is used to locally encrypt all data stored on the device and without it none of the TeamMap data on the device can be accessed.
If the user wishes to use TeamMap on multiple devices, they must enter their account email address and passphrase on each device.
If a user deletes the TeamMap app from a device and wishes to re-install it, they must then enter their account email address and passphrase again.
The user can change their email address and passphrase from within the app.
If a user forgets their passphrase they can request a passphrase reset email to be sent to their account email address. They will then need to clear the TeamMap app and reconnect using the new passphrase.
IndexWhen a TeamMap Team is created, the person creating it (henceforth known as the Team Manager), enters a Team name and a password. The Team name is checked for uniqueness and the password is checked to ensure it has a minimum length of 8 characters.
When the Team Manager wants to add a Member or Members to their Team, they must pass this information (Team name and Team password) to the new joining Members who use this information to gain access to the Team. It is not possible for people to gain access to Team information without having the Team name and password and registering themselves as Team Members. The Team Manager is responsible for the secure distribution (outside of TeamMap) of the Team name and password and INTBOX Solutions can provide further advice on this.
As an additional security measure, the Team Manager is informed by email each time a new Team Member joins their Team.
It is understood that the Membership of a Team will change over time and consequently the TeamMap app provides a mechanism for forcibly removing a Team Member from a Team (this is in addition to the mechanism that allows a Team Member to voluntarily choose to leave the Team). Following this action, the next time the removed Team Member attempts to connect to the TeamMap server, all Team information will be removed from their device.
It is understood that a device containing the TeamMap app may fall into the hands of someone who is not authorised to access the Team data. For this reason all data held within the TeamMap app, including imagery is encrypted and can only be displayed within the app following an authorised login using the users passphrase.
Each time the TeamMap app is started, the user must enter their passphrase. If an incorrect passphrase is entered 3 times, all TeamMap data will be removed from the device. If the user forgets their passphrase, INTBOX Solutions Ltd provides a secure passphrase recovery process part of which involves removal of all data currently stored on the device and a reconnection to the Team. This is necessary because it is impossible to decrypt the data already stored on the device without the users passphrase which has been lost.
Please note that users may leave the TeamMap app running, logged in, displaying Team data on a device that they then lose. If this occurs, the Team data is also protected by the device specific PIN security which prevents access to the device and also over time in that when the battery runs down the app will be terminated (logged out) by the device operating system.
At any time a TeamMap user thinks there may be a potential threat to the loss of their device they should simply logout from the app beforehand. INTBOX Solutions Ltd are considering providing an optional auto logout timeout feature however use of this will reduce the effectiveness of a key TeamMap capability discussed in the Member location section below. Comments on the provision of such a facility will be used to determine whether and when it is added.
All communication between the TeamMap client devices and the TeamMap server is encrypted using https. The TeamMap server database (and its backups) are also stored on encrypted disks.
De-crypted access to the TeamMap server database is tightly controlled and limited to authorised TeamMap support staff who occasionally need to perform database management actions. Whilst such access theoretically provides unlimited access to Team data on every Team, the digital storage techniques used in the data base design mean that it would be extremely difficult to gain anything more than very sparse knowledge of Team data, even if unauthorized access was gained to this database.
The Team Manager and any other Team Member who is authorised by the Team Manager with Team database rights has the ability to delete any/all Team data. Such data will then no longer be available to a Team. Team Members can also delete information that they have themselves entered, even if they have not been granted Team database rights.
The Team Manager and any other Team Member who is authorised by the Team Manager with Team database rights has the ability to archive any/all Team data. Such data will then no longer be available to new Team Members and can optionally be removed from the devices of existing Team Members.
The TeamMap app has a new "tags" option which can restrict the access of selected TeamMap data to selected subsets of Members within the Team. This new option has been provided as a trial and if found to be useful will be developed into a fully secure option. In the meantime it must be accepted that all Team Members could potentially access all Team data irrespective of "tags" if they have the ability on their devices to study the local app database whilst the app is running.
Please note that deleted data can be un-deleted and archived data can be un-archived by the Team Manager and by any other Team Member who is authorised by the Team Manager with Team database rights.
Please note that the TeamMap server maintains a copy of the last 200 versions of each item (Member/Report/Task/Plan/Entity) and this is still the case even after an item has been deleted or archived.
IndexData entered into a TeamMap team will be preserved until the end of life for that team. This is defined as the point at which the team ceases to have any members. For the purpose of this definition the team administrator is also considered as a team member.
Please note that a team member can elect to leave a team at any time, but a team administrator can only elect to leave a team if they hand over administration rights to another team member.
Data entered into a "Business" TeamMap team will be preserved even if the team license expires, to allow the team license to be reactivated without data loss. INTBOX reserve the right to delete team data if a team has remained unlicensed for a continuous period of five years.
Data entered into a "Personal" TeamMap team will be preserved even if the team no longer has any licensed members, to allow member licenses to be reactivated without data loss. INTBOX reserve the right to delete team data if a team has had no licensed members for a continuous period of five years.
Data entered into a TeamMap team can be deleted by the team member that entered the data, or by any team member to which the team manager has granted "Database Rights" for that team.
Please note that where multiple items of data are linked together in a hierarchy within TeamMap, attempts to delete such data items will trigger warnings which must be acknowledged before the deletion can be completed.
Please note that the TeamMap server maintains a copy of deleted data, so that it can be, if required, un-deleted. This is to cope with accidental deletion.
When a team is deleted by the team administrator, all data and all copies of data within it will be destroyed and this action cannot be undone. Suitable warnings are provided to guard against accidentally deleting a team.
IndexThe simplest way to delete a TeamMap account is from within the TeamMap App - see Settings - Accounts/Teams - Delete.
If the user no longer has the TeamMap app installed, online access to the TeamMap Delete App is available to facilitate account deletion without reinstalling the TeamMap app.
Sole users of the TeamMap Rover app, i.e. those users that do not also have access to the TeamMap app, can delete their accounts through the same online access.
Please note that a TeamMap account cannot be deleted if the user is currently a member or administrator of any teams.
For a team member to leave a team see Settings - Current Team - Leave.
For a team administrator to delete a team see Settings - Current Team - Delete.
If a user attempts to delete a TeamMap account and the above requirements are not satisfied, suitable dialogs are enabled to comply with these requirements as quickly as possible.
IndexFor TeamMap, the EU General Data Protection Requirements are met as a shared responsibility, between INTBOX Solutions Ltd and the Team Managers of each TeamMap Team.
INTBOX Solutions have obtained positive consent from all TeamMap users, for the storage and distribution of all their personal data that has already been, or may in the future be, entered into the TeamMap App by themselves.
All TeamMap Team Managers have accepted personal responsibility for obtaining positive consent, or establishing a valid legal reason, for the storage and distribution of any 3rd party personal data that has already been, or may in the future be, entered into the TeamMap App by their Team Members.
IndexThe TeamMap system stores very limited personal information, the sole significant exception to this is the storage of Member location data which is :
TeamMap stores significant amounts of non-personal, but nevertheless potentially sensitive Team information which is secured by :
This version of TeamMap Privacy Policy was the result of a policy and system architecture review in December 2023.
IndexCopyright INTBOX Solutions Ltd 2023