Privacy Notice

1. Controller

The data controller is Luca Villa, also for the Motorsport Software account you use to sign in to Planning and to the other apps that use the same account (section 7).

For privacy questions or to exercise your rights: [email protected]

2. Scope

This notice covers the Planning desktop application for Windows (installed as MSS Planning), the website download, the Motorsport Software account you use with Planning, account creation and sign-in, the trial and licence administration, usage reporting and optional feedback. It does not cover how other MotorsportSoftware products use your data: they have notices of their own.

Planning works offline. Everything you create in it — your databases with their events and schedules, series, cars, chassis, drivers, crew members, roles, assignments, call-ups, travel times, working days, agreed days, day rules and notes — is stored on your own computer, in a separate folder for each account. It is not synchronised to MotorsportSoftware or to any cloud service, and signing in on another computer does not upload or transfer it.

3. What the app reports

While you are signed in, Planning sends a usage report for each calendar week. It contains counters, not content. If you are offline, the counters wait on your computer and are sent later.

The report is attached to your account and to a random installation identifier, and therefore to your account email address. It is not anonymous, and this notice does not pretend otherwise.

A report contains:

• the app version
• how many times the app was started, and for how many minutes it was open
• how many times your planning was saved
• how many exports were made — files saved from an export, printouts, database and list exports and backups — as a single number
• how often a few actions were used, each identified by a fixed name written into the source code: right-click menus and the commands chosen from them, sending feedback, creating or restoring a backup, importing data already on this computer, and opening the renewal email

In the app, Account settings > Usage shows what has been counted for your account in Planning. Other apps that use your Motorsport Software account keep their usage reports separately.

4. What is never sent

Usage reports carry none of the following, in any form:

• the names of your crew members, drivers, events, circuits, series, databases or chassis
• email addresses, phone numbers and notes you enter about people
• event dates and schedules, travel times, working days and their values, agreed days and call-up states
• how many events, people or databases you have
• file names, file types and folder paths
• the contents of your planning data, in any form

The names of usage signals are fixed identifiers; they cannot contain anything you typed. An exported file only adds one to a count — never Monza_Test_Lineup.xlsx, not even xlsx.

5. The people you plan

Planning exists to plan people. The first and last names, short names, roles, email addresses, phone numbers and notes of your crew members, their assignments, call-up states, travel times, working days and agreed days, and the names of your drivers, are personal data of people other than you. You, or your team, type them in, and they are stored on your computer.

MotorsportSoftware does not receive this data: it is not part of usage reports, account records or any other automatic transmission, and there is no online copy of it. For this data, you — or the team you plan for — decide why and how it is processed, and are responsible towards those people: having a lawful reason to hold their details, informing them that you hold them, keeping the details accurate, entering only what you need and deleting what you no longer need. Questions those people ask about their data in Planning are for you to answer; we cannot see or change it. MotorsportSoftware processes only the data described in the rest of this notice: your account, usage reports and the feedback you choose to send.

This data leaves your computer only through an action you choose: a line-up, Season or crew plan exported to Excel or PDF, a printed report, a backup (.planningbackup), a database (.planningdb) or list (.planninglist) export, or a feedback message or picture. Exports and backups are files that you save and share yourself; Planning does not upload them. Whoever receives a file receives the personal data in it, so share it only with people who should have it.

6. Backups, exports and local data

Account settings > App Data > Create Backup saves a .planningbackup file with every database of your account on this computer. Restore Backup replaces those databases with the ones in a backup file, after you confirm, and restarts the app. A backup excludes the stored sign-in session, the data of other accounts on the computer, usage counters waiting to be sent and the display preferences of this computer. Backups are not uploaded: they stay where you save them until you delete them, and they contain the personal data of your crew.

Download account information in Account settings > Profile gives you a readable copy of what is stored online about you for your Motorsport Software account, in every app that uses it: your profile, consents and their changes, access records, usage reports and the records of the notices sent to Sales, each entry with the name of its app. It is separate from the backup of your work.

A database you delete in Planning leaves the app, but its files are set aside in the account's data folder, not erased; the folder also holds safety copies of each database. Like the rest of your planning data, they stay on the computer until you delete them.

7. Your Motorsport Software account, trial, licences and service messages

Planning uses a Motorsport Software account, common to the simpler Motorsport Software apps: today Planning, soon MSS Workshop. You sign in to each of them with the same email address and password. Runsheet and Tire Pressure Predictor are not part of it for now: they keep separate accounts, described in their own notices. Planning reaches the account service at api-planning.motorsportsoftware.com; the account records of every app that uses the account are kept in a single database hosted in the European Union.

The account itself is shared by those apps: your email address, password, recovery codes, account identifier, account name and product-news choice are the same in each of them. Each app keeps its own records: the acceptance of its terms, its trial or licence, its sessions, its usage reports and its notice to Sales. Changing or resetting your password, from any of these apps, applies to the whole account and signs you out of all of them.

Creating an account requires an email address and a password; an account name is optional. The email address is verified with a one-time code, and Cloudflare performs a bot check during account creation. Passwords are handled by the authentication provider and stored only in hashed form; the recovery codes you can generate are stored only as hashes as well.

