HotZone AI — Privacy Policy

1) Information We Collect

A. Account & Contact Information

• Email address (for account identification, support, and subscription management).
• Authentication provider info (e.g., Apple/Google/Facebook sign-in): we receive basic identifiers needed to create/login to your account. We do not receive your password.

B. Incident Content You Provide

• Photos/images you capture or upload for analysis.
• Text inputs such as notes, incident details, and confirmations (e.g., UN number, placard details).
• Generated outputs (summaries, checklists, recommendations, and reports) produced within the Services.

C. Device, Usage & Diagnostics

• App activity (features used, screens viewed, timestamps) to improve performance and usability.
• Device/technical data (device model, OS version, app version, crash logs, and performance metrics).

D. Location & Environmental Context (Optional / Permission-Based)

• Approximate or precise location (if you grant permission), used to attach context to an incident and support features like weather retrieval.
• Weather context (e.g., wind, temperature, humidity) retrieved based on location for incident context.

You can control location permissions in your device settings. Some features may be limited if location is disabled.

2) Where Your Data Is Stored (On-Device + Server-Side)

HotZone AI can store and process information on your device and on our servers to enable core features such as account access, cross-device sync, incident history, and AI processing.

A. On-Device Storage

• Some incident information (including drafts, cached results, and locally stored images) may be stored on your device to support offline use and faster performance.
• If you delete the App or clear its storage, locally stored data may be removed (subject to your device/OS behavior).

B. Server-Side Storage

• We may store your account information and incident records (including images, inputs, and outputs) on our servers to provide Services like history, reporting, and sync across devices.
• Server-side storage may include backups and logs for reliability, fraud prevention, and security.

C. Sync

• If enabled in the Services, incident records may be synced between your devices and our servers so you can access your history from multiple devices.

If you want a configuration that keeps incident photos only on-device (no server upload), we can support that operationally for certain deployments. Contact support@aegisresponse.ai for options.

3) How We Use Information

• Provide core functionality (account access, incident creation, analysis output, and report history).
• Generate AI-assisted insights from incident photos and inputs (e.g., scene size-up cues, PPE considerations, zones/isolations, and wildland fire indicators).
• Add context such as location and weather (when enabled) to help operational awareness.
• Support and respond to requests, questions, and troubleshooting.
• Improve safety and quality by monitoring reliability, debugging issues, reducing errors, and refining workflows.
• Security (fraud prevention, abuse detection, protecting accounts and systems).
• Legal and compliance (enforcing terms, complying with lawful requests, resolving disputes).

4) AI Processing & Limitations

The App may use automated processing (including machine learning / “AI”) to extract cues from images and inputs and produce summaries. AI outputs may be inaccurate, incomplete, or not applicable to your incident. You are responsible for verifying results.

• We may process incident photos and related metadata to generate analysis outputs within the Services.
• We may use aggregated, de-identified analytics to improve reliability and performance.
• We do not sell your personal information.

5) How We Share Information

We may share information only as described below:

• Service providers that help us operate the Services (hosting, authentication, analytics, customer support). They are permitted to use information only to provide services to us.
• Legal, safety, and compliance when required by law, court order, or to protect rights, safety, and security of users and the public.
• Business transfers if we are involved in a merger, acquisition, financing, or sale of assets (information may be transferred subject to this policy).
• With your direction if you choose to export, share, or distribute incident reports.

6) Data Retention

• We retain account information for as long as your account is active and as needed to provide the Services.
• Incident content (images, notes, outputs) may be retained on-device and on our servers to provide incident history and reporting features, unless you delete it or request deletion (subject to legal obligations).
• We may retain certain logs and security records for a limited period to maintain system integrity and prevent abuse.
• Backups may persist for a limited time after deletion due to system safety and disaster recovery practices.

7) Your Choices & Rights

A. Access, Correction, Deletion

• You can update certain account details within the app (where available).
• You may request deletion of your account and associated server-side data (subject to legal retention requirements).

B. Managing Local (On-Device) Data

• You can remove locally stored data by deleting incidents (where available), clearing app storage, or uninstalling the App.
• If incident records are also stored server-side, uninstalling the App may not delete server-side copies unless you delete the records in-app or request deletion.

C. Location Permissions

• You can enable/disable location access in your device settings at any time.

To request access or deletion, contact us at support@aegisresponse.ai. We may need to verify your identity before fulfilling certain requests.

8) Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information. No method of transmission or storage is 100% secure, so we cannot guarantee absolute security.

9) Children’s Privacy

The Services are intended for professional or adult use and are not directed to children under 13 (or the minimum age required by local law). We do not knowingly collect personal information from children. If you believe a child has provided information, contact us to request deletion.

10) International Users

If you access the Services from outside the United States, you understand that your information may be processed and stored in the United States or other jurisdictions where our service providers operate, which may have different data protection laws.

11) Changes to This Policy

We may update this Privacy Policy from time to time. We will revise the “Last updated” date at the top. Material changes may be communicated in-app or via email where appropriate.

12) Contact Us

Questions or requests regarding privacy:
Aegis Response LLC
Email: support@aegisresponse.ai