1. Who We Are

Fleet Ops is operated for use by Hampton Roads regional emergency services agencies to manage and monitor marine and specialty assets. The application is hosted on Google Firebase infrastructure.

2. Information We Collect

When you register for access, we collect the following information:

• Full name and rank/title — to identify you within your agency
• Agency email address — used as your login credential and for system notifications
• Duty phone number — for operational contact purposes within the app
• Jurisdiction and agency — to assign you to the correct city and department
• Requested access level and reason — reviewed by administrators during the approval process

Once approved, your account also stores:

• Your assigned role (viewer, operator, command, or administrator)
• Account creation date and approval status
• Actions you take within the app (status updates, duty contact changes) associated with your account

2b. Location Data

Fleet Ops may request access to your device's location only when you explicitly activate live tracking by setting a vessel to "Underway" status. You will be prompted for permission at that moment — location is never collected automatically, in the background, or without your direct action.

When active, your GPS coordinates are written to the vessel's record in Firestore so other approved users can see the vessel's live position on the operational map. Location data is cleared automatically when the vessel's underway status ends.

3. How We Use Your Information

Your information is used exclusively for the following operational purposes:

• Authenticating your identity when you sign in
• Displaying your name and agency within the app to other approved users
• Sending approval or notification emails related to your account
• Associating your actions with your account for operational accountability
• Enabling administrators to manage user access and roles

We do not use your information for advertising, marketing, or any commercial purpose.

4. Who Can See Your Information

• Other approved app users may see your name and agency when it appears on duty contact fields or in the personnel directory
• System administrators can view all account information to manage access
• No third parties receive your personal information. We do not sell, rent, or share your data with outside organizations

5. Data Storage and Security

All data is stored in Google Firebase (Firestore and Firebase Authentication), hosted in Google Cloud infrastructure. Firebase provides industry-standard encryption in transit (TLS) and at rest.

Access to the database is controlled by Firestore Security Rules that enforce role-based permissions — users can only read and write data appropriate to their assigned role.

6. Data Retention

Your account data is retained for as long as your account is active. If your account is denied or deactivated by an administrator, your data may be retained for up to 90 days for audit purposes before deletion upon request.

To request deletion of your account and associated data, contact a system administrator or use the deletion request process described below.

6a. Account & Data Deletion

Upon receiving a verified deletion request, the following data will be permanently deleted within 30 days:

• Your Firebase Authentication account and login credentials
• Your Firestore user profile (name, rank, phone, agency, role)
• Any duty contact assignments associated with your account
• Any GPS location data written during underway sessions

Operational log entries (e.g. status change history) may be retained for up to 90 days for audit purposes before permanent deletion. No personal data is shared with third parties during or after this process.

7. Third-Party Services

Fleet Ops uses the following third-party services:

• Google Firebase — authentication, database, and app hosting. Firebase Privacy Policy
• EmailJS — used to send approval notification emails. EmailJS Privacy Policy
• OpenStreetMap — map tiles displayed within the app. No personal data is sent to OpenStreetMap. OSM Privacy Policy

8. Children's Privacy

Fleet Ops is intended for use by adult emergency services personnel only. We do not knowingly collect information from anyone under 18 years of age.

9. Changes to This Policy

We may update this privacy policy as the application evolves. Continued use of the application after changes are posted constitutes acceptance of the updated policy. The effective date at the top of this page will reflect the most recent revision.

10. Contact

If you have questions about this privacy policy or your data, contact your regional Fleet Ops administrator. For technical concerns, reach out via the in-app feedback system.