Privacy Policy

The short version

• Master Patrol keeps records for patrol companies. Each company decides what it records about its employees and clients and what happens to it. The company is the controller; we are its processor.
• If you work for, or are a client of, a patrol company, send privacy requests to that company. If you send one to us, we forward it to them.
• We do not sell personal information, and we do not use it for advertising.
• When a person is deleted, their login and contact details are removed. Records that are evidence of work done (reports, photos, approvals, the code-access log) are kept for the company's retention period under a random pseudonym such as “Former employee #K7Q2MX”. That is pseudonymized, not anonymous.
• When a company closes its account, its data is held for 90 days in pseudonymized form and then permanently deleted.

1. Who we are and what this covers

Master Patrol is a web service for security patrol companies in the United States. It is operated by [LEGAL ENTITY NAME], [MAILING ADDRESS] (“Master Patrol”, “we”, “us”).

We handle personal information in two different roles:

• As a processor (service provider) for patrol companies. When a patrol company uses Master Patrol, it puts in information about its employees, its clients, its clients' properties and the work it does there. We call that Customer Data. The patrol company is the controller (in California terms, the “business”) of Customer Data and decides how it is used; we process it only to provide the service, under our Terms of Service and Data Processing Addendum. If you are an employee or client of a patrol company, that company's own privacy notice also applies to you.
• As a controller for our own records. We collect a small amount of information for ourselves: the people who sign up and manage a company's account and billing, people who contact us, and visitors to this website. Section 3 describes it.

2. Information we process for patrol companies

Depending on how a patrol company uses Master Patrol, Customer Data can include:

• Employee accounts: name, email address (which is also the sign-in name), phone numbers, role (for example officer or supervisor), status, and notes the company adds.
• Client contacts: name, email address, phone numbers, which sites they are linked to and in what capacity, and whether they have a client portal login.
• Sites: addresses and map position, instructions for officers, custom fields the company defines, and encrypted alarm codes, gate codes and site notes.
• Activity and incident reports: the type of activity, date and time, the site, the description and form answers, photos, files and signatures, which employee made the report, and the phone's GPS position and accuracy when the report was made.
• Approvals and change history: changes officers proposed, who approved or rejected them and when, and earlier versions of records.
• Code-access log: a record of who set, changed or cleared an alarm or gate code, when, and whether it went through an approval. The code itself is never written to the log.
• Privacy requests made through Master Patrol, and how they were handled.
• Other people named or shown in reports, notes or photos, such as visitors, witnesses or trespassers.
• Usage information: which employees used Master Patrol in each billing month and on how many days (this is what the company is billed on), sign-in and session information, and the devices used to sign in.

Location. Master Patrol reads a phone's location only while an officer has a report open in the portal, and only if the officer's browser has been given permission. It uses the location to attach a position to that report and to suggest nearby sites. It does not track anyone's location in the background. Some state laws treat precise location as sensitive information; patrol companies are responsible for telling their officers that it is recorded. Location data embedded in uploaded photos (EXIF data) is removed when the photo is uploaded.

Free text. Reports, notes and other text fields contain whatever people type into them, which can include names and other personal information.

3. Information we collect for ourselves

• Company sign-up and account administration: the company's name and the name and email address of the person who signs it up, and of its administrators.
• Billing: payments are handled by Stripe. Card and bank details are entered on Stripe's pages and go to Stripe; we never see or store full card or bank account numbers. We keep the company's Stripe customer and subscription references, its billing contact email, invoice amounts and dates, payment status, and the monthly count of active employees we report to Stripe. We send Stripe the count only, not employees' names.
• Support: what you tell us when you email us, and our replies.
• Security and technical information: IP addresses, request logs, browser type and similar information our servers record when the service is used. We use the IP address to check that a connection comes from the United States, using a country database kept on our own servers; the address is not sent to anyone else for this.
• This website (www.master-patrol.com) sets no cookies and uses no analytics or tracking. Our website host, [WEBSITE HOST], may record visitors' IP addresses in its server logs for security and operation.

4. Cookies

The Master Patrol portal uses only cookies that are strictly necessary to sign you in, keep your session secure and sign you out. It uses no advertising or analytics cookies, and no third-party tracking. This website uses no cookies at all.

5. How we use information

Customer Data is used only to provide the service to the patrol company, as the company directs:

• storing and showing records to the people the company has given access to, including its clients in the client portal;
• sending the emails the service sends, such as invitations, password links, privacy-request updates and billing notices;
• counting the employees who used Master Patrol each month, to bill the company;
• keeping the service secure, preventing abuse, and fixing problems;
• giving support when the company asks for it; and
• meeting legal obligations.

We do not sell personal information, share it for cross-context behavioral advertising, or use Customer Data for any purpose of our own, including advertising, building profiles, or combining it with information from other sources.

Information we collect for ourselves is used to run and bill company accounts, answer questions, keep the service and this website secure, and meet our legal and accounting obligations.

6. Who we share it with

Inside a patrol company, Customer Data is visible to that company's users according to the roles the company gives them, and to the company's clients only for their own sites. It is never visible to other patrol companies.

We use these service providers (subprocessors) to run Master Patrol. Each receives only what it needs for its task:

Some pages in the portal link to Google Maps so you can open a site's address in a map. Following that link takes you to Google, whose own privacy policy applies; we don't send Google anything until you click.

We may also disclose information:

• when the law requires it, such as a valid subpoena or court order. Where the law allows, we tell the patrol company first so it can respond;
• to protect the safety of any person, or the security of the service;
• as part of a merger, acquisition or sale of the business, under the same protections as this policy; and
• with the patrol company's permission or at its direction.

