Terms of Service

Agreement to Terms

These Terms of Service ("Terms") govern your use of the Rescue Agency Manager platform ("Service") operated by Rescue Agency Manager ("we," "our," or "us"). By accessing or using our Service, you agree to be bound by these Terms.

Our platform is designed specifically for emergency response professionals, agencies, and organizations. These Terms reflect the unique requirements and responsibilities associated with emergency response operations.

If you do not agree to these Terms, you may not access or use the Service.

If your Agency participates in the Rescue Agency Manager Beta Program, the Beta Program Agreement also applies to you. It supplements these Terms, and where the two conflict it controls for the duration of the Program.

1. Service Description

Rescue Agency Manager provides a platform for emergency response asset management. Not every capability described below is available today. We list both what the Service does now and what we are building, and we label which is which, so you can decide what you are subscribing to.

Currently Available

The following capabilities are live in production today, subject to your agency's subscription plan:

• Asset tracking and inventory management
• Personnel certification and training records management
• Inter-agency communication and collaboration
• In-app messaging and chat communication
• Analytics and reporting capabilities

In Development or Planned

• Mission and incident reporting tools
• Resource deployment and mutual aid coordination
• K9 and animal management
• GPS tracking and mapping capabilities
• Emergency call-out alerts and notifications
• Live location tracking for operational coordination

We make no commitment as to whether or when any in-development capability will be released, and we may change, delay, or discontinue any of them. When one is released, it may be limited to particular subscription plans or to the mobile application. Sections 5, 7, and 8 set out the terms that govern these capabilities if and when they become available to your Agency; until then, those sections describe rules that do not yet have anything to operate on.

The Service also offers optional integrations with third-party providers (such as Google Calendar) that an agency administrator may choose to connect. These integrations are not required to use the Service, are governed by the third party's own terms and privacy policies, and may be disconnected at any time. How we access and handle data from these providers is described in our Privacy Policy.

2. Eligibility and Scope of Use

Standard Subscriptions — Individual Teams

The Service is offered, priced, and supported for use by a single individual response team, unit, or agency (your "Agency"). Your subscription authorizes that one Agency, and its own members, to access the Service. It does not authorize you to operate the Service as a shared or centralized system on behalf of other organizations.

Nothing in this section restricts the ordinary mutual aid, inter-agency communication, and resource-sharing features described in Section 1 and Section 5. Coordinating with, or responding under the authority of, a government agency during an incident is a normal and permitted use of the Service by your Agency.

Governmental and Multi-Agency Use Requires a Custom Plan

A standard subscription does not cover, and you may not use the Service for, any of the following without a separate written custom plan agreed with us:

• Use by a county, parish, state, tribal, territorial, or federal government element as its own system — for example an emergency management office, a sheriff's office, or a state or federal SAR coordinating authority operating the account itself, or having it operated on its behalf
• Regional, county-wide, or statewide deployments in which the Service is administered centrally across multiple teams or agencies
• Use as a system of record for a governmental authority, or any use subject to public records, records retention, procurement, accessibility, or security requirements imposed on government systems
• Reselling, sublicensing, or otherwise providing access to the Service to organizations other than your Agency

The test is who operates the account, not who your Agency works with. A team that is called out by, reports to, or responds under the authority of a sheriff's office, emergency management office, or state coordinating authority — and shares information with them as Section 5 describes — is using a standard subscription exactly as intended. A custom plan is needed when the government body itself is the licensee or operator, or when one account is run centrally for several teams.

We support these deployments — they simply require terms, pricing, data handling commitments, and support arrangements that a standard subscription does not include. Contact sales@rescueagencymanager.com to discuss a custom plan. If you are unsure whether your intended use falls within a standard subscription, ask us before you rely on the Service.

If you register or use a standard subscription for a use described above, we may contact you to move the account onto an appropriate custom plan, and we may suspend or terminate the account in accordance with Section 11 and Section 12 if it is not resolved.

