Your members' data, locked down and still yours

Member PII — names, emails, phone numbers, SSNs, and ID-theft PINs — isn't just sitting in plain database columns. The values themselves are encrypted with an application key kept separate from the database. That means even a stolen database dump is gibberish without the key, and the key never lives in the same place as the backups.

Access in the app is scoped by role and by department, so a training officer sees what a training officer needs and nothing more — and one department can never read another's records.

Every account can turn on TOTP two-factor (any authenticator app) and modern WebAuthn passkeys — phishing-resistant sign-in tied to the device, no password to steal. Backup codes are there for the chief who locks themselves out of a new phone. None of this is a paid tier; it ships with every plan, on by default for the people who want it.

Every check, alert, hydro, and bunker-gear inspection is timestamped and attributed to the person who did it. That's not just good security hygiene — it's exactly the kind of inspection-ready recordkeeping NFPA 1851 expects for PPE lifecycle tracking. When the auditor shows up, you hand them a tablet that walks them through every record, not a banker's box of paper nobody can vouch for.

The same audit log answers the questions that come up after the fact: who marked the engine check complete, when the SCBA cylinder was last hydro-tested, and who edited a member's record.

Reminders, member invites, and agreements go out from events@yourdept.org — not from us. Each department configures its own SMTP (or Mailgun) with SPF and DKIM aligned, so mail lands in inboxes instead of spam folders and members never see "Firehouse 360" in their inbox. It's your department's name on every message, and your domain's reputation that benefits.

The platform is backed up regularly so a bad day for a hard drive isn't a bad day for your records. And because no software runs forever for everyone, you're never trapped: members, certs, training hours, journal entries, and custom check templates all export as CSV or JSON on demand. If you ever decide to leave, we hand you everything and shake hands — no retention games, no export fee.

Have a specific compliance, retention, or insurance question? Ask us directly — a real person answers.

We do not sell your information. To run the service we rely on a short list of vetted providers, and we share only what each one needs to do its job:

• Cloud hosting & infrastructure — to store, host, secure, and back up the platform.
• Payment processing (Square, and where used Clover or Stripe) — to handle dues, donations, and refunds. We never store full card numbers.
• Email & SMS delivery (e.g. Mailgun) — to send confirmations, reminders, and account notices.
• Dispatch & mapping (Active911, Google Maps) — for the optional CAD board and maps.
• Analytics (e.g. Google) — privacy-respecting site metrics only; not for cross-site advertising.

Full detail is in our Privacy Policy and the current Subprocessor list. Departments that need a signed Data Processing Addendum can request one.

We welcome good-faith security research. If you believe you’ve found a vulnerability, please tell us privately via our contact page before disclosing it publicly, and give us a reasonable chance to fix it. Researchers who follow our disclosure policy — accessing only their own data, avoiding privacy violations and service disruption — will not be pursued for their research (safe harbor).

Machine-readable contact: /.well-known/security.txt.

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