This Privacy Policy explains how RM Ventures LLC (“RM Ventures,” “we,” “us,” or “our”) collects, uses, discloses, and safeguards information in connection with Responder HQ (the “Service”), a cloud platform for volunteer fire departments. For the personal data a Department stores in the Service, the Department is the data controller and RM Ventures acts as its processor; our handling of that data is governed by our Data Processing Agreement.
Department profile information (name, state, FDID, stations) and member records, including names, contact information, emergency contacts, ranks and roles, certifications, and training records.
Fire incident records, including NERIS reports, which may contain incident locations, times, narratives, apparatus and personnel responses, and information about persons involved in an incident.
Apparatus and equipment records, attendance, and scheduling information created within the Service.
Information generated as you use the Service, such as sign-in events, IP address, browser and device information, pages accessed, and diagnostic logs used to operate and secure the Service.
We process Customer Data only on the documented instructions of the Department, as described in the Data Processing Agreement. We do not sell personal data, and we do not use Customer Data for advertising.
We share data with a limited set of service providers (“sub-processors”) that help us deliver the Service, each bound by appropriate confidentiality and data-protection obligations:
| Sub-processor | Purpose | Location |
|---|---|---|
| Microsoft Azure | Cloud hosting and database | United States (Central US region) |
| Cloudflare | DNS and email routing | United States |
| NERIS / UL Fire Safety Research Institute (FSRI) | Incident data exchange | United States |
We may also disclose information where required by law, to protect our rights and the safety of others, or in connection with a corporate transaction, subject to appropriate safeguards.
We retain Customer Data for as long as the Department maintains an active subscription and as needed to provide the Service. Following termination, Customer Data is deleted or returned in accordance with the Data Processing Agreement, except where longer retention is required by law. Log and diagnostic data are retained for a limited period consistent with operational and security needs.
We implement administrative, technical, and organizational measures designed to protect data, including encryption in transit, access controls and role-based permissions, tenant isolation so each Department’s data is segregated, authentication safeguards including two-factor authentication and account lockout, and hosting on infrastructure that maintains industry security certifications. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Because a Department controls the personal data it stores in the Service, requests to access, correct, export, or delete member or incident data should generally be directed to the Department. Departments and data subjects may also contact us at support@responder-hq.com, and we will assist the responsible Department in responding to such requests as described in the Data Processing Agreement.
The Service uses cookies and tokens that are strictly necessary to operate it, rather than for advertising or cross-site tracking:
The Service is intended for use by fire departments and their adult members and is not directed to children. We do not knowingly collect personal data directly from children. If a Department includes any records relating to minors, the Department is responsible for having an appropriate basis to do so.
The Service is operated and hosted in the United States. If you access the Service from outside the United States, you understand that data will be processed and stored in the United States, which may have data-protection laws different from those of your jurisdiction.
We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last updated” date and version above and, where appropriate, provide additional notice.
RM Ventures LLC
18526 Upper Columbus Rd, Gordo, AL 35466
Privacy inquiries: support@responder-hq.com