3. User Responsibilities

Account Security

You are responsible for maintaining the security of your account:

• Maintain the confidentiality of your account credentials
• Use strong passwords and enable multi-factor authentication when available
• Immediately report any unauthorized access to your account
• Ensure only authorized personnel have access to your organization's data

Data Accuracy

You agree to provide accurate and current information:

• Provide accurate and up-to-date information
• Regularly update asset inventories and personnel records
• Verify the accuracy of mission reports and documentation
• Maintain current certification and training records

Acceptable Use

You agree to use the Service appropriately:

• Use the platform solely for legitimate emergency response purposes
• Comply with all applicable laws, regulations, and professional standards
• Respect the confidentiality of sensitive operational information
• Follow your organization's policies and procedures
• Not attempt to gain unauthorized access to any part of the Service

4. Emergency Response Disclaimers

Platform Limitations

While we strive to provide reliable service, you acknowledge and agree that:

• The platform may experience downtime, interruptions, or data synchronization delays
• Data accuracy depends on user input and may not always be current
• The Service does not replace professional judgment, training, or established protocols
• Users must maintain alternative communication methods and backup procedures
• Distance and drive time estimates are approximations based on straight-line calculations and average driving speeds, and should not be used for expense reimbursement or precise travel planning

No Warranty

The Service is provided "as is" and "as available" without warranties of any kind, either express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, or non-infringement.

5. Data Sharing and Mutual Aid

Emergency response often requires coordination between multiple agencies. Resource deployment and mutual aid coordination features are still in development and are not available in production today (see Section 1). The terms below govern those features if and when they become available to your Agency. By using the Service, you acknowledge that:

• Mutual Aid Agreements

  Your agency may share resource availability, personnel qualifications, asset locations, and mission coordination information with authorized partner agencies

• Authorization Required

  Data sharing requires proper authorization from designated officials within your organization

• Emergency Situations

  In active emergencies, critical information may be shared with authorized emergency management agencies and first responders

Sharing information with a government agency you respond under or coordinate with does not make that agency the operator of your account, and does not by itself require a custom plan (see Section 2). It is the ordinary way a response team works.

6. Subscription and Payment

Access to the Service requires a valid subscription. You agree to:

• Pay all applicable subscription fees on time
• Provide accurate billing information
• Notify us of any billing discrepancies within 30 days

Billing Cycles

Subscriptions are billed on a recurring basis according to the plan you select (monthly or annually). Monthly subscriptions renew on the same day of each month. If your billing date falls on a day that does not exist in a given month (for example, the 31st in a month with only 30 days), you will be billed on the last day of that month. Annual subscriptions renew on the same date each year.

You may cancel your subscription at any time. Cancellation will take effect at the end of your current billing period, and you will retain access to the Service until that time.

Payment Processing

All payment transactions are processed through Stripe, Inc., a third-party payment processor. By subscribing to the Service, you agree to Stripe's Terms of Service and Privacy Policy. Rescue Agency Manager does not store your complete credit card information on our servers. Payment card data is collected and processed directly by Stripe in accordance with Payment Card Industry (PCI) compliance standards.

We reserve the right to suspend or terminate access for non-payment.

Refunds

All subscription fees are non-refundable. This applies whether the plan is monthly or annual, and whether payment was made in advance for a period that has not yet been used. In particular, we do not provide refunds or credits for:

• Cancellation before the end of a billing period — access continues to the end of the period already paid for, and no part of that period is refunded
• Downgrading to a less expensive plan, or reducing the number of members on your roster, during a billing period
• Time during which the Service, or any feature of it, was unavailable, changed, or removed, except as provided under Section 11 (If We Discontinue the Service)
• Suspension or termination of your account for a breach of these Terms or for non-payment
• Any period after the closing date if we discontinue the Service (Section 11)

The only exceptions are a refund required by applicable law, correction of a billing error on our part that you report to us within thirty days of the charge, and any refund we choose to make in our sole discretion in a particular case, which does not oblige us to do so in any other case.

If you dispute a charge with your card issuer or bank instead of contacting us first, we may suspend your Agency's access until the dispute is resolved, and we may treat a chargeback of a fee that was properly charged as non-payment.

7. Chat and Communication Features

The Service may include messaging and chat features, depending on your agency's subscription plan, that allow users to communicate with other members within their agency and across agencies. By using these features, you agree to the following terms.

