Privacy Policy

Information We Collect

We collect information in a few different ways:

• Quote requests: business name, contact name, phone number, email address, city, and details about the service you're requesting.
• Customer portal: an email address and password (or a one-time invite link) to sign in, plus whatever account and site contact details you or our office add — used to show you your quotes, invoices, inspection reports, and compliance status.
• Service records: inspection results, equipment locations, deficiency notes, and technician certifications gathered while servicing your site.
• Payments: invoice payments are processed by our third-party payment processor, Helcim. We do not store your full card or bank account number — Helcim handles that directly and shares back only what we need to confirm and reconcile payment.
• Messages: any messages you send us through the customer portal or by phone, including call recordings/summaries from our answering service, so we can follow up accurately.

How We Use Information

We use the information above to:

• Prepare quotes, schedule and perform inspections, and issue invoices and compliance reports;
• Contact you by phone, text, or email about a quote request, a scheduled visit, or an account you hold with us;
• Maintain the inspection and compliance records our industry and your local fire authority require us to keep; and
• Improve our own service quality and respond to questions you send us.

We do not sell your personal information, and we do not share it with third parties for their own marketing purposes.

Who We Share Information With

We share information only with service providers who help us run the business — our payment processor (Helcim), our database and hosting providers, our phone/answering service, and email delivery provider — and only to the extent each needs it to do that job. We may also disclose information if required by law, such as in response to a valid subpoena, or to a fire authority having jurisdiction where required for compliance documentation.

Data Retention

Inspection reports and related compliance records are retained for at least the minimum period required by applicable fire codes (commonly several years), and often longer as part of your site's ongoing service history. Account and billing records are kept as long as needed for accounting, tax, and legal purposes.

Your Choices

You can ask us to update or correct your account contact information at any time — through the customer portal's Account tab, or by contacting us directly. If you'd like a copy of the information we hold about your account, or would like us to delete information we're not required to retain for compliance or accounting reasons, contact us using the information below and we'll follow up.

If you no longer want to receive text messages from us about a quote or scheduled visit, reply STOP to any text we send, or let us know by phone or email, and we'll stop texting that number. This won't affect calls or emails about work you've already scheduled with us.

Security

We use industry-standard safeguards — encrypted connections, access controls limiting who on our team can see customer and financial data, and a payment processor that is itself PCI-compliant — to protect the information you share with us. No system is completely secure, but we take reasonable steps appropriate to the sensitivity of the data involved.

Children's Privacy

Our services are intended for businesses and property owners, not individual consumers or children, and we do not knowingly collect information from children.

Changes to This Policy

We may update this policy from time to time as our services or legal obligations change. The "last updated" date above reflects the most recent revision.

Contact Us

Questions about this policy or your information? Reach us at info@fortressfireprotection.org or (817) 527-9900.