Privacy Policy

Ember 411 LLC ("Ember 411," "we," "us") builds Ember for fire and EMS departments and the people in them. This policy explains what we collect, why, who helps us run the service, and the choices you have. The short version: we use your information to run Ember, we keep it protected, and we never sell it or use it for advertising.

1. What we collect

• Account information: your name, email address, password (stored only as a secure hash), phone number if you add one, and your notification settings.
• Career and training information you add: certifications and expiration dates, continuing education, your career profile, goals, resume, and job applications.
• Department records (if your department uses Ember): roster details, schedules, seat assignments, hours and timecards, training records, rig checks, and call information your department connects to Ember.
• Ember AI conversations: the questions you ask and the answers, so you can return to them.
• Support features: the people you invite to your support circle (their names and email addresses) and rough-shift heads-ups you choose to send.
• Billing: your plan and subscription status. Card details are collected and stored by Stripe, not by us.
• Technical information: basic logs our hosting providers keep, such as IP address, browser type and request times, used for security and troubleshooting. We don't use advertising trackers, and our public website doesn't use analytics cookies.

2. How we use it

We use your information to run Ember for you: sign you in, show your schedule and records, send the emails and texts you've asked for (like open shifts, training reminders and certification expiration reminders), answer your Ember AI questions, process your subscription, keep the service secure, and fix problems. We also look at how features are used in aggregate to improve Ember. We don't sell personal information, share it for targeted advertising, or use it to build advertising profiles.

3. Department data

When your department uses Ember, your department controls its records and decides who can see them. We process that data on the department's behalf. Department admins can see the department records about you, such as your schedule, hours, certifications and training. They can't see your private personal-account items, such as your resume, job applications or Ember AI conversations, unless you choose to share them. Requests about department records go to your department, and we'll help them respond.

4. Who we share it with

We share information only with companies that help us run Ember, under agreements that limit them to providing their service to us:

• Supabase: database, sign-in and file storage
• Netlify: website and app hosting
• Stripe: payments and subscriptions
• Resend: sending email
• Twilio: sending text messages, if you turn texts on
• OpenAI: generating Ember AI answers and quizzes. We send the question and the context needed to answer it. Under OpenAI's API terms, this data isn't used to train their models.

We also share information when you ask us to (for example, applying to a job sends your application to that department), when the law requires it, to protect someone's safety, or as part of a merger or sale of our business, in which case this policy continues to apply.

5. Text messages (SMS)

If you give Ember 411 your mobile number and opt in, we send SMS text messages about open shifts, shift assignments and approvals, schedule changes, reminders, and department notices. We do not send verification codes or marketing messages by text. You opt in by checking the SMS consent box when you create an account or by turning on text message alerts in your settings in the app. We record your phone number and the date and time you agreed. Message frequency varies. Message and data rates may apply.

You can opt out at any time by replying STOP to any message or by turning text alerts off in your settings. Reply HELP for help, or email jeremy@ember411.com. Opting out of texts does not affect your account.

We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. Your mobile number and SMS consent are used only to send you the messages you asked for, and are shared only with the service provider that delivers them (Twilio) for that purpose. SMS consent is never sold, rented, or transferred to any other party.

6. Support and sensitive information

Support guides and resources can be used without sharing anything. If you use the support circle, a rough-shift heads-up tells only the people you added that you had a hard shift; it never includes call details. We don't share support activity with your department.

Please don't enter patient information into Ember. Ember is not a patient care record.

7. How long we keep it

We keep personal-account information while your account is open. When you ask us to delete your account, we delete your personal information within 30 days, except what we must keep for legal, tax or billing reasons, or to resolve disputes. Backups roll off on a regular schedule. Department records are kept and deleted according to the department's instructions and any record-keeping rules that apply to it.

8. Security

Connections to Ember are encrypted. Each department's data is kept separate with access rules enforced in the database, passwords are stored only as secure hashes, resumes are kept in private storage, and links in password and verification emails work once and expire. No system is perfectly secure; if we learn of a breach that affects you, we'll tell you as the law requires.

9. Your choices

• See and update most of your information in the app.
• Turn email and text notifications on or off in your settings. We only send texts if you turn them on, and you can reply STOP to any text.
• Ask us for a copy of your information, to correct it, or to delete your account by emailing jeremy@ember411.com. We'll confirm the request comes from you before acting on it.
• Cancel a paid plan any time from the Plan page.

Depending on where you live, you may have more rights under your state's privacy law. We'll honor them, and we won't treat you differently for using them.

10. Children

Personal accounts are for people 18 and older. We don't knowingly collect information from children under 13. If you think a child has given us information, contact us and we'll delete it.

11. Changes and contact

If we make a significant change to this policy, we'll let you know by email or in the app before it takes effect.

Questions or requests: jeremy@ember411.com, Ember 411 LLC, Utah.