Privacy Policy

1. Information We Collect

We collect information you provide directly — including company name, contact details, and account credentials — as well as usage data generated through your use of the UnitClear platform (inspection records, vehicle data, shift logs, GPS coordinates during inspections). UnitClear is designed for Emergency Medical Services (EMS), Fire departments, and similar fleet-based agencies.

Background location during shifts (Android app only). When you press “Start shift” in the UnitClear Android app, we collect your device's GPS coordinates continuously — including while the app is in the background or your screen is off — until you press “End shift”. A persistent system notification (“UnitClear shift active — Tracking your location during this shift.”) is shown on your device throughout. Location data is used to dispatch the nearest available unit, detect speeding, and display vehicle positions on dispatcher maps within your organization. Background collection stops automatically when you end the shift. The browser-based PWA does not collect location in the background.

Time-clock punches (Workforce module). When you clock in or out, we capture a single GPS coordinate at the moment of the punch (with your device's permission) and store the computed distance from your organization's base. This is a one-time capture per punch, not continuous tracking, and is shown to your organization's managers on timecards. Declining the location prompt still records the punch, marked as entered without location.

Workforce & scheduling data (Workforce module). If your organization enables the Workforce module, we store shift schedules and assignments, availability and time-off requests, time-clock records, and employee credential records — including certification and license types, identification numbers, issue/expiration dates, and photos of certification cards you or your administrators upload. This information is visible to your organization's managers and directors and is used for scheduling eligibility, expiration reminders, and payroll-hours export.

Electronic signatures. Inspections, end-of-shift reports, digital forms, and controlled-substance counts may capture your hand-drawn electronic signature. Signatures are stored as images with the associated record as legal evidence that the action was performed, and are visible to your organization's administrators and auditors.

Digital form submissions (Forms module). Reports your organization configures (incident reports, exposure reports, vehicle accident reports, and similar) may contain descriptions of workplace events, including occupational injury or exposure information you choose to enter. Submissions are stored with a snapshot of the form, routed only to the reviewer roles your organization designates, and retained as organizational records.

Controlled-substance records (Compliance module). Narcotics count records — drug names, quantities, seal numbers, counter and witness identities, signatures, and discrepancy flags — are stored append-only for regulatory accountability and cannot be edited after submission.

2. Mobile App Permissions (Android)

The UnitClear Android app requests the following device permissions. Each is used solely for the stated purpose and is never shared with third parties beyond your own organization's administrators.

• Precise & approximate location — record vehicle position during an active shift, surface it on the dispatcher map, and detect speeding events.
• Background location — continue recording position while the app is backgrounded or the screen is off, but only while a shift is active. Stops automatically when the shift ends.
• Foreground service (location) — required by Android to keep the location service alive during a shift; backed by a persistent visible notification.
• Notifications — deliver dispatch alerts, shift events, and the persistent “shift active” status indicator.
• Wake lock — prevent the device from suspending the location service mid-shift on aggressive battery-saver devices.
• Ignore battery optimizations (optional) — on first launch we ask whether to exempt UnitClear from Doze mode for reliable mid-shift tracking. Declining does not block app use.
• Internet — communicate with UnitClear servers and Supabase backend.

3. How We Use Your Information

We use your data to operate and improve the UnitClear service, to send transactional communications (account setup, service notifications, weekly compliance reports), and to comply with legal obligations. We do not sell your data to third parties. Data entered in the live sandbox/demo environment is not retained — it is automatically reset every 2 hours.

4. AI-Generated Content

UnitClear uses artificial intelligence provided by Google Gemini to analyze vehicle damage photos, generate fleet insights, and provide field condition summaries. Inspection photos and related metadata may be transmitted to Google's AI services for analysis. AI-generated content is provided as a decision-support tool and should not be considered a substitute for professional inspection judgment. All AI analyses are logged and associated with the originating organization for audit purposes.

Where your organization uses the relevant features, the following content may also be transmitted to Google's AI services for processing: photos of certification cards you upload (to pre-fill credential details such as type, number, and dates), schedule spreadsheets you import (to extract shift assignments), equipment label photos, and form descriptions written by administrators (to draft form templates). AI suggestions are always shown for human review before anything is saved.

5. Data Storage & Security

All data is stored in Supabase-managed PostgreSQL databases hosted on AWS. Data is encrypted at rest and in transit using industry-standard TLS 1.2+. Access is controlled via row-level security policies. Damage photos are stored in encrypted cloud storage buckets with access restricted to the originating organization.

6. Data Retention

Inspection records (rig checks) are retained for a minimum of 7 years to support EMS/Fire compliance and regulatory requirements. After 7 years, records are archived. Audit logs are retained for 2 years. Account data is deleted within 30 days of account cancellation upon written request.

7. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, or delete your personal data. Contact privacy@unitclearems.com to exercise these rights.

8. California Privacy Rights (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) grants you the following rights:

• Right to Know — request disclosure of the categories and specific pieces of personal information we have collected about you.
• Right to Delete — request deletion of personal information we have collected from you, subject to certain exceptions.
• Right to Opt-Out — UnitClear does not sell your personal information to third parties. There is no opt-out required.
• Right to Non-Discrimination — we will not discriminate against you for exercising any of your CCPA rights.

To submit a verifiable consumer request, contact privacy@unitclearems.com.

9. International Users (GDPR)

If you are located in the European Economic Area (EEA), the United Kingdom, or Switzerland, the General Data Protection Regulation (GDPR) or equivalent laws may apply to our processing of your personal data.

Legal basis for processing: We process your personal data on the basis of contractual necessity (to provide the UnitClear service you subscribed to), compliance with legal obligations, and our legitimate interests in operating and improving the service.

Data controller: UnitClear LLC, United States. Contact: privacy@unitclearems.com.

Under GDPR you have the right to: access your personal data; rectify inaccurate data; erase your data (right to be forgotten); restrict processing; data portability; and object to processing. To exercise these rights, contact privacy@unitclearems.com.

10. Cookies & Local Storage

UnitClear uses essential session cookies to authenticate users and maintain secure sessions. We also use browser localStorage to store your cookie consent preference and sandbox session state. We do not use tracking, advertising, or analytics cookies. For full details, see our Cookie Policy.

11. Contact

Questions about this policy? Email privacy@unitclearems.com.