At signup we record your email address, the account name if you gave one, your product-news choice and the version of the Planning Terms of Use in force when you sign up. Once your email is verified, we create your account with its identifier, record that the account uses Planning and the acceptance of those terms with its date, and start your Planning trial. Later changes to the account name or the product-news choice are recorded with their date.

If your email address already has a Motorsport Software account from another app, you sign in with it: Planning shows its Terms of Use, and Planning is added to your account only after you accept them, which is recorded with its date. Choosing Create account with that address instead sends a code to it; the code adds Planning to the existing account, and you keep the password the account already has. Adding Planning does not change your account name or your product-news choice.

Signing in creates your online session record: a session identifier, a reference to the sign-in session of the authentication provider and the time the record lapses. There is one such record per person for Planning, so only one Planning desktop session is active at a time, and a confirmed sign-in elsewhere replaces the previous one; other apps that use the account have sessions of their own. While the app is open and online, the record is renewed every minute. Protected local credentials let the app work offline for up to 30 days after the last successful check, limited by the expiry of your access.

Your 30-day Planning trial starts when your account starts using Planning: when you verify the email of a new account, or when you accept the Planning Terms of Use with an existing Motorsport Software account. A trial or licence of another app does not cover Planning, and the other way round. After the trial, a paid licence is assigned to your account by MotorsportSoftware Sales and recorded with its start and expiry; the price is agreed with Sales, and Planning does not handle payment details. In the last 7 days of the trial, and in the last 30 days of a licence, the app offers a prepared email to Sales with your account name, email and identifier, the expiry date and the app version, which you send from your own mail program if you choose.

When an account starts using Planning, an operational notice is sent to the internal MotorsportSoftware sales address with your account email, your user identifier, the date and the names of the other Motorsport Software apps the account already uses. It helps us administer the trial or licence and prepare support or renewal work; it is not a marketing subscription and does not change your product-news choice.

Product-news email is optional and controlled by the checkbox shown during account creation and in Account settings > Profile. It is one choice for your Motorsport Software account, the same in every app that uses it. Missing, declined or withdrawn consent is treated as no consent. You can change that choice at any time. Verification, recovery and other service messages are separate.

7.1 Feedback you choose to send

The feedback panel sends your message to MotorsportSoftware support through the account service. It carries the category and text you type, the app version, the operating system and the size of the app window, together with your account email and identifier so that support can reply. A picture is attached only if you add one yourself, by choosing or pasting an image; it can show the names of the people you plan.

If the account service cannot be reached or does not answer, Planning opens an email draft to support in your own mail program instead, with the category, your text, the app version and the operating system; a picture is not added to the draft, and nothing leaves your computer unless you send it. Feedback is never sent automatically.

8. Why, and on what legal basis

9. Who else is involved

• Supabase — provides authentication and hosts, in the European Union, the single database holding the Motorsport Software accounts of the apps that use them, with licences, consent records, session records and usage reports.
• Cloudflare — serves this website and the account API (api-planning.motorsportsoftware.com), performs bot verification for the website download and for account operations, sends verification, feedback and internal service email, and distributes Windows installers and updates from the Planning update feed. The website download does not require your name or email.

These providers process network requests, including IP addresses and connection information, to operate and protect the service. Usage data is not sold, and is not shared with anyone beyond the providers above, who process it on instructions and for the sole purpose of running the service. Authorised MotorsportSoftware staff access account records for administration, support and the purposes above. Some providers operate across multiple regions, so processing may involve transfers outside the European Economic Area; the database holding accounts and usage reports is hosted in the European Union.

10. How long it is kept

Weekly usage reports are kept for as long as they are useful to understand how the product is used, and are deleted on request; the copy on your own computer keeps only the most recent weeks and discards the rest by itself. Account data and consent history are kept for the life of the account. Licence data is kept for the life of the licence and for the period accounting rules require afterwards.

Your online Planning session record is a single entry, replaced at each sign-in and removed when you change or reset your password; it lapses five minutes after the app stops renewing it. The offline access window is not a server-data retention period.

Operational sales-notification records, feedback messages and email-delivery records are kept only as long as needed for support, security and service administration, subject to the providers' operational retention.

Everything stored on your own computer — your planning data, the personal data of your crew, the backups and exports you create — stays there until you delete it, and is not ours to keep or remove.

11. Your rights

You can ask what is held about you, ask for a copy, ask for corrections, ask for deletion, and object to processing based on legitimate interest — including the usage reporting described in section 3. There is no switch inside the application to turn that reporting off; write and it will be handled.

To close your account, write to support: in this version the app has no delete button, and the account is deleted by hand once ownership is confirmed. You can first create a backup of your work and download your account information. Because the Motorsport Software account is shared by the apps that use it, deleting it ends your access to each of them. It does not delete the planning data on your computers, files you saved outside the app, the separate accounts of Runsheet or Tire Pressure Predictor, or the data of other people.

Write to [email protected] from the address your account is registered to, and you will get an answer.

If you are in the European Union and believe the processing is unlawful, you also have the right to lodge a complaint with your national supervisory authority.

12. Changes

When what the app reports changes, this page is updated and the date at the top changes with it. The Terms of Use describe the account and use terms that go with it.