TURNOUT FIRE RESPONSE / LEGAL
Privacy Policy
Effective October 27, 2026
This policy describes how VIDERE VENTURES, INC., operating the Responsity technology brand (“we,” “us,” or “our”), handles information through TurnOut Fire Response, its administrative portals, and related websites (“TurnOut” or the “Service”). Privacy questions and requests may be sent to support@responsity.com.
1. Scope and department administration
TurnOut is designed for invited fire-department and first-responder personnel. Your department or station controls invitations, memberships, qualifications, and access permissions. We process organization records to provide the Service; your organization may have its own privacy, employment, public-records, and retention obligations. Ask your administrator about those practices.
This policy covers our handling of information. It does not govern your department’s independent systems or third-party websites, applications, map services, operating systems, or speech-recognition services, which have their own policies.
2. Information we handle
| Category | Examples and source |
|---|---|
| Account information | Your name, email address, account identifier, verification status, authentication credentials and session information. Firebase Authentication manages authentication; our application database does not store your plaintext password. |
| Organization and membership records | Department and station names and addresses, administrator contact details such as phone and email, invitations, memberships, roles, rank, Engineer/Driver/EMR qualifications, and apparatus assignments supplied by you or your administrators. |
| Call and response information | Active-call details, the member initiating a call, response and arrival status, engineer requirements, timestamps, and information used to coordinate station responses. |
| Location information | Precise coordinates, location accuracy and sample time, the destination station, and estimated arrival information when you use location-enabled response features. |
| Content you provide | Incident screenshots you select, chat messages, edits and reactions, and text you choose to send after dictation. Content may include information about other people if you or your organization upload it. |
| Technical and support information | Request and security logs, IP addresses and connection information processed by hosting or authentication providers, error information, and device/app details, correspondence or attachments you choose to provide to support. |
Provide only information you are authorized to share. Avoid including unnecessary personal, patient, confidential incident, or location information in screenshots, chat, or support messages.
3. Location and background use
TurnOut uses precise location to show your position and estimated arrival at a station during an active response. If you grant background location permission, updates may continue while your phone is locked or another app is in use.
Location sharing is associated with the active call you are responding to. It is designed to stop when you arrive, cancel or decline your response, sign out, or the call ends. Changing your response to another station changes the active response context. Device settings, connectivity, operating-system restrictions, and app state can affect when updates start or stop.
Authorized members with access to that station’s active call can see shared response information, including available location and arrival estimates. Google mapping and routing services process location and destination information needed to display maps and calculate travel estimates.
The application server uses current location samples for live response coordination and does not write a GPS route history or raw coordinate samples into the application database. Location or incident information you include in a screenshot, chat message, or support email is content and is handled under the retention rules for that content. Mapping, operating-system, and infrastructure providers may separately process technical information under their policies.
You can deny or revoke location permissions in device settings and can end your response in the app. Without suitable permission or a usable position, location and arrival estimates may be unavailable; the response can still be shown without a location or known arrival estimate.
4. Microphone and speech recognition
If you choose voice entry, TurnOut requests microphone and speech-recognition permissions and uses the device’s available speech-recognition service to turn speech into text. Depending on your device, settings, and provider, processing may occur on the device or on the speech provider’s servers.
TurnOut does not upload dictation audio to its application backend or intentionally retain an audio recording. Dictated text is shown for review and is sent to call chat only when you choose Send. Once sent, it is handled as a chat message. The operating-system or speech provider may handle audio or other speech data under its own policies. You can decline microphone permission and type instead.
5. How information is used
We use information to:
- Authenticate users, verify email addresses, process invitations, and enforce organization and station access.
- Provide member administration, active-call coordination, response status, maps, arrival estimates, incident sharing, and call-specific chat.
- Provide account-related communications and respond to support, security, and privacy requests.
- Maintain and protect the Service, investigate misuse, troubleshoot errors, manage service capacity, and recover from failures.
- Comply with legal obligations and enforce applicable agreements.
Where a legal basis is required, processing may be based on performing an agreement, legitimate interests in operating and securing the Service, consent where required, or compliance with a legal obligation. Device permissions provide controls for optional features; they do not replace any consent or notice required by law.
