Privacy Policy

Burns IT (“Burns IT,” “Company,” “we,” “our,” or “us”) is committed to protecting the privacy and security of the information entrusted to us through the fireStation™ web-based fire department management platform (“fireStation” or the “Service”).

This Privacy Notice explains how Burns IT collects, uses, stores, protects, discloses, and retains information when you use fireStation or visit our website.

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1. Scope

This Privacy Notice applies to:

• fireStation™ web application
• Burns IT websites
• Customer support services
• Training services
• Online documentation
• Customer portals
• Mobile-responsive versions of fireStation

This Privacy Notice does not apply to third-party websites or services that may be linked from fireStation.

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2. Our Role

Burns IT primarily provides software to fire departments, fire protection districts, emergency medical service agencies, and other public safety organizations.

In most cases:

• The Customer (the agency) determines what information is collected and how it is used.
• Burns IT acts as a service provider (or processor) on behalf of the Customer by hosting, processing, and securing Customer Data.

Questions regarding incident reports, patient records, personnel files, or other agency records should generally be directed to the agency that collected the information.

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3. Information We Collect

Depending on how fireStation is used, we may collect:

A. Account Information

• Name
• Username
• Business email address
• Agency name
• Job title
• Telephone number
• User role
• Authentication credentials (stored securely)

B. Operational Information

Information entered by Customer users may include:

• Incident reports
• Fire investigation reports
• EMS documentation
• Inspection records
• Occupancy information
• Apparatus records
• Equipment inventories
• Training records
• Scheduling information
• Personnel certifications
• Grant records
• Board reports
• Internal notes
• Attachments and uploaded documents

C. Technical Information

We may automatically collect:

• IP address
• Browser type
• Operating system
• Device identifiers
• Login history
• Session information
• Error logs
• Security logs
• Audit logs
• Usage analytics
• Date and time of access

D. Support Information

When you contact Burns IT, we may collect:

• Support requests
• Email correspondence
• Phone records
• Screenshots
• Diagnostic information
• System logs needed to resolve issues

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4. Information We Do Not Intentionally Collect

Burns IT does not intentionally collect:

• Information from children under 13 through public-facing services
• Biometric identifiers unless provided by the Customer
• Sensitive personal information beyond what Customers choose to enter into the Service

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5. How We Use Information

We use information to:

• Provide the Service
• Authenticate users
• Maintain security
• Process Customer Data
• Respond to support requests
• Monitor system performance
• Detect fraud and unauthorized access
• Improve reliability and functionality
• Develop new features
• Comply with legal obligations
• Enforce our agreements

We do not use Customer Data for advertising or marketing unrelated to providing the Service.

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6. Customer Data

Customer Data belongs to the Customer.

Burns IT processes Customer Data solely:

• To provide the Service
• To maintain and secure the platform
• To create backups
• To troubleshoot technical issues
• To comply with applicable law
• As otherwise instructed by the Customer

Burns IT does not sell or license Customer Data.

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7. Cookies and Similar Technologies

Burns IT may use:

• Essential cookies
• Session cookies
• Authentication cookies
• Security cookies
• Load-balancing cookies
• Performance analytics

These technologies are used to:

• Maintain secure sessions
• Improve performance
• Remember user preferences
• Protect against unauthorized access

We do not use advertising cookies within fireStation.

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8. Disclosure of Information

Burns IT may disclose information:

• To cloud hosting providers
• To data backup providers
• To customer support providers
• To security monitoring providers
• To payment processors (for billing)
• To comply with law or court order
• To protect the rights or safety of Burns IT, Customers, or the public
• In connection with a merger, acquisition, or sale of substantially all assets, subject to appropriate confidentiality protections

Service providers are contractually required to protect information and use it only for authorized purposes

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9. Data Security

Burns IT uses commercially reasonable administrative, technical, and physical safeguards, which may include:

• Encryption in transit (TLS)
• Encryption of stored data where appropriate
• Multi-factor authentication support
• Role-based access controls
• Audit logging
• Security monitoring
• Regular software updates
• Routine backups
• Access controls
• Employee confidentiality obligations

No method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

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10. Data Retention

Burns IT retains information:

• As directed by the Customer
• As required by law
• As necessary to fulfill contractual obligations
• As needed for backup and disaster recovery
• As reasonably necessary to resolve disputes or enforce agreements

Upon termination of services, Customer Data will be retained or deleted in accordance with the applicable subscription agreement and Customer instructions, unless retention is required by law.

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11. California Privacy Rights

If California law applies to your personal information, you may have certain rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), subject to applicable exemptions.

Depending on the circumstances, these rights may include:

• The right to know what personal information has been collected about you.
• The right to request deletion of certain personal information.
• The right to request correction of inaccurate personal information.
• The right to request access to your personal information.
• The right to receive information in a portable format where required by law.
• The right to limit the use or disclosure of sensitive personal information, where applicable.
• The right not to receive discriminatory treatment for exercising applicable privacy rights.

