Privacy Policy

This Privacy Policy explains how Upper Deerfield Township Emergency Medical Services (“Upper Deerfield EMS,” “UDEMS,” “we,” or “us”) handles information associated with the UDEMS portal and the optional UDEMS Staff Notifications messaging program.

1. Scope

This policy applies to information processed through the UDEMS web application, its administrative workflows, and UDEMS email or SMS notifications. The portal is intended for authorized agency personnel and approved beta testers, not the general public.

2. Information we may collect

• Account and identity information: name, username, email address, member or employee identifiers, role, rank, work group, and account status.
• Contact information: work or personal email, mobile number, secondary phone, address, emergency-contact information, and messaging preferences.
• Agency operations information: schedules, availability, time-clock records, training, certifications, equipment assignments, form submissions, storage records, and administrative workflow history.
• Messaging information: mobile number, opt-in or opt-out status, consent records, message content, delivery status, provider identifiers, and replies or support requests when available.
• Technical and security information: IP address, browser or device information, session activity, login attempts, audit events, and error or security logs.

3. How information is used

We use information to authenticate users, apply role-based access, administer personnel and scheduling workflows, operate timekeeping and training functions, send requested operational notifications, support users, protect the portal, investigate misuse, maintain audit records, and meet applicable agency or legal obligations.

4. SMS privacy and consent

Mobile information may be provided to service providers acting on our behalf only as needed to operate the messaging service—for example, transmitting a requested message, maintaining delivery records, preventing abuse, or providing technical support. Those providers do not receive permission from UDEMS to use mobile opt-in information for their own marketing or promotional purposes.

Participation in UDEMS Staff Notifications is optional. Message frequency varies, and message and data rates may apply. Reply STOP to opt out, START to request resubscription, or HELP for assistance. You may also contact notification@upperdeerfieldems.org.

The public SMS & Email Opt-In page presents SMS and email as separate, unchecked choices and explains how consent is recorded and withdrawn.

5. When information may be disclosed

Information may be disclosed to authorized agency personnel based on job responsibilities; to contracted service providers that host or support UDEMS, email, storage, security, or messaging functions; when required by law, court order, records obligation, or authorized government process; or when reasonably necessary to protect safety, security, legal rights, or system integrity.

These limited operational disclosures do not change the SMS-specific commitment above: mobile opt-in data and messaging consent are not shared with third parties or affiliates for marketing or promotional purposes.

6. Cookies and sessions

UDEMS uses essential session cookies and related browser storage to maintain authenticated sessions, security controls, and saved user-interface preferences. The portal is not intended to use this information for third-party behavioral advertising.

7. Security

We use administrative, technical, and access controls designed to protect portal information. No system or transmission method is completely secure. Users must protect credentials, sign out of shared devices, and promptly report suspected unauthorized access.

8. Retention

Information is retained according to operational needs, agency policy, applicable records obligations, security requirements, and provider limitations. Retention periods may differ by record type. Messaging opt-out and suppression records may be retained to honor a person’s request not to receive further messages.

9. Choices and corrections

Authorized users may review or request correction of appropriate profile information through UDEMS or an agency administrator. Members may decline SMS enrollment without losing portal access and may opt out of SMS at any time by replying STOP or contacting the agency.

10. Phase 1 data restriction

11. Policy updates

We may revise this policy to reflect changes in UDEMS, agency practices, applicable requirements, or service providers. Material revisions will be published here with an updated effective date.

12. Contact