Privacy Policy

Scope

This policy covers information collected when you visit the Website, contact us, request a consultation, or become a customer. If your service agreement includes additional confidentiality terms, those terms also apply.

It does not cover how your organization uses its own system, for example which employees you assign to devices or how you use location tracking. You control those choices and are responsible for handling your team's information lawfully.

Information we collect

Information you give us

• Contact details such as your name, email address, phone number, company name and job title.
• Project details you share through our consultation form or in conversation, such as team size, locations, work environment and the communication challenges you want to solve.
• Messages and other communications with us.

Deployment and account information

When we design, deploy or support your system, we may collect:

• Names, roles and contact details of the users you add, and their group or talkgroup assignments.
• Device details such as serial numbers, IMEI and SIM numbers, radio IDs and programming settings.
• Site addresses, coverage maps, photos of sites and vehicles, and access instructions.
• Administrator usernames and passwords for dispatch software and management portals.
• Radio license and frequency information.

Location and communications data

Cellular push-to-talk apps and dispatch software can show device locations and store voice messages or call history when those features are turned on. This data is processed by the platform provider and made available to your organization. See section 4 for how we handle it.

Information collected automatically

• IP address, browser type, device type and operating system.
• Pages viewed, time spent on pages, and the site that referred you.
• Information collected through cookies and similar technologies, described below.

How we use information

We use personal information to:

• Respond to inquiries and schedule consultations and site surveys.
• Prepare quotes, proposals and service agreements.
• Design, program, deploy and configure your devices and systems.
• Activate and manage cellular push-to-talk lines and user accounts.
• Provide training, onboarding and technical support.
• Process warranty claims and repairs with manufacturers.
• Send invoices, process payments and manage your account.
• Send service notices and, if you opt in, product news and practical tips.
• Understand how the Website is used so we can improve it.
• Protect against fraud and unauthorized access, and meet legal and record-keeping obligations.

Location data and communications content

• Location features are controlled by your organization's administrators, not by us. We turn them on or off at your direction.
• We do not routinely access device locations, voice messages or call recordings. We view them only when needed to provide support you ask for, and only with your permission.
• Access to management portals is limited to team members working on your account, who are bound by confidentiality obligations.
• When an agreement ends, or at your request, we remove our administrative access.

Cookies and analytics

The Website uses cookies and similar technologies to keep it working properly, remember your preferences, and measure traffic and page performance. Analytics providers may collect information about your visits on our behalf.

You can block or delete cookies in your browser settings. Some parts of the Website may not work as intended if you do.

How we share information

We do not sell or rent your personal information. We share it only in these situations:

• Service providers that help us deliver your system and run our business, such as cellular carriers, push-to-talk and dispatch platform providers, equipment distributors, manufacturers handling warranty claims, payment processors, and scheduling, email and file storage providers. They receive only what they need.
• Licensing bodies, such as the FCC or a frequency coordinator, when we prepare radio license applications on your behalf.
• People you direct us to, such as your IT provider, fleet manager or site owner.
• Legal requirements, when we must respond to a subpoena, court order or lawful request, or protect our rights and the safety of others. Where the law allows, we will tell you before sharing information about your system.
• Business transfers, if our business is merged, acquired or sold, subject to the protections in this policy.

Text messages and email

If you give us your mobile number, we may send appointment reminders and service messages by text. Message and data rates may apply. Reply STOP to opt out or HELP for help.

Mobile numbers and text messaging consent are not shared with third parties or affiliates for their marketing purposes.

You can unsubscribe from marketing emails using the link in any message. We will still send messages needed to deliver your services.

How we protect information

We use administrative, technical and physical safeguards designed to protect the information we hold, including:

• Encrypted connections for the Website and for file transfers.
• Multi-factor authentication on systems that hold customer data.
• Role-based access controls for our team.
• Secure storage of administrator credentials, not in general email threads.
• Confidentiality commitments from our team and contractors.

No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we become aware of a breach affecting your information, we will notify you as required by law.

How long we keep information

We keep personal information only as long as needed for the purposes described here. Customer, device and deployment records are generally kept for as long as we support your system and for up to seven years afterward to meet warranty, tax and legal obligations, and then securely deleted. Inquiry information from people who do not become customers is deleted when no longer needed.

Your choices and rights

Depending on where you live, you may have the right to:

• Find out what personal information we hold about you and receive a copy.
• Correct information that is inaccurate or incomplete.
• Ask us to delete your information, subject to records we are legally required to keep.
• Withdraw consent you previously gave.
• Opt out of marketing communications.

To make a request, email [email protected]. We may need to verify your identity before responding, and we will reply within the time required by applicable law. If you are a user on a system your employer manages, we may refer your request to your employer.

Children’s privacy

The Website and our services are intended for businesses and adults. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us information, contact us and we will delete it.

Third-party websites and apps

The Website may link to other websites, and your system may use third-party apps, carriers and cloud platforms. Their privacy practices are governed by their own policies, which we encourage you to review.

Visitors outside the United States

We are based in the United States, and information we collect is stored and processed in the United States. If you access the Website from another country, your information will be transferred to and processed in the United States.

Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date shows the current version. If we make material changes to how we use customer information, we will notify active customers directly.

Contact us

Questions or requests about this Privacy Policy can be sent to:

Company

RockRelay Systems

Email

[email protected]

Phone

(555) 123-4567

Website

rockrelaycoms.com