EmergencyOps is committed to protecting your privacy and handling your data with care and transparency. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our emergency response management platform.
1. Introduction
This Privacy Policy applies to all users of EmergencyOps, including individuals, fire departments, EMS agencies, and other emergency service organizations. By using our Service, you consent to the data practices described in this policy.
We are committed to compliance with applicable privacy laws including the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), Health Insurance Portability and Accountability Act (HIPAA), and other relevant data protection regulations.
2. Information We Collect
2.1 Information You Provide Directly
We collect information that you voluntarily provide when using our Service:
For departments using EMS and patient care reporting features, we may process Protected Health Information as defined by HIPAA. This includes:
Patient demographic information
Medical history and chief complaints
Vital signs and assessment findings
Treatment and medications administered
Transport information
PHI is handled in compliance with HIPAA regulations. Business Associate Agreements (BAA) are available for covered entities.
2.3 Automatically Collected Information
We automatically collect certain information when you use our Service:
Device Information: IP address, browser type, operating system, device identifiers
Usage Data: Pages viewed, features used, time spent, click patterns, search queries
Location Data: GPS coordinates when you use location-based features (with your permission)
Log Data: Error logs, system events, access logs, performance metrics
Cookies and Similar Technologies: Session cookies, preference cookies, analytics cookies
2.4 Information from Third Parties
We may receive information from third-party sources:
CAD (Computer-Aided Dispatch) system integrations
NERIS (National Emergency Response Information System) submissions
Weather alert services
Mapping and geocoding services
Email-to-incident services
Public records and databases
3. How We Use Your Information
We use the information we collect for the following purposes:
3.1 Service Delivery
Provide, operate, and maintain the emergency response management platform
Process and manage incident reports and responses
Enable communication between department members
Generate reports and analytics
Provide mapping and navigation services
Send notifications and alerts about incidents and system updates
3.2 Account Management
Create and manage user accounts
Authenticate users and maintain security
Process subscription payments and billing
Provide customer support
Respond to inquiries and requests
3.3 Service Improvement
Analyze usage patterns to improve features and performance
Develop new features and functionality
Troubleshoot technical issues
Conduct research and analytics
Test new features and updates
3.4 Compliance and Legal Obligations
Comply with legal requirements and regulations
Respond to legal processes and government requests
Enforce our Terms of Service
Protect against fraud and abuse
Maintain records for regulatory compliance
3.5 Communication
Send service-related notifications and updates
Provide customer support and technical assistance
Send training materials and documentation
Communicate about new features and improvements
4. How We Share Your Information
We do not sell your personal information. We may share your information in the following circumstances:
4.1 Within Your Organization
Information is shared with other authorized users within your department or organization based on role-based access controls. Department administrators control who has access to what information.
4.2 Service Providers
We share information with trusted third-party service providers who assist in operating our Service:
Cloud Infrastructure: Supabase (database hosting and authentication)
Analytics: Aggregated analytics for service improvement
All service providers are contractually obligated to maintain the confidentiality and security of your information and may only use it to provide services to us.
4.3 Government and Regulatory Agencies
We may share information with government agencies when required by law or when you direct us to do so:
NERIS submissions for national emergency response data collection
Responses to legal processes (subpoenas, court orders)
Compliance with regulatory requirements
Cooperation with law enforcement investigations
4.4 Mutual Aid and Regional Coordination
When you participate in regional coordination or mutual aid features, certain information may be shared with participating departments to facilitate emergency response coordination.
4.5 Business Transfers
If we are involved in a merger, acquisition, or sale of assets, your information may be transferred. We will provide notice before your information is transferred and becomes subject to a different privacy policy.
4.6 With Your Consent
We may share information with other parties when you provide explicit consent or direct us to do so.
5. Data Security
5.1 Security Measures
We implement comprehensive security measures to protect your information:
Encryption: All data is encrypted in transit using TLS 1.3 and at rest using AES-256
Access Controls: Role-based access controls and multi-factor authentication options
Network Security: Firewalls, intrusion detection, and DDoS protection
Data Segregation: Department data is isolated using row-level security
Secure Development: Security testing and code reviews
Employee Training: Staff trained on security best practices and data handling
Incident Response: 24/7 monitoring and incident response procedures
5.2 HIPAA Security Standards
For PHI, we implement additional security measures required by HIPAA including:
Administrative, physical, and technical safeguards
Access logs and audit trails
Automatic session timeouts
Secure backup and disaster recovery
Business Associate Agreements with all subcontractors
5.3 Your Responsibility
You are responsible for maintaining the security of your account credentials. Use strong passwords, enable multi-factor authentication, and do not share your login information with others.
5.4 Security Breach Notification
In the event of a data breach that affects your personal information, we will notify you and applicable regulatory authorities in accordance with applicable laws, typically within 72 hours of discovery.
