Privacy Policy

1. Introduction

InspectKit ("Company," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our fire inspection software platform and related services (collectively, the "Service").

By using the Service, you consent to the data practices described in this Privacy Policy. If you do not agree with the practices described, please do not use the Service.

2. Information We Collect

We collect information in several ways when you interact with our Service:

2.1 Account Information

When you create an account, we collect:

• Business name and contact name
• Email address
• Phone number
• Billing address
• Payment information (processed by our payment provider)
• User credentials (passwords are encrypted)

2.2 Inspection Data

When you use the Service, you and your technicians may submit:

• Building addresses and property information
• Customer names and contact details
• Inspection results, notes, and deficiency reports
• Photos of fire protection equipment and building areas
• Digital signatures (technician and customer)
• NFPA code references and compliance status
• Scheduling and appointment information

2.3 Usage Information

We automatically collect:

• Login timestamps and session duration
• IP addresses and approximate location
• Device type, operating system, and browser information
• Feature usage and interaction patterns
• Error logs and performance data

2.4 Information from Third Parties

We may receive information from:

• Payment processors (transaction status, not full card numbers)
• Analytics providers
• Your integration of third-party services with InspectKit

2.5 Data Categories Summary

3. How We Use Your Information

We use the information we collect to:

3.1 Provide the Service

• Create and manage your account
• Process and store inspection data
• Generate inspection reports and PDFs
• Enable offline functionality and data synchronization
• Provide customer portal access to your clients

3.2 Billing and Payments

• Process subscription payments
• Send invoices and payment confirmations
• Manage subscription renewals

3.3 Communication

• Respond to support requests
• Send service-related announcements
• Notify you of updates, security issues, or policy changes
• Send marketing communications (with your consent)

3.4 Service Improvement

• Analyze usage patterns to improve features
• Identify and fix bugs and performance issues
• Develop new features based on user needs
• Generate aggregated analytics and benchmarks

3.5 Security and Compliance

• Detect and prevent fraud or unauthorized access
• Enforce our Terms of Service
• Comply with legal obligations

4. How We Share Your Information

We do not sell your personal information. We may share information in the following circumstances:

4.1 Service Providers

We share information with third-party vendors who help us operate the Service, including:

• Cloud hosting providers (data storage)
• Payment processors (billing)
• Email service providers (communications)
• Analytics providers (usage analysis)

These providers are contractually obligated to protect your information and use it only for the services they provide to us.

4.2 Your Customers (via Customer Portal)

When you use our Customer Portal feature, your customers can access their own inspection records, reports, and compliance status that you have entered into the system.

4.3 Legal Requirements

We may disclose information if required by law or in response to:

• Valid legal process (subpoenas, court orders)
• Government requests
• To protect our rights, property, or safety
• To prevent fraud or illegal activity

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the successor entity. We will notify you of any such change.

4.5 With Your Consent

We may share information for other purposes with your explicit consent.

5. Data Retention

5.1 Active Accounts

We retain your information for as long as your account is active and as needed to provide the Service.

5.2 After Termination

Upon account termination:

• We retain your data for 60 days to allow for data export
• After 60 days, we may delete your data
• Some information may be retained longer for legal, tax, or audit purposes
• Aggregated, anonymized data may be retained indefinitely

5.3 Backup Retention

Backup copies of data may be retained for up to 90 days for disaster recovery purposes.

6. Data Security

We implement industry-standard security measures to protect your information:

6.1 Technical Measures

• Encryption in transit (TLS/SSL)
• Encryption at rest for sensitive data
• Regular security assessments and updates
• Access controls and authentication
• Intrusion detection and monitoring

6.2 Organizational Measures

• Limited access to personal data on a need-to-know basis
• Employee security training
• Vendor security assessments
• Incident response procedures

6.3 Your Responsibilities

You are responsible for:

• Maintaining strong, unique passwords
• Protecting your login credentials
• Logging out from shared devices
• Promptly reporting suspected unauthorized access

7. Your Rights

Depending on your location, you may have the following rights:

7.1 Access

You can request a copy of the personal information we hold about you.

7.2 Correction

You can update or correct inaccurate information through your account settings or by contacting us.

7.3 Deletion

You can request deletion of your personal information, subject to legal retention requirements.

7.4 Data Portability

You can export your inspection data using our built-in export tools.

7.5 Opt-Out

You can opt out of marketing communications at any time by clicking "unsubscribe" in emails or contacting us.

7.6 Exercising Your Rights

To exercise these rights, contact us at [email protected]. We will respond within 30 days. We may need to verify your identity before processing your request.

8. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

8.1 Right to Know

You can request disclosure of the categories and specific pieces of personal information we have collected about you.

8.2 Right to Delete

You can request deletion of your personal information, with certain exceptions.

8.3 Right to Opt-Out of Sale

We do not sell personal information. If this changes, we will provide a "Do Not Sell My Personal Information" link.

8.4 Right to Non-Discrimination

We will not discriminate against you for exercising your privacy rights.

8.5 Authorized Agent

You may designate an authorized agent to make requests on your behalf.

8.6 Contact for California Residents

California residents may contact us at [email protected] or call (812) 302-3285 to exercise these rights.

9. Customer Portal Users

If you access the InspectKit Customer Portal as a customer of a fire protection service company:

9.1 Information We Receive

When you access the Customer Portal, we may process:

• Your name and contact information (provided by your service provider)
• Building/property addresses
• Inspection records and reports
• Your portal login credentials

9.2 Your Rights

To exercise your privacy rights regarding inspection records, please contact your fire protection service provider directly. For questions about InspectKit's processing, contact us at [email protected].

10. Children's Privacy

The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately at [email protected].

11. International Data Transfers

InspectKit is based in the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States, where data protection laws may differ from those in your country.

By using the Service, you consent to this transfer. We implement appropriate safeguards for international data transfers.

12. Data Breach Notification

In the event of a data breach affecting your personal information:

12.1 Notification Timeline

We will notify affected users and relevant authorities within the timeframes required by applicable law. Under Indiana law (IC 24-4.9), notification must be made within 45 days of discovery.

12.2 Notification Content

Our notification will include:

• Description of the incident
• Types of information involved
• Steps we are taking to address the breach
• Recommendations for protecting yourself
• Contact information for questions

12.3 Reporting a Security Issue

If you discover a security vulnerability, please report it to [email protected].

13. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be effective when posted, unless otherwise noted.

13.1 Notification of Changes

For material changes, we will:

• Update the "Last Updated" date
• Send an email notification to account holders
• Display a notice within the Service

13.2 Your Continued Use

Your continued use of the Service after changes constitutes acceptance of the updated Privacy Policy.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

• Privacy Inquiries: [email protected]
• Security Issues: [email protected]
• General Inquiries: [email protected]
• Phone: (812) 302-3285
• Address: InspectKit, Indianapolis, Indiana, USA

For California residents: You may also contact us at the above address or phone number to submit requests under the CCPA.

By using InspectKit, you acknowledge that you have read and understood this Privacy Policy.