Privacy policy

How we handle your account, training records, and uploaded documents.

Updated September 20, 2026

Who operates this service

Fire & EMS Training Vault is operated by Mark Hammond under the business name Hammond Publishing and Digital Media in Kentucky, United States. For privacy questions or requests, email hammondpublishingmedia@gmail.com.

Information the app handles

• Account information: sign-in identifiers, email address, and account/session information supplied through our sign-in provider.
• Your records: profile details, optional department and professional identification numbers, training hours and subjects, course dates and codes, credentials, accreditation details, expiration dates, and reminder preferences.
• Your uploads: photos, PDFs, certificates, rosters, reports, filenames, and document sizes. A full roster may contain information about other participants.
• Billing information: subscription/customer identifiers, plan and payment status, and transaction information needed to administer purchases. Payment details are entered into Stripe; our app does not store your full card number or card security code.
• Technical and support information: device/browser notification identifiers, time zone, service logs, and information you choose to include in a support request. Our infrastructure providers may also process IP addresses and device or security information.

Why we use it

We use this information to sign you in, save and retrieve your records, calculate totals and progress, process imports, provide exports, deliver requested reminders and storage notices, manage subscriptions, resolve support issues, and protect the service. Import results and category matches require your review.

Your records are private to your account in the app. Entering a department name does not give that department access. We do not publish or sell your training records or uploaded documents. Operating the service requires processing by the providers described below; authorized support access may be needed to investigate a problem.

Service providers

• Cloudflare hosts the website, database, document storage, and background services. Cloudflare privacy information.
• Clerk provides account sign-in and authentication. Clerk privacy information and customer-data processing terms.
• Stripe provides hosted checkout, subscription management, and payment processing. Its optional services, such as Link, have their own settings and terms. Stripe privacy information.
• OneSignal provides push notifications using device subscription identifiers and notification content. Our reminder integration sends delivery information, not your uploaded certificates, rosters, or training documents. OneSignal privacy information.

Providers may process information in locations outside your state or country. Their privacy information explains their own processing practices. We may also disclose information when legally required or necessary to address fraud, security incidents, or protection of rights.

Cookies, browser storage, and notifications

The app and its providers use cookies or similar browser storage for sign-in, preferences, and notification functionality. Blocking these can prevent features from working. Notification permission is controlled separately on each device; you can disable it in your browser or device settings and unlink the device in the app. Turning off notifications does not cancel a subscription.

Retention and your choices

After your free trial or paid access ends, you have a 30-day grace period to subscribe or download a complete backup. During this period you can view and export your records, but adding or editing records requires a subscription.

After the grace period, your account, training history, certification details, uploaded photos and PDFs, saved versions, and reminder settings are scheduled for permanent deletion. Renew before the deadline displayed in your account to keep your records. Downloaded backups remain under your control.

We send email reminders three days and one day before your trial ends, then an email when the grace period starts and deletion warnings seven days and at least 24 hours before deletion. Push reminders may also appear on your verified devices. Automatic account deletion is paused during prelaunch testing. After activation, deletion requires confirmation that the required warning emails were delivered. A late or failed warning extends or holds the deadline. Delivery confirmation does not mean that you have read the email.

Existing designated testers and paying subscribers are exempt. Previously promised trial end dates are honored. Deletion runs in batches and may take longer than the displayed deadline. Once permanently deleted, records cannot be restored from the app. Limited billing or security records may remain where required.

Deleted or replaced files and saved versions have a separate 30-day recovery period before cleanup; active references may protect a file from that cleanup. Downloads and backups you save outside the app remain under your control.

You can edit records while you have access, export your information, or email us to request access, correction, or account deletion. We may verify account ownership before acting. Account deletion and subscription cancellation are separate requests; tell us if you want both. Limited billing, security, or legal records may need to be retained where required.

Responsible uploads and security

Upload only documents you are authorized to keep, particularly rosters containing other people's information. This app is for professional training records, not patient-care records. Do not upload patient medical information, passwords, or payment-card details.

We use authenticated account access and secure connections, but no online service can guarantee absolute security or uninterrupted availability. Keep your own copies of important evidence. The service is not directed to children under 13; contact us if you believe a child has provided information.

Policy changes and contact

We will update the date on this page when this policy changes and provide additional notice of material changes as appropriate. Contact hammondpublishingmedia@gmail.com with questions or privacy requests. Applicable privacy rights depend on your location; nothing in this policy removes rights provided by law.