Privacy Policy

1. Who we are

WatchRoom is a fire-department records and ISO/PPC-readiness tool operated by Ladiga Studios LLC (“WatchRoom,” “we,” “us”). This policy explains what personal information we handle, why, how we protect it, and the choices you have.

If you have questions about this policy or your data, contact us at support@getwatchroom.com or by mail at Ladiga Studios LLC, 113 Morgan Avenue, Piedmont, Alabama 36272.

WatchRoom holds information about two kinds of people: (a) the users who log in to a department’s account (chiefs, officers, training staff), and (b) the department members whose information a department enters into WatchRoom (names, contact details, certifications, photos). For the records a department enters, the department is the controller of that information and WatchRoom acts on its behalf as a processor.

2. Information we handle

Account and login information — names, email addresses, hashed passwords, and the role/permissions of people who log in.

Department records entered or imported into WatchRoom, which may include:

• Personnel records: member names, roles, station, hire dates, email, phone, and notes.
• Certifications and their expiration dates.
• Member photos, if a department chooses to upload them.
• Incident, training, hydrant, apparatus, pre-plan, and community-risk records.
• Files a department uploads or forwards (such as spreadsheets exported from other systems), and the data within them.
• Voice recordings used for voice logging, and the text transcribed from them.

Technical information — log data, device and browser information, IP address, and usage information, collected automatically to operate and secure the service, including through service providers that help us keep the service reliable.

Payment information — billing is handled by our third-party payment processor, Stripe. We do not store full payment-card numbers on our systems. Stripe processes payment information under its own terms and privacy policy.

3. How we use information

We use the information above to:

• Provide the service — store and display a department’s records, compute ISO-readiness estimates, and generate reports.
• Transcribe voice input and extract structured records from voice and uploaded files.
• Send service messages such as certification-expiration reminders, and account or billing notices.
• Secure, maintain, debug, and improve the service.
• Comply with legal obligations.

We do not sell personal information. We do not use a department’s records to train artificial-intelligence models, and we use AI and transcription providers under terms intended to prevent such use.

4. Voice and AI features

When you use voice logging, the audio is sent to a third-party transcription provider to convert it to text, and the resulting text is sent to a third-party AI provider to extract structured fields you then review and confirm before anything is saved.

We do not retain voice audio after transcription completes; transcripts are retained only as part of the record you choose to save.

AI-generated output (transcriptions, extracted fields, categorizations, and ISO-readiness estimates) may contain errors. WatchRoom shows you each entry to confirm before saving, and you are responsible for reviewing entries for accuracy.

5. How we share information

We share information only as needed to run the service:

• Service providers (subprocessors) that process data on our behalf, including our hosting and database provider, file and photo storage, our transcription provider, our AI provider, our email-sending provider, our payment processor (Stripe), and providers that help us keep the service reliable.
• When required by law, legal process, or to protect the rights, property, or safety of WatchRoom, our customers, or the public.
• In connection with a merger, acquisition, or sale of assets, in which case we will continue to protect information consistent with this policy.

We do not sell personal information to anyone.

6. Your data is yours — export and no lock-in

A department owns the records it enters into WatchRoom. You can export your records at any time, and we will never charge you to retrieve your own data. If you close your account, we provide an export and then delete your data as described below.

7. How long we keep information

We keep a department’s records for as long as the account is active, because ISO evaluations review a rolling twelve months of data and recur on a multi-year cycle, so departments need their history available.

After an account is cancelled, we retain the data for 30 days to allow export, then permanently delete it, except where we must keep certain records to meet legal obligations.

8. How we protect information

We use reasonable safeguards including encryption in transit (TLS) and at rest, hashed passwords, access controls, and per-department data isolation so that one department cannot access another department’s records. Our hosting and database providers maintain industry-standard security programs, including independent audits such as SOC 2.

No method of transmission or storage is completely secure. If a data breach affecting your information occurs, we will notify affected customers without undue delay and comply with applicable breach-notification law.

9. Your choices and rights

Users who log in can access, correct, or update their account information, and can request deletion of their account. A department can export all of its records and can ask us to delete its data.

If you are a member whose information was entered by your department (and you do not log in), please direct access, correction, or deletion requests to your department, which controls that information; we will assist the department as needed.

To make a request, contact support@getwatchroom.com. We will respond within a reasonable time and as required by applicable law.

10. Children’s information

WatchRoom is intended for use by fire departments and is not directed to children. We do not knowingly collect personal information directly from children, and individuals must be adults to create a login. We recognize that departments may keep records about junior, cadet, or explorer members who are minors. A department that enters such records is responsible for having the appropriate authorization (for example, parental or guardian consent) to do so, and acts as the controller of that information. If you believe a minor’s information has been handled improperly, contact us at support@getwatchroom.com and we will address it promptly.

11. Cookies and similar technologies

We use cookies or similar local storage to keep you signed in and to remember preferences such as light or dark appearance. We do not use them for advertising.

12. Changes to this policy

We may update this policy from time to time. If we make a material change, we will update the date below and notify customers as appropriate. Your continued use of WatchRoom after a change means you accept the updated policy.

13. Contact us

Questions about this policy or your information: support@getwatchroom.com · Ladiga Studios LLC, 113 Morgan Avenue, Piedmont, Alabama 36272.