Master Patrol staff can access Customer Data only when they need to, to provide support, keep the service running and secure, or meet a legal obligation.

7. How long we keep it

While a patrol company uses Master Patrol, it controls its Customer Data and can change or delete records. Each company sets its own retention periods. Until it changes them, these defaults apply:

Records older than the company's retention period are deleted or pseudonymized automatically. The laws that apply differ by state and by type of business; Master Patrol shows each default with its reason and advises companies to check the laws that apply to them before changing one. A company can pause automatic deletion, for example while a legal claim is open.

Other retention:

• Server logs are not used as records. They hold only what is needed to run and secure the service, are rotated, and are kept for a short period (our target is 30 days).
• Backups are kept for [BACKUP RETENTION PERIOD] and then overwritten. Deleted information can remain in a backup until it expires.
• Exports that a person requests of their own data can be downloaded for 7 days, then the file is deleted.
• Our own billing records (Stripe customer and invoices) are kept for [BILLING RECORD RETENTION PERIOD], as tax and accounting law requires.
• Support emails are kept for [SUPPORT EMAIL RETENTION PERIOD].

8. Deleting a person

The patrol company decides whether a person's information is deleted. Master Patrol carries out the decision; our staff never approve or refuse a person's deletion themselves. When a company approves a deletion:

• the person's login is deleted, and their name, email address and phone numbers are removed;
• records that are evidence of who did what at a client's property or with a client's codes are kept: activity and incident reports, the photos and files the person uploaded, approvals, the code-access log, and the record of the privacy request itself. On these records the person is shown only by a pseudonym such as “Former employee #K7Q2MX” or “Former contact #K7Q2MX”;
• records with no value as evidence are deleted, such as which approvals the person had read, the devices they signed in on, and copies of records kept to resolve editing conflicts;
• the record of the months the person was counted for billing is pseudonymized once that month's invoice is final.

About the pseudonym. It is made up at random when the person is deleted, is unique within that company, and is not derived from the person's name, email or any other detail. It is never shared between companies: someone who worked for two patrol companies gets a different pseudonym at each. It lets a company see that the same former employee did several things without showing who they were.

This is pseudonymization, not anonymization. People who worked with the person may still be able to work out who a pseudonym refers to, for example from dates and sites. We therefore keep treating these records as personal information, protect them the same way, and keep them only for the reasons they were kept: security, establishing or defending legal claims, legal obligations, and the company's service records for its clients. They are deleted when the company's retention period ends.

Text is not rewritten. We do not edit what people typed into reports and notes (for example “Officer Smith responded”), because altering an incident report would damage it as evidence. That text stays as written until the record itself is deleted.

If a former employee is later re-hired, they get a new record and, if deleted again, a new pseudonym.

9. When a company closes its account

• Export first. Before closing, the company is offered an export of its data.
• Immediately on closure: everyone at the company, and its clients, lose access; alarm codes, gate codes and site notes are destroyed and cannot be recovered; and the names, email addresses and phone numbers of the company's employees and contacts are removed, with each person shown only by a pseudonym as described in section 8.
• For 90 days the rest of the company's data is held in that pseudonymized form, so that a mistaken closure or a dispute can be dealt with. During this time the company can ask us to reopen its account; personal details already removed are not restored.
• After 90 days all of the company's data is permanently deleted: reports, photos and files, change history, logs and audit records, and billing usage records. We keep only our own records: the company's Stripe customer record and invoices, and a minimal record that the account existed and was closed.
• Copies in backups expire as described in section 7.

10. Privacy requests and your rights

If you are an employee or client of a patrol company, send requests to see, correct, export or delete your information to that company. Clients with a portal login can make the request themselves under My Data; the company's administrator reviews it. If you send a request to us instead, we will forward it to the company and let you know. We do not decide requests about a company's records ourselves, and we help the company carry out what it decides.

For information we hold for ourselves (section 3), email support@master-patrol.com with the subject “Privacy request”. We may need to confirm your identity first. You may use an authorized agent; we may ask for proof of their authority. If we decline your request, we will tell you why, and you may appeal by replying to our decision.

Depending on where you live, the law may give you rights to know what personal information is held about you, to get a copy, to correct it, to have it deleted, and to opt out of its sale or use for targeted advertising. We don't sell personal information or use it for targeted advertising. We will not treat you differently for using any of these rights. Some rights have exceptions, for example where records must be kept for security, legal claims or legal obligations; section 8 explains how those apply to records that are evidence.

11. Security

We protect information with encryption in transit, encryption of alarm and gate codes with a separate key for each company, password re-entry before codes are shown, role-based access, and separation between companies. Our Security page describes these measures. No system is perfectly secure; if a breach affects a patrol company's data, we will notify the company as our Data Processing Addendum requires, so it can meet its own obligations.

12. Where data is kept

Master Patrol is offered only in the United States. Customer Data is stored in the United States [HOSTING REGION]. For security, the service accepts connections only from the United States.

13. Children

Master Patrol is a business service for adults. It is not directed to children, and we do not knowingly collect personal information from children under 13 for ourselves.

14. Changes to this policy

When we change this policy we will post the new version here and update the date at the top. If a change is significant, we will also email each company's administrators at least [30] days before it takes effect.

15. Contact us

Questions about this policy: support@master-patrol.com, or by mail to [LEGAL ENTITY NAME], [MAILING ADDRESS].