6. Your Privacy Rights
6.1 Access and Portability
You have the right to access your personal information and receive a copy in a portable format. You can export your data at any time through the platform or by contacting support.
6.2 Correction and Update
You can update your personal information at any time through your account settings. If you need assistance, contact support.
6.3 Deletion
You have the right to request deletion of your personal information, subject to legal retention requirements. Note that certain information may need to be retained for:
Backup systems (automatically purged within 90 days)
6.4 Opt-Out Rights
You can opt out of certain data collection and processing:
Marketing Communications: Unsubscribe from promotional emails
Push Notifications: Disable in device or app settings
Location Services: Disable GPS access in device settings
Analytics Cookies: Use browser settings to block cookies
Note: Opting out of certain features may limit functionality of the Service.
6.5 California Privacy Rights (CCPA)
California residents have additional rights under the CCPA:
Right to know what personal information is collected
Right to know whether personal information is sold or disclosed
Right to opt-out of sale of personal information (we do not sell your data)
Right to deletion of personal information
Right to non-discrimination for exercising CCPA rights
6.6 European Privacy Rights (GDPR)
If you are located in the European Economic Area (EEA), you have additional rights under GDPR:
Right to access your personal data
Right to rectification of inaccurate data
Right to erasure ("right to be forgotten")
Right to restrict processing
Right to data portability
Right to object to processing
Right to withdraw consent
Right to lodge a complaint with a supervisory authority
6.7 Exercising Your Rights
To exercise any of these rights, contact us at privacy@emergencyops.com or through the support system. We will respond within 30 days (or as required by applicable law).
7. Cookies and Tracking Technologies
7.1 Types of Cookies We Use
Essential Cookies: Required for the Service to function (session management, authentication)
Preference Cookies: Remember your settings and preferences
Analytics Cookies: Help us understand how you use the Service
Security Cookies: Detect suspicious activity and protect your account
7.2 Managing Cookies
Most browsers allow you to control cookies through their settings. You can block or delete cookies, but this may affect your ability to use certain features of the Service.
7.3 Do Not Track
Some browsers have a "Do Not Track" feature. Currently, there is no industry standard for responding to Do Not Track signals. We do not track users across third-party websites.
8. Data Retention
We retain your information for as long as necessary to provide the Service and comply with legal obligations:
Account Data: Retained while your account is active and for 7 years after closure for legal compliance
Incident Reports: Retained for 7-10 years as required by fire service standards and regulations
Training Records: Retained for the duration of employment plus 7 years
NERIS Data: Retained per federal requirements (typically 5-7 years)
PHI/Medical Data: Retained for 6 years as required by HIPAA
Payment Records: Retained for 7 years for tax and accounting purposes
System Logs: Retained for 90 days unless needed for security or legal purposes
Backups: Automatically purged after 90 days
Upon request, we will delete your data subject to these retention requirements. Anonymized data may be retained indefinitely for analytics and research.
9. International Data Transfers
Our Service is hosted in the United States. If you access the Service from outside the United States, your information may be transferred to, stored, and processed in the United States where our servers are located.
We implement appropriate safeguards for international data transfers as required by applicable law, including Standard Contractual Clauses approved by the European Commission for transfers from the EEA.
10. Children's Privacy
Our Service is not intended for children under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.
Youth fire and cadet programs must be managed by adult supervisors who are responsible for ensuring appropriate data handling and parental consent where required.
11. Push Notifications and Mobile Permissions
Our mobile applications may request certain permissions to provide enhanced functionality:
Push Notifications: Receive incident alerts and important updates
Location Services: Share your location during responses and view nearby resources
Camera: Upload photos for incident documentation and pre-planning
Storage: Save maps and data for offline access
You can manage these permissions in your device settings at any time. Disabling permissions may limit certain features.
12. Third-Party Links and Services
Our Service may contain links to third-party websites, services, and integrations (e.g., mapping services, weather providers, NERIS). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.
Third-party integrations are subject to their own terms and privacy policies in addition to ours.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:
Posting the updated policy on our website with a new "Last Updated" date
Sending an email notification to your registered email address
Displaying a prominent notice in the Service
Your continued use of the Service after changes to this Privacy Policy constitutes acceptance of the updated policy. If you do not agree to the changes, you must stop using the Service.
Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Privacy Officer
EmergencyOps
Email: privacy@emergencyops.com
Support: support@emergencyops.com
Phone: 1-800-EMERGENCY (1-800-363-7436)
For GDPR-related inquiries, you may also contact our EU representative at eu-privacy@emergencyops.com
By using EmergencyOps, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and disclosure of your information as described herein.
This Privacy Policy was last updated on January 18, 2026. Previous versions are available upon request.