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Station Boss
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Privacy Policy

Last updated: March 18, 2026

Station Boss ("we," "us," or "our") operates the Station Boss fire department software platform, including the website at stationboss.net and the mobile applications for iOS and Android (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By accessing or using the Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this policy, please do not access the Service.

1. Information We Collect

Personal Information

When you create an account or use the Service, we may collect personally identifiable information, including but not limited to:

  • Name, email address, phone number, and mailing address
  • Department name, rank, and assignment information
  • Login credentials (passwords are stored in hashed form and never in plain text)
  • Billing information (credit card numbers are processed by our payment processor and never stored on our servers)
  • Personnel records you enter into the platform (certifications, training records, emergency contacts)

Operational Data

The Service collects and stores data related to your fire department operations, including:

  • Incident reports and associated records
  • Equipment and apparatus inventory and maintenance records
  • Scheduling and shift data
  • Pre-incident plans and inspection records
  • Financial records (invoices, purchase orders, budgets)
  • Documents and files uploaded to the platform

Automatically Collected Information

When you access the Service, we automatically collect certain information about your device and usage, including:

  • IP address and approximate geographic location
  • Browser type, version, and operating system
  • Pages visited, features used, and time spent on the Service
  • Device model and unique device identifiers for mobile applications
  • Push notification tokens (if notifications are enabled)
  • GPS and location data when using resource tracking features on mobile devices
  • Crash reports and performance data

2. How We Use Your Information

We use the information we collect for the following purposes:

  • To provide, maintain, and improve the Service
  • To create and manage your user account
  • To process transactions and send related information (confirmations, invoices)
  • To send technical notices, security alerts, and support messages
  • To respond to your comments, questions, and customer service requests
  • To communicate about products, services, offers, and events (you can opt out at any time)
  • To monitor and analyze usage trends to improve the Service
  • To detect, prevent, and address technical issues and security threats
  • To comply with legal obligations, including incident reporting requirements

3. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

  • Service providers: We share data with third-party vendors who perform services on our behalf, such as payment processing, email delivery, hosting, and analytics. These providers are contractually obligated to use your data only for the purposes of providing their services to us.
  • Compliance with laws: We may disclose information if required by law, regulation, legal process, or governmental request.
  • Safety and rights: We may disclose information to protect the safety, rights, or property of Station Boss, our users, or the public.
  • Business transfers: In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of the transaction. We will notify you of any such change.
  • With your consent: We may share your information for any other purpose with your explicit consent.

Incident report data submitted to federal or state reporting systems (such as NERIS) is shared in accordance with the requirements of those programs. This data sharing is a core function of the Service and is necessary for regulatory compliance.

4. Data Security

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

  • All data is encrypted at rest using AES-256 encryption
  • All data in transit is encrypted using TLS 1.3
  • Access to production systems is restricted to authorized personnel with multi-factor authentication
  • We perform regular security assessments and penetration testing
  • Database backups are encrypted and stored in geographically separate locations
  • Role-based access controls ensure users see only the data they are authorized to access

While we strive to protect your information, no method of transmission over the internet or method of electronic storage is 100% secure. We cannot guarantee absolute security but we are committed to maintaining the highest practicable standards.

5. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience:

  • Essential cookies: Required for the Service to function (authentication, session management). These cannot be disabled.
  • Analytics cookies: Help us understand how users interact with the Service so we can improve it. We use privacy-respecting analytics that do not track users across websites.
  • Preference cookies: Remember your settings and preferences (theme, language, dashboard layout).

You can control cookie preferences through your browser settings. Disabling essential cookies may prevent you from using certain features of the Service.

6. Your Rights and Choices

You have the following rights regarding your personal information:

  • Access: You can request a copy of the personal information we hold about you.
  • Correction: You can request that we correct inaccurate or incomplete information.
  • Deletion: You can request that we delete your personal information, subject to certain exceptions (such as data required for legal compliance).
  • Data portability: You can request your data in a structured, machine-readable format.
  • Opt-out: You can opt out of marketing communications at any time by clicking the unsubscribe link in any email or contacting us directly.

To exercise any of these rights, contact us at support@stationboss.net. We will respond to your request within 30 days.

7. GDPR Compliance (European Users)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

  • The right to object to processing of your personal data
  • The right to restrict processing of your personal data
  • The right to lodge a complaint with your local data protection authority

Our legal basis for processing personal information includes: performance of a contract (providing the Service), legitimate interests (improving the Service and communicating with users), compliance with legal obligations, and consent (where applicable).

8. CCPA Compliance (California Residents)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to know: You have the right to request that we disclose what personal information we collect, use, and share about you.
  • Right to delete: You have the right to request the deletion of your personal information, subject to certain exceptions.
  • Right to opt-out of sale: We do not sell your personal information to third parties. As such, there is no need to opt out of the sale of personal information.
  • Right to non-discrimination: We will not discriminate against you for exercising any of your CCPA rights.

To submit a verifiable consumer request, contact us at support@stationboss.net or call us at 888-753-0910. We will verify your identity before processing your request and respond within 45 days.

9. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. After account termination, we retain data for 30 days to allow for reactivation or data export. After this period, personal data is securely deleted. Certain data may be retained longer if required by law or for legitimate business purposes such as resolving disputes.

10. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child under 18, we will take steps to delete that information promptly. If you believe we have collected information from a child, please contact us at support@stationboss.net.

11. Third-Party Links

The Service may contain links to third-party websites or services that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. We encourage you to review the privacy policy of every site you visit.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. For significant changes, we will provide additional notice through the Service or via email. Your continued use of the Service after any changes constitutes acceptance of the updated Privacy Policy.

13. Contact Us

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