1. Who we are
hamexam.team (“we”, “us”) is a workspace that helps amateur radio Volunteer Examiner (VE) teams organize their team, examiners and invitations. This policy applies to the website at https://hamexam.team and related services (the “Service”).
2. Information we collect
Account information
When you sign in with Google, we receive your name, email address, profile photo URL and a unique account identifier from Google through Firebase Authentication. We never receive or store your Google password.
Team information you provide
- Team name and selected Volunteer Examiner Coordinator (VEC).
- Optional team branding, such as an uploaded logo image and accent color.
- Team membership and roles (Team Leader, Manager, Member) and when members joined.
- Invitations, including the invitee's email address if the inviter enters one, the inviter, and timestamps.
exam.tools team information (browser extension)
When a team leader clicks Verify on hamexam.team on an exam.tools team page, our browser extension sends us the team record that exam.tools shows on that page. This includes the team's name, Team Identifier, VECs, contact email and website, and its team leads and members with their names, usernames, callsigns, email addresses and VEC credentials. We store this record with the team to verify it and to power team features. It is shown only to members of that team. The extension does not read or store your exam.tools password or session.
When a team member with the extension opens the Sessions page or a session page on exam.tools, the extension also syncs the exam sessions of their hamexam.team-linked teams: date and time, title, format, VEC, status, applicant count and the callsigns of assigned Volunteer Examiners.
Exam applicant information and results
On a session page, the extension also syncs the session's applicant records as exam.tools shows them to the team (for example name, contact details, address, FRN, callsign, PIN, requested elements and exam results). When a session is finalized, it sends each applicant's “All forms” result PDF. This data is encrypted in the extension before it is sent and is stored encrypted; the key needed to read it is kept separately from the database. Only the team's Team Leaders and Managers can view applicant details or download result PDFs.
Technical information
- Session cookie (
hx_session): a strictly necessary cookie that keeps you signed in for up to 30 days. Only a one-way hash of its value is stored on our servers. - Browser extension sign-in: when you connect the extension, it stores a sign-in token in your browser for up to 30 days. Only a one-way hash of it is stored on our servers, and signing out of the extension revokes it.
- Theme preference: your light/dark mode choice is stored in your browser's local storage and is not sent to us.
- Server and security logs: IP address, browser user agent, requested pages and timestamps, used to operate and secure the Service.
We do not use advertising or third-party analytics trackers.
3. How we use information
- To create and maintain your account and sign you in.
- To create teams, manage members and roles, and deliver invitations.
- To show your name, email and photo to members of teams you belong to.
- To keep the Service secure, prevent abuse and troubleshoot problems.
- To communicate with you about the Service, such as responding to your requests.
We do not sell your personal information, and we do not use it for advertising.
4. How information is shared
- With your teams: members of a team can see the name, email address, profile photo and role of other members of that team.
- Through invitation links: anyone with an invitation link can see the team's name, VEC, exam.tools Team Identifier, branding and the name of the person who sent the invitation.
- With service providers who process data on our behalf to run the Service: Google (Firebase Authentication), Cloudflare (DNS, content delivery and security), and our server hosting provider.
- For legal reasons, when required by law or to protect the rights, safety and security of our users or the Service.
hamexam.team is not affiliated with the FCC, any VEC or exam.tools. We do not send your information to them; we only receive exam.tools team records that a team leader chooses to verify with our extension.
5. Data retention
- Account and team information is kept while your account is active.
- Sessions end when you sign out or after 30 days.
- Invitations expire after 7 days; invitation records are kept for the team's history.
- When you leave or are removed from a team, your membership in that team is deleted.
- When you ask us to delete your account, we delete your personal information unless we must keep it by law.
6. Your choices and rights
You can ask to access, correct, export or delete your personal information, or object to how we use it, by emailing [email protected] from the address linked to your account. Depending on where you live, you may have additional rights under local law (for example the GDPR or the Korean Personal Information Protection Act), and you may lodge a complaint with your data protection authority.
You can also revoke the Service's access in your Google account settings. Your name, email and photo are refreshed from Google each time you sign in.
7. Security
We protect information with HTTPS encryption in transit, hashed session tokens, role-based access controls and a database that is not exposed to the internet. No method of transmission or storage is completely secure, but we work to protect your information and will notify affected users of a breach as required by law.
8. International transfers
Our service providers may process information in countries other than your own. When they do, we rely on their safeguards for international transfers.
9. Children
The Service is intended for Volunteer Examiners and team staff. It is not directed to children under 13, and we do not knowingly collect their personal information. If you believe a child has provided us information, please contact us.
10. Changes to this policy
We may update this policy from time to time. We will post the new version on this page with a new effective date, and for significant changes we will provide notice in the Service. See also our Terms of Service.