Acceptable Communication

All communications through the Service must be professional and related to legitimate emergency response operations. You agree not to:

• Send harassing, threatening, abusive, or discriminatory messages
• Share obscene, sexually explicit, or otherwise inappropriate content
• Send spam, solicitations, or content unrelated to emergency response operations
• Impersonate other users, officials, or organizations
• Share classified, restricted, or sensitive operational information outside of authorized channels

File Uploads

Chat features may allow you to upload and share files with other users. You agree that:

• You will only upload files that are relevant to emergency response operations and professional communication
• You will not upload files containing malware, viruses, or any malicious code
• You will not upload illegal, obscene, or inappropriate content
• You are solely responsible for the content of any files you upload and must have the right to share them
• Rescue Agency Manager reserves the right to restrict file types and sizes at any time

User-Generated Content

You are solely responsible for the content of your messages and any files you share through the Service. Rescue Agency Manager does not endorse, verify, or assume liability for any user-generated content transmitted through chat features.

You retain ownership of content you submit through chat features. By submitting content, you grant Rescue Agency Manager a limited license to store, transmit, and display that content solely for the purpose of providing the Service.

Monitoring and Moderation

Agency administrators may have the ability to review chat activity and content within their organization for compliance, safety, and operational oversight purposes. You acknowledge that messages sent through the Service should not be considered private from your agency's administration.

Rescue Agency Manager reserves the right, but is not obligated, to monitor, review, or remove any content that violates these Terms. We may also suspend or terminate chat privileges for users who violate these policies, with or without prior notice.

Message Retention

Chat messages and uploaded files are stored for the duration of the agency's active subscription. Rescue Agency Manager may retain chat data as necessary for legal compliance, dispute resolution, or enforcement of these Terms. Deleted messages may persist in backups for a reasonable period before permanent removal.

8. Emergency Alerts and Location Services

When released, these emergency alert and location tracking features — availability of which will depend on your agency's subscription plan — are designed to support rapid response coordination. These features involve elevated permissions on your device and access to sensitive personal data. By enabling these features, you agree to the following terms.

Emergency Call-Out Alerts

Where available under your agency's subscription plan, the Service provides emergency call-out notifications that may bypass your device's Do Not Disturb, silent mode, or other notification suppression settings. This is intended solely for time-critical emergency response situations. By enabling call-out alerts in the mobile application, you acknowledge and agree that:

• Emergency alerts may override your device's Do Not Disturb and silent mode settings to ensure timely delivery
• You are granting explicit consent for the application to bypass device notification restrictions for emergency purposes
• You may enable or disable call-out alerts at any time through the mobile application settings
• Call-out alerts are an optional, agency-purchased feature and are not enabled by default

Live Location Tracking

The Service may collect and share your real-time geographic location with your agency for operational purposes, including call-out response coordination, mission tracking, and incident operations. By enabling location services, you acknowledge and agree that:

• Consent-Based Tracking

  Live location tracking is only activated when you explicitly enable it. You may disable location sharing at any time through the mobile application settings or your device's system settings.

• Operational Use Only

  Your location data is shared with authorized agency personnel solely for emergency response coordination, including tracking response times during call-outs, coordinating personnel during active missions and incidents, and resource deployment planning.

• Data Visibility

  When location sharing is active, your real-time location may be visible to agency administrators and designated operational coordinators within your organization.

• Data Retention

  Location data may be retained for operational records, after-action reporting, and compliance purposes. Historical location data is stored securely and access is limited to authorized personnel.

Prohibited Use of Alerts and Location Data

The following uses are strictly prohibited:

• Using emergency alerts for non-emergency purposes, personal messages, or any form of harassment or intimidation
• Using location tracking to monitor, stalk, surveil, or harass any individual for non-operational purposes
• Accessing or sharing another user's location data outside of authorized operational contexts
• Sending excessive, unnecessary, or false emergency alerts
• Retaliating against any user who disables location sharing or call-out alerts

Agency Responsibilities

Agencies that enable emergency alert and location tracking features are responsible for:

• Ensuring all personnel who issue emergency call-outs are properly authorized and trained
• Establishing internal policies governing when emergency alerts and location tracking may be used
• Investigating and addressing any reported misuse of these features within their organization
• Complying with all applicable local, state, and federal laws regarding employee monitoring and location tracking

9. Limitation of Liability

To the maximum extent permitted by law, Rescue Agency Manager shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, use, goodwill, or other intangible losses, resulting from:

• Your access to or use of (or inability to access or use) the Service
• Any conduct or content of any third party on the Service
• Unauthorized access, use, or alteration of your data

Indemnification

You agree to indemnify, defend, and hold harmless Rescue Agency Manager, its officers, directors, employees, and agents from any claims, liabilities, damages, losses, and expenses arising from your use of the Service or violation of these Terms.

