Privacy Policy

Last updated: October 15, 2026

Introduction

Fire Line Ops Inc. is a Canadian company that builds and operates FirehallDB — a management platform designed specifically for fire departments. FirehallDB covers incident reporting, personnel and roster management, fleet and apparatus tracking, equipment inspections, scheduling, and operational dashboards, all in one place built for the way fire departments actually work.

This Privacy Policy describes how Fire Line Ops Inc. collects, uses, and protects personal information in connection with the FirehallDB service. We operate under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and take our obligations under it seriously.

The short version: we collect what we need to run the service, we use it to run the service, and we do not sell your information to anyone.

Information We Collect

Account information

When a fire department registers for FirehallDB, we collect basic account details for the administrators and members who are invited to the platform: name, work email address, role within the department, and the department's name and jurisdiction. This is the information we need to create and manage accounts.

Service and usage data

We log activity that helps us operate and improve the service: login timestamps, features accessed, actions taken within the product, and basic device and browser metadata (browser type, operating system, screen resolution, IP address). We use this data to troubleshoot issues, understand how the product is used, and make improvements. We do not build individual behavioral profiles for advertising purposes.

Customer-entered operational data

Departments use FirehallDB to enter and store their own records: incident reports, personnel records, apparatus and equipment inspection records, calendar events, and any files attached to those records. This operational data belongs to the customer department. Fire Line Ops Inc. processes it only to provide the service, and does not use it for our own purposes beyond the service delivery and security obligations described in this policy.

How We Use Information

We use the information we collect for the following purposes:

• To provide and operate FirehallDB — authentication, data storage, search, reporting, and all other core product functions.
• To support you — responding to questions, diagnosing problems, and communicating about the service.
• Security and abuse prevention — detecting and investigating unauthorized access, enforcing our terms, and protecting the integrity of the platform and the data departments entrust to us.
• Billing — processing subscription payments and maintaining billing records where applicable.
• Aggregated analytics — understanding usage trends and product performance using data that cannot be tied back to individual users or departments.

We do not sell personal information. We do not share personal information with advertisers or data brokers.

Disclosure and Third Parties

We share information only in the following circumstances:

• Within your department — information entered by department members is accessible to other authorized members of the same department, according to the role permissions configured by department administrators.
• Sub-processors — we use third-party vendors to help run the service, including cloud hosting, website hosting and form storage (Netlify, for firehalldb.com and the event sign-up form described below), transactional email, error monitoring, and website analytics (Mixpanel, used on firehalldb.com only with your consent — see Cookies and Website Analytics below). See the sub-processor list, updated as our infrastructure evolves. We require all sub-processors to maintain appropriate data protection standards consistent with this policy.
• Legal requirements — we may disclose information when required by law, court order, or government authority, or when we believe disclosure is necessary to protect the rights, property, or safety of Fire Line Ops Inc., our customers, or the public.

We will notify affected departments of any legally required disclosure where we are permitted to do so.

Data Storage and Location

FirehallDB data is hosted in Canada by default. We have chosen Canadian infrastructure specifically so that department data remains subject to Canadian privacy law without requiring cross-border transfer.

Where any sub-processor involves processing outside Canada — for example, a service whose infrastructure includes US-based servers — we will disclose that in the sub-processor list and take appropriate contractual steps to protect the data. Today the one such service is Mixpanel, which processes website analytics data in the United States and only after you accept analytics cookies on firehalldb.com. We will update this section if any further cross-border processing is introduced.

Cookies and Website Analytics

This section applies to the public marketing site at firehalldb.com. The FirehallDB application at app.firehalldb.com uses cookies that are strictly necessary to keep you signed in and secure, and those are covered by the Service and usage data section above.

Cookies we set

• Consent cookie (strictly necessary) — when you answer the cookie banner, we store your choice in a first-party cookie named fhdb_cookie_consent for 180 days so we do not ask again. It contains only the word "granted" or "denied".
• Analytics (optional, off by default) — if you accept, we use Mixpanel to record which pages are visited, which buttons are clicked, and basic device and browser metadata (browser type, operating system, screen size, approximate location derived from IP address). Mixpanel stores a random identifier in your browser's local storage so that visits from the same browser can be counted together. We do not use this data for advertising, and we do not combine it with FirehallDB account data.

Your choices

No analytics cookie or identifier is set until you choose Accept on the banner. Choosing Decline keeps analytics off and is remembered for the same 180 days. You can change your answer at any time using the Cookie Preferences link in the site footer; declining after previously accepting stops tracking and clears the identifier Mixpanel stored in your browser. We also honour the browser Do Not Track signal, which keeps analytics off even if you have accepted.

Mixpanel is operated by Mixpanel, Inc. in the United States. Their handling of this data is described in Mixpanel's own privacy policy at mixpanel.com/legal/privacy-policy.

