ResponderRMS may collect information directly from users, agencies, devices, and third-party service providers in order to provide, secure, operate, and improve the Service.

Account Information

• Name
• Email address
• Phone number, if provided
• Agency, department, fire district, municipality, organization, or employer affiliation
• Role, rank, title, unit, station, or assignment
• Login credentials and authentication identifiers
• User permissions, access level, and account status

Operational and Agency Data

Depending on how an agency configures and uses ResponderRMS, the Service may store or process data such as:

• Incident information
• Computer-aided dispatch (CAD) or dispatch-related information
• Apparatus, unit, vehicle, or resource information
• Personnel, staffing, roster, and response information
• Hydrant, preplan, inspection, equipment, inventory, training, grant, and reporting information
• Status updates, timestamps, notes, forms, checklists, reports, and audit-related activity
• Uploaded documents, images, attachments, or photos

Agencies and authorized users are responsible for ensuring that information entered into the Service is lawful, accurate, appropriate, and permitted under agency policy.

Location Information

ResponderRMS may collect or process location information when location-based features are enabled or permitted, including:

• Device GPS location
• Apparatus, unit, responder, or resource location
• Incident location
• Hydrant, preplan, hazard, inspection, or map-related location data
• Geocoding, reverse-geocoding, routing, mapping, or location-derived information

Location information may be used to support mapping, resource awareness, response workflows, accountability, incident management, and related operational features. Location accuracy depends on device settings, GPS signal, network availability, third-party mapping services, and other factors outside our control.

Photos, Files, and Attachments

Users may upload photos, images, documents, or other attachments into the Service. These may include images related to equipment, apparatus, preplans, inspections, reports, hydrants, incidents, facilities, or other agency workflows. Users and agencies are responsible for ensuring that uploaded content is appropriate, authorized, and compliant with applicable law and agency policy.

Device, Usage, and Technical Information

• Device type, operating system, browser, and app version
• IP address
• Log data
• Crash reports
• Diagnostic information
• Authentication events
• Security events
• Feature usage
• Performance data
• Push notification tokens
• Service identifiers assigned by our infrastructure or notification providers

This information helps us operate, secure, troubleshoot, support, and improve the Service.

The ResponderRMS website and applications may use cookies, session cookies, authentication tokens, local storage, session storage, and similar technologies in order to operate, secure, and improve the Service.

These technologies help us:

• Maintain user authentication and active sessions
• Protect against unauthorized access, abuse, and security threats
• Remember user preferences, settings, and selections
• Support core application functionality and navigation
• Measure performance, reliability, and feature usage

Most browsers and devices allow users to control or clear cookies and local storage, but disabling these technologies may limit or prevent core Service functionality, including the ability to sign in or remain authenticated.

ResponderRMS relies on trusted third-party providers to operate, host, secure, and deliver the Service. These providers may include categories such as:

• Cloud hosting providers
• Cloud database providers
• Authentication providers
• Storage providers
• Notification providers
• Email and communication providers
• Mapping and geocoding providers
• Analytics providers
• Crash reporting and diagnostics providers
• Mobile platform providers for app distribution, notifications, and device functionality
• Other infrastructure or operational providers

These third parties may process data as needed to provide hosting, authentication, storage, messaging, notifications, security, diagnostics, analytics, and related services. Use of the Service may also be subject to the terms and privacy policies of those providers. ResponderRMS may change infrastructure or service providers from time to time as the Service evolves.

ResponderRMS may engage trusted third-party service providers to perform functions on our behalf, including:

• Hosting and cloud infrastructure
• Authentication and identity management
• Database, storage, and backup services
• Push notifications and messaging
• Email delivery
• Analytics and product telemetry
• Diagnostics, monitoring, and crash reporting
• Customer support tools
• Security, fraud prevention, and abuse monitoring
• Billing and payment processing

These service providers only receive the information necessary to perform those services on our behalf and are expected to handle that information consistently with this Privacy Policy and applicable law.

ResponderRMS may use collected information to:

• Provide and operate the Service
• Authenticate users
• Manage accounts, agencies, roles, and permissions
• Store and display agency data
• Support CAD, RMS, mapping, reporting, personnel, apparatus, incident, and operational workflows
• Send push notifications, emails, alerts, or service-related communications
• Provide customer support
• Troubleshoot bugs and technical issues
• Monitor performance, reliability, and security
• Improve features and user experience
• Protect against unauthorized access, abuse, fraud, or security threats
• Maintain audit logs and operational records
• Comply with legal, contractual, and regulatory obligations

Any analytics used by ResponderRMS are intended to help us improve the reliability, performance, usability, and security of the Service, and to inform the development of new features. Where practical, we use aggregated or de-identified information that does not identify a specific person, agency, incident, or customer.