10. Intellectual Property

The Service and its original content, features, and functionality are owned by Rescue Agency Manager and are protected by international copyright, trademark, patent, trade secret, and other intellectual property laws.

You retain all rights to the data you submit to the Service. By submitting data, you grant us a limited license to use, store, and process your data solely for the purpose of providing the Service to you.

11. Termination

We may terminate or suspend your account and access to the Service immediately, without prior notice or liability, for any reason, including but not limited to breach of these Terms.

Upon termination, your right to use the Service will immediately cease. Your Agency's data then follows the account schedule in Section 12 (thirty days of export-only access, up to ninety days archived, then permanent deletion), except where we are required by law to retain specific records for longer.

You may terminate your account at any time by contacting us. All provisions of these Terms that by their nature should survive termination shall survive, including ownership provisions, warranty disclaimers, indemnity, and limitations of liability.

If We Discontinue the Service

We may discontinue the Service, in whole or in part, at any time. If we discontinue it entirely, we will give at least ninety days' notice to an administrator of each Agency by email and in the application. During the notice period the Service will remain available at least for exporting your Agency's data. When the notice period ends, the Service will close and all Agency data will be permanently deleted; we have no obligation to retain any of it afterwards. Fees already paid for any period after the closing date are not refunded (see Section 6, Refunds). Any regulatory or other obligation to keep records beyond the closing date rests with your Agency, which should export those records during the notice period.

12. Account Suspension and Deletion

Agency Accounts

If an Agency fails to maintain an active subscription or abandons its account, Rescue Agency Manager may suspend access after a reasonable grace period.

Suspended accounts may be archived for up to 90 days, during which data is retained but inaccessible. After this period, Rescue Agency Manager reserves the right to permanently delete the account and all associated data.

Agencies are responsible for exporting any data they wish to retain prior to account deletion.

For an Agency in the Beta Program, the timing of archiving and deletion when its participation ends is set by the Beta Program Agreement (thirty days of export-only access, then archived for up to ninety days, then permanent deletion, unless the Agency has converted to a paid subscription).

Your Agency's Retention Responsibilities

We store your Agency's records; we do not decide how long you must keep them. Retention rules for incident, training, personnel and similar records differ by state, agency type and funding source. Your Agency's administrators control retention within the application — they set the retention windows in Agency Settings, may archive or permanently delete records at any time, and may export the Agency's data at any time. Choosing settings that satisfy the laws and rules that apply to your Agency, and keeping any copies those rules require, is your Agency's responsibility, not ours.

Members Removed by an Agency

When an agency removes a member from its roster, the member's account is archived rather than deleted. The agency's operational record of that member — their name on incident rosters, sign-in sheets, activity logs, training hours and certification records — is retained by the agency for as long as it maintains its account, because those are the agency's records and are often subject to public-safety, grant or regulatory retention requirements.

The archived member's personal details — home address, phone numbers, date of birth, emergency contacts, profile photo and login — are removed after a retention window set by the agency (365 days by default). Until then, and after, the agency may restore the member to its roster. An agency administrator may also permanently delete an archived member's account and all associated records at any time, for example at the member's request.

Individual (Public) Accounts

Individual user accounts that are not affiliated with an agency ("public accounts") are subject to automatic deletion after a period of inactivity to protect user data and maintain system security:

• 90-Day Inactivity Policy

  Public accounts that have not logged in for 90 consecutive days will be automatically and permanently deleted.

• Advance Notice

  You will receive an email warning 7 days before your account is scheduled for deletion, giving you time to log in and preserve your account.

• Preserving Your Account

  Simply logging in to your account resets the inactivity timer. Regular use of the Service will keep your account active.

• Data Deletion

  When a public account is deleted, all associated personal data, activity records, and check-in history will be permanently removed and cannot be recovered.

This policy helps protect your personal information by ensuring that unused accounts do not retain data indefinitely, and helps maintain system performance and security.

13. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the United States, without regard to its conflict of law provisions.

Any disputes arising from these Terms or your use of the Service shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association, except where prohibited by law.

14. Changes to These Terms

We reserve the right to modify or replace these Terms at any time. If a revision is material, we will provide at least 30 days' notice prior to any new terms taking effect by:

• Sending an email to the address associated with your account
• Posting a notice on our platform

Your continued use of the Service after such modifications constitutes acceptance of the updated Terms. If you do not agree to the new Terms, you must stop using the Service.