Where Burns IT acts solely as a service provider processing Customer Data on behalf of a public agency or other Customer, requests relating to that Customer Data should generally be directed to the Customer, which determines the purposes and means of processing.

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12. Categories of Personal Information (California)

During the preceding twelve (12) months, Burns IT may have collected the following categories of personal information:

Category	Examples
Identifiers	Name, email address, username, IP address
Professional Information	Employer, job title, agency affiliation
Internet Activity	Browser, login history, usage logs
Commercial Information	Subscription and billing records
Sensitive Personal Information	Account credentials and any information Customers choose to enter into the Service

Burns IT collects only the information reasonably necessary to provide and secure the Service.

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13. Sale or Sharing of Personal Information

Burns IT does not:

• Sell personal information.
• Share personal information for cross-context behavioral advertising.
• Use Customer Data for targeted advertising.
• Rent Customer Data to third parties.

Accordingly, Burns IT does not knowingly engage in activities that require a “Do Not Sell or Share My Personal Information” link under current California law.

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14. Sensitive Personal Information

Burns IT uses sensitive personal information only for purposes permitted under California law, including:

• Providing requested services
• Authentication
• Security
• Fraud prevention
• Compliance with legal obligations
• Maintaining and improving the Service

Burns IT does not use sensitive personal information to infer characteristics about individuals for advertising or profiling purposes.

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15. International Users

fireStation is intended primarily for use within the United States.

If information is accessed from outside the United States, it may be transferred to and processed in the United States, where privacy laws may differ from those of other jurisdictions.

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16. Changes to This Privacy Notice

Burns IT may update this Privacy Notice from time to time.

Material changes may be communicated through the Service, by email, or through other reasonable means.

The revised Privacy Notice becomes effective on the date identified above.

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17. Contact Us

If you have questions regarding this Privacy Notice or Burns IT’s privacy practices, please contact:

Burns IT
California, USA

Email: markburns@firestationreporting.com
Website: www.firestationreporting.com

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18. Public Agency Records

Many Customers of fireStation are California public agencies.

Records maintained by those agencies may be subject to the California Public Records Act (Government Code § 7920 et seq.) or other applicable laws governing public records.

Burns IT does not determine whether Customer records are subject to public disclosure. Requests for access to agency records should generally be directed to the applicable Customer.

END USER LICENSE AND SERVICE AGREEMENT (EULA)

This End User License and Service Agreement (“Agreement”) is entered into between Burns IT, a California business (“Burns IT,” “Company,” “we,” “our,” or “us”), and the organization or individual accepting this Agreement (“Customer,” “Agency,” “Organization,” or “User”).

By creating an account, logging into, accessing, or otherwise using the fireStation™ web application or related services, you acknowledge that you have read, understand, and agree to be bound by this Agreement. If you do not agree to these terms, you may not access or use the Service.

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1. Definitions

“Service” or “Software” means the fireStation™ web-based Software-as-a-Service (SaaS) platform, including its websites, databases, dashboards, modules, mobile-responsive interfaces, application programming interfaces (APIs), documentation, updates, and related services provided by Burns IT.

“Customer Data” means all information entered, uploaded, stored, generated, or transmitted by the Customer or its authorized users through the Service.

“Authorized User” means any individual approved by the Customer to access the Service.

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2. Description of the Service

fireStation™ is a secure, web-based Software-as-a-Service (SaaS) platform developed and operated by Burns IT for fire departments, fire protection districts, emergency medical service agencies, and other public safety organizations.

The Service may include modules for:

• Incident reporting
• Emergency response documentation
• Personnel management
• Apparatus and fleet management
• Equipment inventory
• Preventive maintenance
• Training and certifications
• Fire prevention inspections
• Board and administrative reporting
• Payroll support
• Statistical reporting
• Mutual aid documentation
• Document management
• Dashboards and analytics
• Other public safety operational functions

Burns IT may add, modify, or discontinue features as the Service evolves.

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3. License Grant

Subject to this Agreement and payment of applicable subscription fees, Burns IT grants Customer a limited, non-exclusive, non-transferable, revocable license to access and use fireStation solely for Customer’s internal governmental or organizational operations.

This Agreement grants only the right to access the Service through approved web browsers and authorized interfaces. No ownership rights or interest in the Software are transferred.

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4. Ownership

fireStation™, including its software, source code, object code, databases, workflows, interfaces, documentation, graphics, trademarks, logos, and all associated intellectual property, is owned exclusively by Burns IT and is protected by United States copyright, trademark, trade secret, and other applicable laws.

Customer retains ownership of all Customer Data.

Nothing in this Agreement transfers ownership of Burns IT intellectual property.

