Introduction
StationHQ ("we," "our," or "us") is a member portal application designed for fire and EMS departments. This Privacy Policy explains how we collect, use, and protect information when you use the StationHQ mobile application (collectively, the "App").
By using StationHQ, you agree to the collection and use of information in accordance with this policy. StationHQ is intended for use within the United States only.
Information We Collect
Information You Provide
When you register and use StationHQ, we collect the following information provided by you or your department administrator:
- Full name
- Email address (which may be an Apple private relay address if you use Sign In with Apple and choose to hide your email)
- Phone number (optional, required only for SMS alerts)
- SMS consent status (if you opt in to text message alerts)
- Rank and role within your department
- Training hours and certifications
- Dues payment status
- Messages sent within the StationHQ group messenger
- Profile photo and department logo (uploaded images)
Information Collected Automatically
When you use the App, we automatically collect:
- Device push notification tokens (to deliver alerts and reminders)
- RSVP responses to department events
- On-duty status
- Event reminder preferences
- App usage data necessary to provide core functionality
How We Use Your Information
We use the information we collect solely to operate and improve StationHQ. Specifically, we use your information to:
- Display your profile and roster information to other verified members of your department
- Send push notifications for department alerts and event reminders
- Track RSVP responses and attendance for department events
- Manage dues records and department finances
- Display on-duty status to department members
- Send scheduled event reminders the day before upcoming events
- Facilitate group messaging between verified members of your department
We do not use your information for advertising, marketing to third parties, or any purpose unrelated to operating the StationHQ application.
Information Sharing
We do not sell, trade, or rent your personal information to third parties. We share your information only in the following limited circumstances:
Within Your Department
Your name, rank, phone number, on-duty status, and RSVP responses are visible to other verified members of your department within the App. This is core to the functionality of StationHQ.
Service Providers
We use the following third-party services to operate StationHQ:
These providers process your data only as necessary to provide their services and are bound by their own privacy policies and data protection agreements.
Legal Requirements
We may disclose your information if required to do so by law or in response to valid requests by public authorities.
Group Messenger
StationHQ includes a group messaging feature that allows verified members within your department to communicate directly through the App. The following applies to all messages sent through this feature:
- Messages are visible only to verified members of your department
- Message content is stored securely in our database via Supabase
- All messages are automatically and permanently deleted after 90 days
- Deleted messages cannot be recovered after the 90-day period
The 90-day automatic deletion policy applies to all group messenger content. We do not archive, sell, or analyze message content for any purpose other than delivering messages to your department members.
Department administrators may have the ability to moderate message content within their station. StationHQ is not responsible for the content of messages sent between department members.
Data Security
We take reasonable measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. Your data is stored securely using Supabase, which employs industry-standard encryption and security practices.
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.
Push Notifications
StationHQ uses Expo Push Notifications and Apple APNs to deliver push notifications to your device. These notifications include department alerts and event reminders. Your device push token is stored in our database and associated with your member account.
You can disable push notifications at any time through the Settings page within the App or through your device's notification settings. Disabling notifications will stop push delivery to your device.
SMS Text Messages
⚠ Future use — not yet active. The SMS program described in this section is documented for transparency and is awaiting Twilio A2P/10DLC carrier registration. No SMS messages are currently sent from StationHQ. Once activated, the feature will operate exactly as described below.
StationHQ offers an optional SMS alerts feature for members who provide a mobile phone number and explicitly opt in. SMS is delivered via Twilio. Consent is captured inside the app and recorded with a timestamp on your member record.
What messages you'll receive (if opted in)
- Emergency and drill callouts
- Meeting, training, and event reminders
- Dues and payment reminders
Message frequency varies. Msg & data rates may apply. Reply STOP to any message to unsubscribe. Reply HELP for help. Your mobile number will never be shared with third parties for marketing or any purpose other than delivering the alerts you consented to.
Mobile Information Sharing
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
How to opt in
Opt-in is entirely in your control. Open StationHQ, go to Settings → Notifications → SMS Alerts, and toggle it on. You will see the full consent language before enabling the switch. No SMS will be sent to you unless this toggle is on and a phone number is on your profile.
How to opt out
You can opt out at any time by:
- Replying STOP to any SMS from StationHQ (handled by Twilio, instant)
- Toggling the SMS Alerts switch off in the app
- Removing the phone number from your profile
See our SMS Terms & Consent Page for the full opt-in text and a description of the in-app flow.
Data Retention
We retain your personal information for as long as your account is active or as needed to provide you with the App's services. If your account is removed by a department administrator, your personal information will be deleted from our systems.
Group messenger messages are automatically and permanently deleted after 90 days, regardless of account status. This deletion cannot be undone.
You may request deletion of your data at any time by contacting your department administrator or reaching out to us directly at the contact information below.
Children's Privacy
StationHQ is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you believe we have inadvertently collected information from a minor, please contact us immediately and we will take steps to delete such information.
Your Rights
You have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your personal information
- Opt out of push notifications at any time
- Opt out of SMS alerts at any time (reply STOP, toggle off in Settings, or remove your phone number)
To exercise any of these rights, please contact your department administrator or reach out to us directly using the contact information below.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any significant changes by updating the effective date at the top of this policy. Your continued use of the App after any changes constitutes your acceptance of the updated policy.
Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us: