1. Introduction

This Privacy Policy explains how Beacon35 collects, uses, shares, and protects information in relation to our fire department management platform and services, including incident reporting, truck checks, hydrant management, property inspections, personnel management, and training records. By using Beacon35, you agree to the terms outlined in this policy.

2. Data We Collect

Account & Service Data

When you use Beacon35, we collect the following types of information:

• Account Information: Department name, contact email, billing information
• User Data: Names, email addresses, roles, badge numbers
• Operational Data: Incident reports, truck checks, hydrant records, property inspections, training records, and personnel rosters
• Usage Metrics: Login times, features accessed, report creation statistics
• Technical Data: IP addresses, browser type, device information, log files

Website Visitors

• Server logs (IP address, pages visited, referrer)
• Contact form submissions
• Cookies for functionality and analytics

3. How We Use Your Information

We use collected information to:

• Provide and maintain our services
• Process transactions and send related information
• Send administrative information, updates, and security alerts
• Respond to support requests and provide customer service
• Monitor and analyze usage and trends to improve user experience
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations and enforce our terms

4. Data Sharing

We may share your information in the following situations:

Service Providers

We work with third-party service providers who assist in operating our platform:

• Cloud Infrastructure: Google Firebase provides our hosting, database, authentication (including optional Google Sign-In), and file storage, located in the United States
• Email & SMS Services: Transactional email and opt-in SMS notifications are delivered through our messaging provider (currently Brevo)
• AI Services: When your department uses AI features (report narratives, document/photo scanning), the content you submit to those features is processed by our AI provider (currently Anthropic's Claude API); it is not used for advertising
• Payment Processors: To handle subscription billing for career/combination departments (they store payment information, not us)

Legal Requirements

We may disclose information if required by law, subpoena, court order, or government request.

Safety and Security

We may disclose information when we believe it's necessary to protect the safety of any person or to protect the security of our platform.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity.

5. Security Measures

We implement industry-standard security measures to protect your data:

• Encryption: TLS 1.3 for data in transit
• Password Security: Industry-standard cryptographic password hashing
• Access Controls: Role-based permissions with custom claims and audit logging
• Authentication: Secure token-based authentication with automatic expiration

6. Your Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your data
• Export: Receive your data in a portable format — department administrators can download a complete copy of their department's data at any time using the in-app Backup & Export tool
• Object: Object to processing of your data
• Withdraw Consent: Withdraw consent for data processing

To exercise these rights, please contact us through our contact form.

7. Third-Party Integrations

Beacon35 offers optional integrations with third-party services:

• CAD Feeds: Display of dispatch data from your department's CAD provider (e.g., Active911, Omnigo) — Beacon35 displays this data for record-keeping and is not an alerting or dispatch system
• AI Services: AI-assisted report narratives and document/photo scanning
• Messaging Services: Email and opt-in SMS notifications

When you enable these integrations, data may be shared with these providers according to their privacy policies.

8. Data Retention

Your Account

We retain your data for as long as your account is active. You can request deletion of your data at any time by contacting us.

Website Data

Server logs are retained for 90 days. Contact form submissions are retained until resolved.

9. Children's Privacy

Beacon35 is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.

10. International Data Transfers

Our hosted services are located in the United States. If you are accessing Beacon35 from outside the United States, your information will be transferred to and processed in the United States.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

• Via our contact form
• Email: privacy@beacon35.com