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5. Authorized Users

Customer may authorize access for individuals performing official duties, including:

• Fire Chiefs
• Command Staff
• Career Firefighters
• Volunteer Firefighters
• Reserve Personnel
• EMS Personnel
• Administrative Staff
• Fire Prevention Personnel
• Inspectors
• Board Members
• • Contractors or consultants authorized by Customer

Each Authorized User must have an individual account. Shared user accounts are prohibited except where expressly approved by Burns IT for designated system functions.

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6. Customer Responsibilities

Customer agrees to:

• Maintain accurate account information.
• Ensure Authorized Users comply with this Agreement.
• Maintain the confidentiality of login credentials.
• Promptly disable access for former employees or volunteers.
• Protect confidential information.
• Ensure information entered into the Service is accurate to the best of its knowledge.
• Report suspected unauthorized access immediately.
• Comply with all applicable laws.

Customer is responsible for all activity occurring under it's user accounts.

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7. Customer Data

Customer retains all ownership rights in Customer Data.

Customer grants Burns IT a limited license to host, store, process, transmit, back up, and otherwise use Customer Data solely for the purpose of providing, maintaining, securing, supporting, and improving the Service.

Burns IT will not sell Customer Data or use Customer Data for advertising purposes.

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8. Data Export

During the Subscription Term and for a reasonable period following termination, Customer may request export of Customer Data in a commercially reasonable electronic format.

Burns IT may charge reasonable professional service fees for extraordinary export requests requiring significant custom work.

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9. Privacy and Confidential Information

Customer acknowledges the Service may contain confidential information, including:

• Personally Identifiable Information (PII)
• Protected Health Information (PHI)
• Incident reports
• EMS documentation
• Personnel records
• Investigation records
• Fire inspection records
• Critical infrastructure information
• Hazardous materials information

Customer is responsible for limiting access to individuals with a legitimate business need.

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10. Compliance with Applicable Law

Customer is responsible for ensuring its use of fireStation complies with all applicable federal, state, and local laws, regulations, and policies, including, where applicable:

• California Public Records Act (Gov. Code § 7920 et seq.)
• California Confidentiality of Medical Information Act (CMIA)
• HIPAA
• HITECH
• California Government Code
• California Health and Safety Code
• California Penal Code
• California Fire Code
• California Code of Regulations
• NERIS reporting requirements
• FEMA reporting requirements
• CJIS Security Policy (when applicable)

Burns IT provides software tools but does not provide legal or regulatory compliance services.

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11. Acceptable Use

Authorized Users shall use fireStation only for legitimate organizational purposes.

Users shall not:

• Access information unrelated to their official duties.
• Share user credentials.
• Circumvent security controls.
• Attempt unauthorized access.
• Upload malicious software.
• Interfere with Service operations.
• Reverse engineer or decompile the Software.
• Remove proprietary notices.
• Use automated scraping tools without written authorization.
• Use the Service for unlawful purposes.

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12. Internet Access and System Requirements

Customer is responsible for maintaining:

• Reliable internet connectivity

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13. Browser Compatibility

fireStation supports current versions of major web browsers, including:

• Google Chrome
• Microsoft Edge
• Mozilla Firefox
• Apple Safari

Support for obsolete browser versions may be discontinued without notice when necessary to maintain security or performance.

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14. Security

Burns IT implements commercially reasonable administrative, technical, and physical safeguards designed to protect Customer Data.

Security measures may include:

• Encrypted communications
• Encrypted data storage where appropriate
• Role-based access controls
• Audit logging
• Routine security monitoring
• Regular software updates

No internet-based service can guarantee absolute security. Customer acknowledges that use of any online service involves inherent cybersecurity risks.

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15. Confidential Information

Each party agrees to protect the other party’s confidential information using at least the same degree of care it uses to protect its own confidential information, but no less than reasonable care.

Confidential information does not include information that:

• Is publicly available through no fault of the receiving party.
• Was lawfully known before disclosure.
• Is independently developed.
• Is lawfully received from a third party without confidentiality obligations.

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16. Service Availability

fireStation is provided as a web-based service hosted by Burns IT and/or its authorized cloud infrastructure providers.

Burns IT will use commercially reasonable efforts to maintain continuous availability but does not guarantee uninterrupted service.

Service interruptions may occur because of:

• Scheduled maintenance
• Emergency maintenance
• Internet outages
• Cloud infrastructure failures
• Third-party provider outages
• Cybersecurity incidents
• Force majeure events

Burns IT may temporarily suspend access to protect the security or integrity of the Service.

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17. Software Updates

Because fireStation is a web-based platform, updates are deployed by Burns IT without requiring Customer installation.

Updates may include:

• Security patches
• Bug fixes
• Performance improvements
• New functionality
• Regulatory reporting updates
• User interface enhancements

Burns IT may modify or retire features as necessary.