7. Local storage and website data
The app and administrative portals use device storage, secure storage, browser storage, or authentication persistence to keep sessions, preferences, and recoverable onboarding information. Your device may retain selected images or entered information independently of our servers. Clearing local storage or uninstalling the app does not itself delete your account or organization records.
The public marketing, support, terms and privacy pages are static pages and do not use advertising cookies or marketing-tracking scripts. Hosting providers may process ordinary request and security logs. Administrative login and other third-party services may use their own session technologies.
8. Retention
We retain information for the purposes described in this policy, subject to account and organization needs, security and recovery requirements, applicable agreements, and legal obligations. Current application controls include:
- Account and organization records: Retained while needed to provide and administer the Service, or until a verified deletion request is fulfilled, unless continued retention is legally required or otherwise permitted for a specific legitimate purpose.
- Live location: Current samples are processed in application-server memory for active response use; the application database does not retain a raw coordinate or route history. Live response sessions are cleared when the response or call ends, and stale positions cease to be treated as current.
- Chat: Call chat is cleared from the active service when the call ends. Remaining messages have a 60-day application expiration. Cleanup is not a guarantee that every backup or recovery copy is immediately erased.
- Incident screenshots: Images are scheduled for removal when a call ends. Stored incident objects are also subject to a seven-day lifecycle cleanup rule. Deleted images can remain in private, seven-day provider recovery storage before permanent expiration. Cleanup and provider recovery processes may run asynchronously.
- Backups and recovery: Production database backups are currently configured for 14-day daily retention and 90-day weekly retention. Separate encrypted authentication backups have a 30-day lifecycle retention rule and seven-day provider recovery retention after deletion. Earlier versions or deleted records may remain in backup or recovery systems until expiration and are used for recovery, security or legal purposes rather than ordinary account access.
- Support and technical records: Retained as reasonably needed to resolve requests, maintain security, document actions and meet legal obligations. Provider logs and operational records follow applicable service retention settings.
We may preserve limited information where necessary for fraud prevention, disputes, legal obligations, or an organization’s applicable records requirements. Where a deletion exception applies, we limit retained information to that purpose. Information downloaded, copied or independently retained by your department or another recipient is subject to their own obligations and controls.
9. Your choices and privacy requests
You can review available account settings, ask your administrator to correct membership or qualification records, change device permissions, and stop using the Service. Depending on applicable law and our role in processing the information, you may have rights to access, correct, delete or obtain a copy of information, restrict or object to certain processing, withdraw consent, or appeal a decision on a privacy request. Where applicable, you may also contact your privacy regulator. We will not unlawfully discriminate against you for exercising a privacy right.
Request account or data deletion
To request deletion, email support@responsity.com with the subject “TurnOut Account Deletion”, preferably from your account email. Identify your account and department, and say whether you want the account deleted or have another data request. Do not send a password or verification code. This email method can be used even if you cannot access the app.
We may need to verify identity and authority before acting. We will review requests and respond within the time required by applicable law. We may coordinate with your department where it controls organization records, and arrange administrator succession when needed, without limiting rights that applicable law requires us to honor. We will explain applicable limits or information retained for a permitted reason. Removing a station membership is different from deleting an account, and deleting an account does not necessarily delete independent department records or another member’s content.
Send other privacy requests to the same address with the subject “TurnOut Privacy Request.”
10. Security and processing locations
We use safeguards appropriate to the Service, including authenticated access controls, role and membership checks, encrypted connections, restricted cloud storage, and recovery controls. No internet service, device, or storage system can be guaranteed completely secure. Keep credentials confidential and report suspected misuse promptly.
The Service uses cloud infrastructure in the United States. Providers may process information in the United States or other locations where they operate. If you use TurnOut from elsewhere, your information may be processed outside your home jurisdiction, subject to applicable safeguards and legal requirements. We do not promise that all third-party processing occurs in a single country.
11. Children’s information
TurnOut is intended for authorized department personnel and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided information without appropriate authorization, contact support@responsity.com so we can investigate and take appropriate action. Organizations are responsible for any additional rules applicable to cadets, junior members, or other minors.
12. Changes and contact
We may revise this policy to reflect changes in the Service, data practices, or legal requirements. We will post the revised policy with an updated effective date and provide additional notice or obtain consent for material changes where required by law.
Privacy contact: VIDERE VENTURES, INC., provider of TurnOut under the Responsity technology brand.
Email: support@responsity.com
Support: responsity.com/support