Public FireServiceRota Data Usage Overview

	A	B	C	D	E	F	G
1	FireServiceRota Data Usage and Storage overview
2	Data attribute	Description / Meaning	Example Value	Purpose/Usage	System containing	Visible to users' colleagues	Privacy / security risk

3	Id	Id of the user entity (unique)	2294336	Uniquely identify a user and a key to related data records.	Web application	Yes	None
4	External Identifiers	The external user ID used to login to a system external to FSR	VRT1000	Used as a foreign key to exchange data with external HR systems	Web application	No	None
5	First Name	First name of user	Jan	Human readable identification of the user	Web application	Yes	Low
6	Last Name	Last name of user	De Vries	Human readable identification of the user	Web application	Yes	Low
7	Password	A secret code only the user knows. Our company cannot read the value as it is stored in an encrypted format.	1LoveTheFireService!	Authentication	Web application	No	High, encrypted
9	Profile picture	Optimal picture the user can upload himself	:)	Help quick visual identification of who you are communicating with	Web application	Yes	Medium
10	Personnel Number	Personnel number of user often a reference to the contract a user has with the employer	123123	Set personnel number in user's profile	Web application	Only managers (supervisor and owner)	Medium
11	Membership periods	Periods detailing when a person was actively involved in a team, station, cluster or region within the customer's organisation.	1960-02-08T11:00:00.000Z - 1960-03-08T11:00:00.000Z -	Make the user a member of the right station and facilitate data access rights.	Web application	Yes	Low
12	Address	The home or work addresses of the user.	Stationsweg 1 1111 AB AMSTERDAM	Show users on a map around the station	Web application	Yes	Medium
13	Rank	Rank a user is employed with	Crew Commander	Payroll export rules Internal station hierarchy information	Web application	Yes	Low
14	Skills	Primary skill	Officer in Charge, Driver	Evaluate appliance crewing level and warn for crewing deficiencies	Web application	Yes	Low
15	Email addresses	Email address, including the primary that acts as a login to the system	jan@devries.nl	Transactional email only, such as login, lost password recovery, service and support, and non-urgent (Prio2) message between users	Web application	Yes	High, secondary emails encrypted. Primary emails todo.
16	Phone numbers	Home, work, mobile or 'in case of emergency' phone numbers	020-1234567	Shared with colleagues to serve as group phonebook Send priority 1 urgent messages such as backup alerts Caller Id recognition to facilitate booking on/off by calling a phone number	Web application	Yes	High, encrypted
17	GPS data	Mobile device configured to share its location in real time.	41°24'12.2"N 2°10'26.5"E.	Only applicable if user double opted-in. Can be switched off just as easy as it is to switch on. Is auto-deleted after 24 hours. Allow geofencing warnings when user is on-call and too far away. Allow showing user location when responding to an incident.	Web application	No	High, encrypted
18	Availability and shifts data	The moments a user is on-call available and/or has a shift. Can include reasons why the person is available (comments) or unavailable (leave, sickness)	1960-02-08T11:00:00.000Z - 1960-02-08T15:00:00.000Z: available 1960-03-08T11:00:00.000Z - 1960-03-08T15:00:00.000Z: unavailable, comment: work	Evaluate appliance crewing level and warn for crewing deficiencies. Facilitate contractual compliance and payroll integration.	Web application	Yes	Medium
19	Attendance to activities	The moments a user is attending activities such as incidents or trainings.	1960-02-08T11:00:00.000Z - 1960-02-08T15:00:00.000Z: attend incident ABC123 as commander	Facilitate payroll integration, planning of trainings and logging of incident reports.	Web application	Yes	Medium
20	Incident notes	Incidents notes provided by command & control centre software should not, but may sometimes contain sensitive information.	The victim is suspected to have condition XYZ	The incident notes inform attending firefighters at the time of the incident, but lose their value shortly after. We therefore remove incident notes from the incident record after 1 hour.	Web application	No	High
21	Contracts	A collection of rules that apply to a group of users, indicating working targets, leave allowance and checks/balances. Contracts apply to users for a certain period (can be open-ended)	1920 hours per year	Facilitate business rules enforcement, contractual compliance reporting	Web application	Only managers (supervisor and owner)	Medium
22	Messages	Messages between (groups of) users, or announcements and polls	Are you joining the team BBQ next Sunday?	Facilitate communication internally	Web application	Limited	Medium
23	Support requests	User support questions and answers to these questions. May contain name, email and phone number.	How do I reset my password?	Help our users	Zendesk	No	Low
24	Database backups	All data stored in the 'Web application' system	111010111000101010111010101110000	Fully encrypted file containing a real-time copy of all data we have. Only readable by our company technical employees.	Amazon S3	No	High, encrypted
25	Payroll	A list of coded line items describing the number of occurances and hours of attendance and work.	1 incident attendance on incident [incident reference] from [start_time] to [end_time] for [user name] having role [role number] coded as [element code] against cost centre [cost centre] on date [date]	Create an overview of payable activities of firefighters. This overview can be sent to payroll systems for further processing. FireServiceRota describes activities but does NOT calculate actual payments. The output provided would generally NOT have a currency sign.	Web application	Only managers (supervisor and owner)	Medium
26	IP address	The address of the computer on the internet.	192.168.2.1	Only accessible for FSR admins for auditing purposes.	Web application	No	Medium
27	Browser user agent	The type of internet browser accessing the system.	Mozilla/5.0 (Windows NT 10.0; Win64; x64) AppleWebKit/537.36 (KHTML, like Gecko) Chrome/114.0.0.0 Safari/537.36	Only accessible for FSR admins for auditing and debugging purposes.	Web application	No	Low
28	Mobile and alerting devices	The smartphone apps and/or smart pagers connected to a user	iOS primary alerting app version ABC Swissphone pager with serial number DEF	Sending/receiving messages Debugging and auditing	Web application	No	Low
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