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18. Technical Support

Technical support may include:

• Email support
• Telephone support
• Remote assistance
• Documentation
• Online knowledge base

Support does not include:

• Customer network administration
• Third-party software support
• Hardware repair
• Unsupported browser issues

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19. Data Backup and Disaster Recovery

Burns IT maintains commercially reasonable backup and disaster recovery procedures for Customer Data hosted within the Service.

While Burns IT employs safeguards to protect Customer information, Customer remains responsible for maintaining records required by law and its own record retention policies.

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20. Public Records

For public agencies, Customer remains solely responsible for responding to requests under the California Public Records Act or other applicable disclosure laws.

Burns IT will reasonably cooperate, as required by contract or law, in providing Customer-owned data.

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21. Third-Party Integrations

fireStation may integrate with third-party systems including:

• CAD systems
• GIS platforms
• Mapping services
• Payment processors
• Notification systems
• State reporting systems
• Federal reporting systems

Burns IT is not responsible for outages, policy changes, or failures of third-party providers.

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22. Artificial Intelligence

If AI-assisted functionality is included within fireStation, it is intended solely as a productivity aid.

Customer remains solely responsible for reviewing, verifying, approving, and submitting all reports, recommendations, analyses, and other outputs generated with AI assistance.

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23. Intellectual Property

All copyrights, trademarks, service marks, trade secrets, patents, and other intellectual property rights in fireStation remain the exclusive property of Burns IT.

Unauthorized copying, distribution, modification, or commercial exploitation is prohibited.

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24. Disclaimer of Warranties

To the maximum extent permitted by law, the Service is provided “AS IS” and “AS AVAILABLE.”

Burns IT disclaims all implied warranties, including warranties of merchantability, fitness for a particular purpose, title, and non-infringement.

Burns IT does not warrant that the Service will operate without interruption or be error-free.

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25. Limitation of Liability

To the fullest extent permitted by law, Burns IT shall not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profits, revenue, goodwill, or data.

Except where prohibited by law, Burns IT’s total liability arising from this Agreement shall not exceed the total subscription fees paid by Customer during the twelve (12) months immediately preceding the event giving rise to the claim.

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26. Indemnification

Customer agrees to defend, indemnify, and hold harmless Burns IT and its owners, officers, employees, contractors, and agents against claims arising from:

• Customer’s misuse of the Service;
• Violation of applicable law;
• Customer Data;
• Unauthorized actions of Customer’s Authorized Users; or
• Customer’s breach of this Agreement.

This provision does not apply to claims resulting solely from Burns IT’s gross negligence or willful misconduct.

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27. Suspension and Termination

Burns IT may suspend or terminate Customer access if:

• Subscription fees remain unpaid;
• Customer materially breaches this Agreement;
• Continued use threatens the security or integrity of the Service;
• Continued access would violate applicable law.

Upon termination, Customer’s license immediately ends. Subject to the applicable subscription agreement, Burns IT will provide Customer a reasonable opportunity to export its Customer Data.

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28. Governing Law and Venue

This Agreement shall be governed by the laws of the State of California, without regard to conflict-of-law principles.

Unless otherwise agreed in writing, any legal action arising from this Agreement shall be brought in a state or federal court located in Yolo County, California, or another court having proper jurisdiction under California law.

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29. Notices

All legal notices under this Agreement shall be in writing and delivered by:

• Certified U.S. Mail;
• Recognized overnight courier;
• Personal delivery; or
• Electronic mail with confirmation of receipt, where agreed by the parties.

Notices are effective upon receipt.

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30. Force Majeure

Neither party shall be liable for delays or failures caused by events beyond its reasonable control, including natural disasters, governmental actions, labor disputes, internet failures, cyberattacks by third parties, utility failures, pandemics, or other force majeure events.

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31. Changes to this Agreement

Burns IT may revise this Agreement from time to time.

Material changes will be communicated through the Service, by email, or by other reasonable means.

Continued use of fireStation after the effective date of revised terms constitutes acceptance of the updated Agreement.

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32. Severability

If any provision of this Agreement is determined to be unenforceable, the remaining provisions shall remain in full force and effect.

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33. Entire Agreement

This Agreement, together with any applicable Subscription Agreement, Service Level Agreement (SLA), Data Processing Addendum (DPA), Order Form, or Statement of Work, constitutes the entire agreement between Burns IT and Customer regarding the Service and supersedes all prior understandings relating to its subject matter.

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34. Contact Information

Burns IT
California, USA

Email: markburns@firestationreporting.com
Website: www.firestationreporting.com

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35. Acceptance

By creating an account, logging into, or otherwise using fireStation™, Customer acknowledges that it has read, understood, and agrees to be bound by this End User License and Service Agreement.

If the individual accepting this Agreement is acting on behalf of an organization, that individual represents and warrants that they have the authority to bind the organization to this Agreement.