Privacy Policy
Last updated: August 6, 2026
1. Who we are
TurnoutFlow provides recruitment, onboarding, and retention software for fire and EMS organizations, including volunteer, career, and combination departments. This Privacy Policy explains how we collect, use, and protect personal information across our marketing website and the TurnoutFlow platform.
2. Our role
For applicant and member information collected through a department's application and onboarding process, the department (not TurnoutFlow) decides what to collect and why. TurnoutFlow processes that information on the department's behalf and under its instructions. Questions about a specific department's application should be directed to that department. For information collected on our own marketing site (such as demo requests and email subscriptions), TurnoutFlow is the responsible party.
3. Information we collect
Marketing site: organization name, contact name, email, phone, and department details you submit when requesting a demo or subscribing to campaign emails, plus standard technical information from your visit (IP address, browser and device type, referring page, and the pages you view), including through the advertising cookies described in section 4. Platform: staff account details (name, email, password hashes); applicant application data submitted to a department, which may include demographics, employment history, certifications, screening responses, identity documents, and, where a department requires it, Social Security numbers; messages exchanged through the applicant portal; uploaded documents; and technical logs. Within the platform we also record limited, non-identifying product analytics (for example, that an application step was completed) that contain no names, emails, or narrative content.
4. Cookies and advertising
Our marketing website uses the Meta (Facebook) pixel to measure how our advertising performs, for example, how many people who saw an ad went on to request a demo. The pixel sets cookies and sends Meta your IP address, browser and device information, and which pages you viewed on our site; Meta may match that activity to a Facebook or Instagram account. This runs on our marketing website only. It is not part of the TurnoutFlow platform, so applicant and member activity inside a department's workspace is never sent to Meta. You can limit this tracking through your browser's cookie settings, your Meta ad preferences and off-Facebook activity controls, or a tracking-protection extension. The platform itself uses cookies only for essential purposes such as keeping you signed in.
5. Sensitive information
Social Security numbers are encrypted at rest; only the last four digits are ever re-displayed, and full SSNs are never included in logs, analytics, audit records, or error reports. Uploaded documents are stored in access-controlled object storage and served only through short-lived signed links. Screening narrative responses are excluded from audit snapshots.
6. How we use information
We use personal information to operate the Service: processing applications on behalf of departments, sending transactional email (secure sign-in links, application status, interview and onboarding notifications, weekly summaries requested by department staff), providing support, billing subscriptions, securing the platform, and improving the product using de-identified usage data. Marketing emails are sent only to people who requested them, and every marketing email includes an unsubscribe link.
7. How we share information
We do not sell personal information for money. We share it only with: the department you applied to (that is the purpose of the Service); service providers who help us run the platform (hosting, object storage, email delivery, payment processing), bound to use it only for those services; Meta, limited to the marketing-website advertising measurement described in section 4; and authorities where required by law. Because that measurement involves cross-context behavioral advertising, some U.S. state privacy laws may treat it as "sharing" or as a "sale," you can opt out using the controls in section 4. Payment card details are handled by our payment processor and never stored by TurnoutFlow.
8. Retention
We retain platform data for as long as the subscribing department maintains its account, and delete or de-identify it after account closure and the export window described in our Terms of Service. Departments control retention of their applicant records within the platform, subject to their own legal obligations. Marketing contact data is retained until you unsubscribe or ask us to delete it.
9. Security
Data is isolated per organization at every layer of the platform. We use encryption in transit, encryption at rest for the most sensitive fields, hashed single-use sign-in tokens, role-based access, and append-only audit logging of critical actions. No system is perfectly secure; if we learn of a breach affecting your personal information, we will notify affected parties as required by law.
10. Your choices and rights
Depending on where you live, you may have rights to access, correct, delete, or export your personal information. For applicant data, contact the department you applied to and we will support their response; for marketing data, contact us directly. You can unsubscribe from marketing email at any time via the link in each message, and opt out of advertising cookies on our marketing website as described in section 4. We will not discriminate against you for exercising your rights.
11. Children
The Service is not directed at children under 13, and we do not knowingly collect their information. Junior or cadet membership programs, where offered, are administered by the individual department, including any parental-consent requirements.
12. Changes to this policy
We may update this policy from time to time. Material changes will be announced by email or in-product notice before they take effect, and the "Last updated" date above will always reflect the current version.
13. Contact
Privacy questions or requests: [email protected].