Legal

Privacy Policy

Effective date: June 1, 2026 · Last updated: September 20, 2026

    Plain English summary: FiregroundOS is incident command software for fire departments. We collect only what we need to run the service, and we don't sell your data. Incident data you enter stays yours. Depending on the features your department uses, that data can include personal information such as names, dates of birth, contact details, vehicle and insurance details, and patient or injury details entered into reports and forms. A department can turn on PII/PHI-Free Mode, which hides those fields in the app and leaves patient, injury, occupant, and witness records out of exported reports. Firefighter names are displayed minimally (initial + last name only). We use OpenAI to transcribe voice input and Anthropic's Claude to interpret transcripts, look up hazmat information, and read text from IDs, paperwork, appliance information, and rosters you scan or upload. That data is sent to their APIs but, per their API terms, not used to train their models.
  

1. Who we are

FiregroundOS ("we," "us," or "our") provides incident command software for fire departments. Our contact email is support@firegroundos.com.

Note: FiregroundOS is currently operating as an unincorporated business. This policy will be updated when a formal legal entity is established.

2. What data we collect

Account and department data

Name and email address when you register
Department name, unit prefix, station names, and apparatus lists entered during setup
User role (admin vs. member)
Sign-in details: the IP address, device type, browser, and time of each sign-in, which we use to email you a login alert

Demo and trial requests

If you request a free trial or demo on our website: your name, email address, department, role, and (optionally) phone number
If you arrived from a QR code or campaign link, a short tag identifying that link
When you open your trial link: the date your trial started and ends
The trial uses a practice department with sample data. Please do not enter real incident or personal information into it

Regional view, staging links, and outreach

Regional view: people who open a regional link with its PIN see unit-level status and the incident commander's name, without other personnel names. When the link ends they can optionally leave their name, department, email address, and phone number so we can follow up
Staging links: people who use a staging link with its PIN can check a unit in by entering unit details, such as a unit name and type, without creating an account
Sales outreach: if we contact you about FiregroundOS as a prospective department, we keep contact details such as your name, email address, and department. Our emails may include a small image that records whether and when the email was opened. To be removed, email us and we will delete your details

Incident data

Incident address, type, alarm level, and status
Unit assignments, personnel counts, and status changes
Radio log entries and timestamps
PAR check records
Personnel rosters (names and unit or shift assignments), displayed as first initial and last name
Personal information you choose to enter, depending on the features your department uses: contact records (name, phone, address, and, when PII/PHI-Free Mode is off, date of birth, plate, VIN, and insurance details); MVA and MCI patient records; and structure and vehicle fire report details such as injuries, occupants, and witnesses
Vehicle type, year, make, model, and power type recorded on MVA incidents (never VIN, plate, owner, or insurance information in that section)
Free-text notes and radio log entries can contain anything typed or spoken into them. PII/PHI-Free Mode does not filter free text

Photos and scans

MVA scene photos are taken with the device camera. Faces are detected automatically on the device, and the officer reviews the photo and can add or adjust boxes over anything else, such as license plates, before anything is saved. Only the pixelated version is uploaded or stored. The original is discarded and never leaves the device
Photos taken in the general Scene Media panel are stored as captured and are not automatically redacted, so avoid capturing identifiable people in them
IDs and paperwork you scan (contact and MCI patient scans) are uploaded for storage, and the image is sent to Anthropic to extract text such as a name, date of birth, phone number, and address
If you share a photo by email, a link to the photo and the recipient's email address are sent through our email provider (see Section 6)

Usage data

Browser type, device type, and operating system
Pages visited and features used within the app and on our website
We use Google Analytics on our website, demo, and app to measure page visits and feature use. Google Analytics uses cookies and similar identifiers and receives your IP address, device, and browser information. You can block it with your browser settings or Google's opt-out browser add-on
Error logs and crash reports

3. How we use your data

To operate and deliver the FiregroundOS service
To process voice input and radio transcripts using AI (see Section 5)
To sync incident data across devices in your department
To send account-related emails (registration, password reset, service updates)
To email you your trial link and to follow up with you about FiregroundOS if you requested a trial or demo, left your details on a regional link, or are a prospective department we contacted
To email you a login alert when your account is signed in
To send a photo link by email when you ask us to share one
To look up map positions, hydrants, and weather for an incident when you use those features (see Section 6)
To improve the product based on how it is used
To respond to support requests

4. Data storage and security

Incident and account data is stored on Supabase's platform infrastructure, hosted in the United States. Data is transmitted over encrypted HTTPS connections. We do not store payment card information — if billing is introduced, payments will be handled by a third-party processor (e.g., Stripe).

When your device is offline, some data, including queued redacted photos, is held in your browser's local storage until it can sync.

While we take reasonable measures to protect your data, no system is completely secure. You are responsible for keeping your account credentials confidential.

5. AI processing (OpenAI and Anthropic)

FiregroundOS uses two AI providers, both server-side, so your data does not go directly from your browser to either company. What is sent depends on which tools you use.

OpenAI (Whisper) transcribes voice audio into text: radio input, fire radio terminology training, and dictation of MVA patient information. We do not keep the audio on our servers, and we do not write transcripts to our server logs. A transcript you save into an incident is kept as part of that incident.
Anthropic (Claude) interprets transcribed text to parse unit assignments, radio traffic, and incident terminology, looks up chemical/hazmat reference data, and reads text from images you scan or upload, such as IDs and paperwork (which can include names, dates of birth, and addresses), appliance information, and department rosters.
MVA scene photos, which are redacted on the device, are not sent to either AI provider.

Both providers process this data to generate a response and, per their API terms, do not use it to train their models
Voice recordings, radio text, and scanned images can contain personal information, and it is sent to the provider to perform the task you asked for
AI output can be wrong. Check scanned and transcribed information before relying on it
Their privacy policies govern their handling of this data: openai.com/privacy and anthropic.com/privacy

6. Data sharing

We do not sell, rent, or trade your personal data. We may share data with:

Supabase — our database, file storage, authentication, and server functions provider
Vercel — hosting and serverless functions for the app and website
Cloudflare — our API proxy and CDN provider
OpenAI — for voice transcription (see Section 5)
Anthropic — for AI feature processing (see Section 5)
Resend — email delivery for account emails, login alerts, trial links, and shared photo links
Google Analytics — website and app usage measurement (see Section 2)
Mapbox, OpenStreetMap (Nominatim and Overpass), and Open-Meteo — when you use mapping, hydrant, hazmat, or landing-zone features, the incident address or map coordinates are sent to these services to find a map position, nearby hydrants, and wind conditions
People you share with — anyone you give a regional link, staging link, or photo link to can see what that link shows
Law enforcement — if required by law or to protect the safety of users

7. Data retention

We retain account data for as long as your department's account is active. Closed incidents are retained indefinitely unless you request deletion. You may request deletion of your account and associated data by emailing us. Trial and demo request details (name, email, department, role, and phone number) are kept until you ask us to delete them, and the sample data in a trial's practice department is deleted automatically.

8. Your rights

You have the right to:

Access the personal data we hold about you
Correct inaccurate data
Request deletion of your account and data
Export your incident data

To exercise these rights, contact us at support@firegroundos.com.

9. Children's privacy

FiregroundOS is intended for use by adult fire department personnel. We do not knowingly collect data from anyone under 18 years of age.

10. Changes to this policy

We may update this policy as the service evolves. We will notify registered users by email of material changes. Continued use of the service after changes constitutes acceptance of the updated policy.

11. Contact

Questions about this policy? Email us at support@firegroundos.com.