ResponderRMS does not sell user personal information.

We may share information in the following limited circumstances:

With Authorized Agency Users

Information may be visible to authorized users within the same agency, organization, department, fire district, or account depending on roles, permissions, and configuration.

With Service Providers

We may share information with the categories of service providers described above to the extent necessary for them to perform services on our behalf.

With an Agency or Customer Administrator

If an account is provided through or associated with an agency, department, municipality, fire district, or other organization, account administrators may be able to access, manage, export, retain, or delete information associated with that account.

For Legal, Safety, or Security Reasons

• Comply with law, subpoena, court order, public records request, or legal process
• Protect the rights, safety, property, or security of ResponderRMS, users, agencies, responders, or the public
• Investigate fraud, abuse, unauthorized access, or security incidents
• Enforce our Terms of Service or other agreements

Business Transfers

If ResponderRMS is involved in a merger, acquisition, financing, restructuring, sale of assets, or similar transaction, information may be transferred as part of that transaction, subject to appropriate protections.

Many ResponderRMS accounts are created, provisioned, or managed by an agency, department, municipality, fire district, EMS agency, or other emergency response organization (each, an “Agency”). When that is the case, the Agency may control, among other things:

• User accounts and login credentials
• Roles, permissions, and access levels
• Agency records and operational data
• Retention policies and recordkeeping practices
• Data exports and reporting
• Account suspension or deletion

Users with Agency-managed accounts should contact their Agency administrator with questions about Agency-owned records, access requests, corrections, exports, or deletion of Agency data.

ResponderRMS retains information for as long as reasonably necessary to provide the Service, support agency operations, comply with legal obligations, resolve disputes, enforce agreements, maintain security, and satisfy legitimate business needs.

Retention periods may vary depending on:

• The type of data
• Agency configuration
• Contractual requirements
• Legal or regulatory obligations
• Backup and security requirements
• Whether the account remains active
• Whether the agency has requested deletion or export

Consistent with our Terms of Service, Agencies remain solely responsible for their own official records retention, public records, FOIL/FOIA compliance, evidence preservation, legal holds, medical records, employment records, data exports, and other recordkeeping obligations. ResponderRMS is not intended to be the sole official records repository unless expressly agreed in writing.

Users may request deletion of their account through available in-app account deletion features, including the Delete Account option where available.

When a user deletes an account, ResponderRMS may delete or de-identify account-level personal information, subject to the following limitations:

• Information required for legal, security, fraud-prevention, billing, dispute-resolution, or compliance purposes may be retained.
• Information that belongs to or is controlled by an Agency may be retained under that Agency’s account, records policy, contract, legal obligations, or operational needs.
• Backup copies may persist for a limited period before being overwritten or deleted.
• Audit logs, security logs, incident records, reports, or operational records may be retained where necessary for integrity, accountability, legal compliance, or agency recordkeeping.

Users may also contact ResponderRMS to request account deletion, correction, or assistance at privacy@responderrms.com. Agency users should understand that some data may need to be requested through their Agency administrator because the Agency controls the relevant records.

Depending on device settings and app configuration, users may be able to control access to:

• Location services
• Camera
• Photos
• Notifications
• Microphone, if applicable
• Background location, if applicable

Disabling certain permissions may limit or prevent some Service features from working properly.

ResponderRMS may send push notifications related to incidents, alerts, status updates, and other Service activity. Users may disable notifications through their device or operating system settings at any time. Disabling notifications may affect the timeliness or availability of certain Service functionality.

ResponderRMS uses commercially reasonable administrative, technical, and organizational safeguards designed to protect information. However, no method of electronic transmission, cloud storage, or internet communication is completely secure, and no system can be guaranteed against unauthorized access.

Users and agencies are responsible for maintaining secure devices, protecting credentials, managing access, removing inactive users, and following appropriate cybersecurity practices.

ResponderRMS is operated from the United States. Information collected through the Service may be processed and stored in the United States. Users who access the Service from outside the United States acknowledge and consent to the transfer of their information to, and processing in, the United States.

ResponderRMS is intended for use by agencies, organizations, and authorized users who are at least 18 years old. The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13.

ResponderRMS may be used in public-safety, emergency response, emergency management, and municipal operational environments.

Users and agencies must not upload Protected Health Information, Criminal Justice Information, evidence, legally restricted records, or other regulated sensitive information unless authorized by law, agency policy, and a written agreement with ResponderRMS that expressly permits such use.

We may update this Privacy Policy from time to time. When we make changes, we will update the effective date above. Continued use of the Service after changes become effective means you accept the updated Privacy Policy.

Questions, requests, or concerns about this Privacy Policy may be sent to:

ResponderRMS, LLC
Email: privacy@responderrms.com