Privacy Policy

1. Overview

This Privacy Policy describes how Prepared Partners LLC ("we", "us") collects, uses, and protects information in connection with Command OS, an incident management platform provided to public-safety agencies. The agency that provisioned your account ("your agency") controls its own data; we process that data on the agency's behalf as its service provider. Each agency's data is isolated from every other agency on the platform. We are committed to protecting the privacy of all users.

2. Information We Collect

We collect the following categories of information:

Account information

• Full name and email address
• Phone number (if provided)
• Agency and unit affiliation
• Role and access level
• Account creation and activity timestamps

Operational data

• ICS 214 activity log entries
• Personnel assignments and check-in records
• Incident and operational period data
• Demobilization requests and approvals

Technical data

• Login activity and session information
• Browser type and device information (via standard web logs)

3. How We Use Your Information

We use collected information to:

• Authenticate users and manage access to the App
• Support incident management operations and ICS documentation
• Send SMS notifications and account invitations to registered phone numbers
• Generate official incident reports and activity logs
• Maintain platform security and investigate unauthorized access
• Improve the App's functionality and reliability

4. SMS Messaging

If you provide a phone number, you may receive SMS text messages from Command OS, including account invitations and operational notifications sent by authorized administrators.

SMS messages are delivered via Twilio. Your phone number is transmitted to Twilio solely for message delivery. Twilio's privacy practices are described attwilio.com/legal/privacy.

To opt out of SMS messages, reply STOP to any message or contact your system administrator. Standard message and data rates may apply.

5. Information Sharing

We do not sell your personal information. We may share information in the following limited circumstances:

• Service providers: Supabase (database and authentication), Vercel (hosting), Resend (email delivery), and Twilio (SMS delivery). Each is bound by data processing terms.
• Authorized personnel within your agency: Incident data is visible to other authorized users in your agency who are part of the same incident or operation. Data is isolated between agencies — users of one agency cannot see another agency's personnel or incident data.
• Legal requirements: We may disclose information if required by law, court order, or to protect the safety of personnel.

6. Data Security

We implement industry-standard security measures including encrypted connections (HTTPS), row-level security on the database, and role-based access controls. However, no system is completely secure. Users are responsible for keeping their credentials confidential.

7. Data Retention

Account and operational data is retained for as long as it is needed for incident documentation and departmental record-keeping purposes, or as required by applicable law. Inactive accounts may be deactivated by administrators but records are preserved for audit and compliance purposes.

8. Your Rights

You may request access to, correction of, or deletion of your personal information by contacting your system administrator. Note that certain operational records may be subject to retention requirements that limit our ability to delete them.

9. Children's Privacy

Command OS is intended for use by adult emergency management professionals. We do not knowingly collect information from individuals under 18 years of age.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page reflects the most recent revision. Continued use of the App after changes are posted constitutes acceptance of the updated Policy.

11. Contact

For questions about this Privacy Policy or your data, contact your system administrator or reach Prepared Partners LLC through the contact information provided to your department.