Privacy Policy

Effective 2026-07-07

Mobilize is a fire-mobilization tool operated by StationWorks for fire-service agencies and the regional coordinating bodies they answer to. This policy explains what we collect, why, and how it's handled. Mobilize is invite-only; we don't run consumer sign-ups and we don't show ads.

What we collect

Account & identity: name, work email, agency, role/scope, sign-in identifiers from Microsoft or Google when used, display-timezone preference, and your mobile phone number — entered by you during SMS setup or provided by your agency — along with your SMS opt-in consent when you give it.
Mobilization records: apparatus, personnel records (including date of birth and personnel or certification photos where your agency records them), certifications, availability, rotation entries, page notifications and replies, mission acceptances, and signatures captured in the app.
Audit log: a hash-chained, append-only record of meaningful actions (sign-ins, refusals, status changes, document generation), including IP address and user agent for auth events.
Operational telemetry: error reports, request logs, and product-usage telemetry used to keep the Service running and improve it. Personally identifiable fields are tagged at the schema level and redacted before they reach external observability tools.

Personnel information may be entered in the app or provided by your agency — for example from its Microsoft 365 directory or a certification registry — including for personnel who have not signed in to the Service. Your agency controls those sources.

How we use it

To run the Service: authenticate you, route pages, generate manifests and PDFs.
To produce records the agencies need: rotation history, mobilization acceptance, after-action review, reimbursement support.
To investigate security incidents and unauthorized-access attempts.
To diagnose errors and improve reliability.

We do not sell personal information, and we do not use Service data to train third-party AI models.

Text messaging (SMS)

If you opt in to SMS during onboarding, we record your opt-in consent in our append-only audit log and use your mobile phone number solely to send the operational messages described in the Terms of Service — mobilization requests, Ready/Set/Go pages, availability requests, and status updates. Message frequency varies; message and data rates may apply. Reply STOP at any time to opt out (effective immediately), START to resume, or HELP for help.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text-messaging originator opt-in data and consent will not be shared with any third parties, excluding our SMS delivery provider (Twilio), which processes it on our behalf solely to deliver the messages you opted in to receive.

Sub-processors

We use a small set of infrastructure providers to operate the Service: cloud hosting, database, and document storage on Amazon Web Services in the United States; DNS; SMS delivery (Twilio); transactional email; optional federated sign-in (Microsoft Entra ID or Google Identity, when your agency uses them); and error-tracking and analytics tooling that receives telemetry only after PII redaction at the source. A current list of sub-processors is available on request.

We don't share Service data with third parties except as needed to operate the Service, to comply with law, or as directed by your operating agency.

Public records

Mobilize is used by public agencies. Records held in the Service on behalf of an agency may be subject to disclosure under applicable public-records or freedom-of-information laws — for example, Washington's Public Records Act (RCW 42.56) for agencies in Washington, with analogous statutes in other states. Each field carries a disclosure-class tag (public, exempt-pii, exempt-other) used when generating disclosure bundles. The operating agency is the records custodian and makes disclosure decisions; we provide the tooling.

Retention

Each record carries a retention class (permanent, 6yr, 3yr, 1yr) chosen to align with the retention schedules that apply to the operating agency's records — initially modeled on Washington state fire-service retention schedules, and adjusted as Mobilize is used in other jurisdictions. Audit-log entries are retained permanently and are append-only at the database level. Personnel and apparatus records are soft-deleted (deactivated) rather than removed, so prior audit entries and generated documents stay interpretable.

Security

Encrypted in transit; databases and document storage are encrypted at rest.
Server-side opaque session tokens delivered as HttpOnly + Secure + SameSite cookies. We don't store passwords.
Multi-tenant scoping enforced on every query; users can only see data for their authorized agency or region.
Auth surface protected by layered rate limiting. Every sign-in attempt — successful, refused, or failed — is audited.
Sensitive fields carry per-field disclosure tags that drive redaction and public-records handling.

All Service data is stored in the United States. If we become aware of unauthorized access to your data, we will notify your agency administrator promptly, consistent with applicable law.

Cookies

We use a first-party session cookie to keep you signed in, and first-party analytics identifiers (cookie and browser storage) to understand product usage and diagnose errors. We do not use advertising or cross-site tracking cookies.

Your choices

To request access to data we hold about you, to correct it, or to ask questions about how your data is used, contact your agency administrator or regional coordinator first — they own your account. For privacy questions specifically, you can also reach us at support@stationworks.io.

Children

The Service is for adult fire-service personnel. It is not directed at children, and we do not knowingly collect data from anyone under 18.

Changes

We may update this policy. Material changes will be communicated through the Service or by email to your agency administrator. The "Effective" date above indicates the current version.

Contact

Privacy questions: support@stationworks.io.