Trade Show and Event Sign-up Forms

When we exhibit at a trade show or conference, we offer a short sign-up form at firehalldb.com/show, filled in on a booth tablet or on your own phone through a QR code. This section explains what that form collects and how it is handled.

What we collect

• Contact details — your name, email address, and optionally your phone number.
• About your department — department or fire hall name, province or state, your role, department type, approximate number of members and apparatus, how records are kept today, your biggest record-keeping headaches, and what you would like to happen next.
• Form metadata — the event name, whether the form was filled in on our tablet or on your phone, your browser type, and the date and time of submission. We do not store your IP address with the record.

Prize draw

If you tick “Enter me in the draw”, your entry is included in the prize draw for that event. We contact the winner using the email address or phone number provided. Entering the draw does not sign you up for marketing email; the two choices are separate.

Marketing email and your consent

We send marketing email only if you tick the “Email me about FirehallDB” box, which is unchecked by default. This is your express consent under Canada’s Anti-Spam Legislation (CASL). We record the exact wording you agreed to and the time you ticked the box alongside your details. Every marketing email includes an unsubscribe link, and you can withdraw consent at any time by using that link or emailing hello@firehalldb.com. If you do not tick the box, we use your contact details only to follow up on what you asked for on the form (for example, to book a demo or send information) and to administer the draw.

Where the form data is stored

Sign-up form submissions are stored with Netlify, the hosting provider for firehalldb.com, which may store this data on servers in the United States. If the form is submitted while the device is offline, your entry is held in that device’s browser storage until a connection is available and is removed from the device once it has been sent. Access to the stored entries is limited to Fire Line Ops Inc. staff. This data is kept separate from, and is never combined with, FirehallDB account or operational data unless you later become a customer.

Retention

We keep draw entries and sign-up details for up to 12 months after the event to run the draw, follow up on your request, and report on the event. Contact details are kept longer only while your marketing consent remains in place. You can ask us to delete your entry at any time by emailing hello@firehalldb.com.

Your Rights Under PIPEDA

Under PIPEDA, individuals have meaningful rights with respect to their personal information. Fire Line Ops Inc. honours these rights:

• Right of access — you may request a copy of the personal information we hold about you. We will respond within 30 days of a verified request.
• Right of correction — if information we hold is inaccurate or incomplete, you may ask us to correct it. In many cases, department administrators can update records directly within the product.
• Withdrawal of consent — you may withdraw consent to our collection and use of your personal information at any time, subject to legal or contractual restrictions. Withdrawal may mean we can no longer provide the service to you.
• Complaint to the Privacy Commissioner — if you believe your rights under PIPEDA have been violated and we have not resolved your concern, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca.

To exercise any of these rights, contact us at hello@firehalldb.com. We will verify your identity before processing any request.

Security

Fire Line Ops Inc. uses reasonable technical and organizational safeguards to protect the personal information we hold. These include encryption in transit (TLS), encryption at rest for stored data, and role-based access controls within the product so that users see only what their role permits.

Internally, we apply the principle of least privilege: team members access customer data only when required to do their job, and only to the extent necessary. We do not grant broad or standing access to production data.

No system is completely secure. If you become aware of a potential security issue, please report it to us at hello@firehalldb.com so we can investigate and respond promptly.

Retention

We retain account and operational data for as long as a department's account is active. After an account is closed or a subscription ends, we retain data for a reasonable period to allow for data export, to resolve disputes, and to meet any applicable legal obligations before deletion.

Specific retention windows (for example, how long inactive accounts are kept before deletion, or how long backup snapshots are retained) are being confirmed with legal counsel and will be documented here before launch.

Departments may request deletion of their data at any time by contacting hello@firehalldb.com. We will confirm the deletion in writing once it has been completed.

Children

FirehallDB is a professional operations platform intended for use by fire department personnel. It is not directed to, and we do not knowingly collect personal information from, anyone under the age of majority in their province or territory of residence. If we become aware that we have collected personal information from a minor, we will delete it promptly. Contact us at hello@firehalldb.com if you have concerns about this.

Changes to this Policy

We may update this Privacy Policy from time to time as our practices evolve or as legal requirements change. When we do, we will post the revised policy at this URL and update the "Last updated" date at the top. For material changes — changes that meaningfully affect how we handle your personal information — we will send an email notice to the account administrators of active departments before the change takes effect.

Continued use of FirehallDB after a policy update constitutes acceptance of the revised terms. If you do not agree with a change, you may discontinue use of the service.

Contact

If you have questions or concerns about this Privacy Policy or how Fire Line Ops Inc. handles your personal information, please reach out:

• Email: hello@firehalldb.com
• Company: Fire Line Ops Inc.
• Mailing address: to be added before launch.

We take privacy inquiries seriously and will respond within a reasonable time.