1. Who we are

This Privacy Policy explains how Firehorse Agent, Inc. (“Firehorse,” “we,” “us”) collects, uses and shares information. Our address is 533 E Girard Ave STE 74061 Philadelphia, PA 19125. You can contact us about privacy at privacy@firehorseagent.com.

2. What this policy covers, and our role

This policy covers two things: our website at firehorseagent.com (the “Website”), and the Firehorse Platform, which includes our web applications and the Firehorse Inspections mobile app for iOS and Android (together, the “Platform”).

We provide the Platform to businesses (“Customers”) under a written agreement. Customers give access to their employees and contractors (“Authorized Users”). When we process information through the Platform (“Customer Data”), we do so on the Customer’s behalf and according to its instructions. The Customer decides what information is collected and how it is used. In most cases, the Customer collects and holds its own Customer Data. Firehorse accesses limited slices of Customer Data for support purposes but does not have any ability to transfer or take in Customer Data in bulk. Firehorse’s default is always to process Customer Data in the Customer’s own environment. Pre-production, Firehorse may create a demo environment for the Customer. In these cases, the Customer may choose to provide Customer Data to Firehorse on Firehorse’s own environment. In these cases, the Customer often only provides limited Customer Data or sample data that is representative of Customer Data but is not Customer Data. If you are an Authorized User, your employer or the organization that gave you access is responsible for its own privacy practices. Please direct questions about your data to that organization first.

For information we collect through the Website, Firehorse decides how it is used.

Where the Platform runs. Firehorse may host the Platform in its own cloud environment, or a Customer may host it in the Customer’s own cloud environment. When a Customer hosts the Platform, the Customer’s own settings and policies govern where Customer Data is stored, how long it is kept and how it is backed up. Sections 9 and 12 describe our practices when Firehorse hosts the Platform. If a Customer’s signed agreement with Firehorse differs from this policy, that agreement controls.

3. Information we collect through the Platform

Account information. Name, work email address, employer, role and the inspections assigned to you. A Customer administrator creates your account. You cannot create an account yourself. Sign-in is handled by Amazon Cognito or by your organization’s own sign-in service, and we do not see your password.

Inspection content. Voice notes you record, transcripts of those voice notes, photos you take in the app, written notes, property and loan identifiers, inspection status and the date and time of each capture.

Transcription. Voice notes are transcribed automatically by default. You can turn automatic transcription off in the app. Your organization may still transcribe recordings later in the web application. Transcripts are produced by software and can contain errors.

Location. When you take a photo, the app records the date, the time and your device’s precise location and attaches them to the photo. Accuracy depends on your device and signal. Customers require this so they can confirm that inspection photos were taken on site. Firehorse does not use location data for any other purpose. Voice notes are not location stamped. The app does not collect your location at any other time, and never in the background.

Documents provided by Customers. Documents a Customer uploads or connects, such as insurance certificates (ACORD 25 and ACORD 28 forms) and inspection reports, and the structured data we extract from them.

Device and diagnostic information. Device model, operating system version, app version, crash reports, performance data, error logs, IP address and an internal user identifier. We use this to keep the app reliable and to fix problems.

Usage information. Which features you use and when, linked to your account. We use it to provide support and to report service levels to your organization. It is not anonymous.

Support requests. If you report a problem from the app, the details you enter and any screenshot you choose to attach. These are stored in Firehorse’s own systems, even when your organization hosts the Platform.

Device management. Your organization may manage the app with its own device or app management software. That software is chosen and operated by your organization under its own policies. Firehorse does not control it.

4. Device permissions

The mobile app asks for the following permissions, only when you first use the related feature:

• Camera, to take inspection photos.

• Microphone, to record voice notes.

• Location while using the app, to attach a location to each photo.

• Face ID or fingerprint, if you choose to unlock the app with it. Your device performs the check, and Firehorse never receives biometric data.

You can turn off any permission in your device settings. If you do, the related feature will not work. Recording stops when you leave the app or lock the screen. The app keeps photos in its own storage and does not save copies to your device’s photo library. The app does not access your contacts, your photo library or data from other apps.

5. How we use information from the Platform

We use Platform information to:

• provide and operate the Platform, including syncing captures from your device;

• transcribe voice notes and extract structured data from documents;

• provide support and respond to requests from Customers, including reviewing support screenshots you send us and, when a Customer asks us to resolve an issue, the inspection data involved;

• secure the Platform, detect misuse and fix errors;

• comply with law; and

• carry out other instructions from the Customer.

We do not sell Platform information. We do not use it for advertising or for marketing to Authorized Users. We do not use advertising identifiers or track you across other companies’ apps or websites.

The Platform uses cookies only to keep you signed in. It does not use advertising cookies.

6. Artificial intelligence

Firehorse does not use Customer Data to train artificial intelligence models. We process Customer Data with AI services provided by Amazon Web Services, including Amazon Transcribe for speech-to-text and Amazon Bedrock for model inference. We have configured our AWS account so that AWS does not store or use our content to improve its AI services. No other AI provider processes Customer Data. Results produced by AI are provided to the Customer’s reviewers for verification.

7. Data stored on your mobile device

The app stores captures on your device until they sync to the Platform, so you can work without a connection. Captures are kept in the app’s private storage. The app encrypts the captures it stores on your device, and your device’s built-in encryption adds further protection when the device is locked with a passcode.

Submitted inspections and their media are removed from your device during the first sync that occurs 48 hours or more after submission.

Signing out of the app does not remove captures from your device right away. Synced captures are removed on the schedule above. Your organization’s device management settings may remove data sooner.

If your device is lost or stolen, tell your organization’s administrator. The administrator can revoke your access.

8. How we share information

We share Platform information only:

• with the Customer that provides your access, and with other Authorized Users according to the Customer’s settings;

• with the subprocessors listed at firehorseagent.com/subprocessors, which help us run the Platform under written confidentiality and data protection obligations;

• when required by law. If a government authority demands Customer Data, we will notify the Customer unless the law prohibits it; and

• as part of a merger, acquisition or sale of assets, subject to the same protections described here.

9. How long we keep information

We keep Customer Data for the term of the Customer’s agreement. When the agreement ends, we delete Customer Data from our production systems within 10 business days, or return it if the Customer asks in writing before the agreement ends. Copies in our backups are deleted on a rolling schedule within 30 days after that. When a Customer hosts the Platform in its own cloud environment, the Customer’s retention and backup settings apply instead.

Device and diagnostic information is kept for 30 days. Support requests and screenshots are kept for 12 months. Usage information is kept for the term of the Customer’s agreement. Website and marketing information is kept until you ask us to delete it or we no longer need it.

10. Your choices and requests

If you are an Authorized User, contact your organization’s administrator about access to, correction of or deletion of your information. You can also submit a request at firehorseagent.com/privacy-requests. Because we hold Customer Data on the Customer’s behalf, we will forward your request to the Customer and act on its instructions.

If you received marketing email from us, you can unsubscribe using the link in any email, or ask us to delete your marketing information at firehorseagent.com/privacy-requests.

Privacy rights under state law. Depending on where you live, you may have the right to know what personal information we hold about you, to correct it, to delete it, and to opt out of its sale or use for targeted advertising. We do not sell personal information or use it for targeted advertising. To make a request, use firehorseagent.com/privacy-requests. We will verify your request and respond as the law requires. Requests about Customer Data are handled with the Customer, as described above. We will not discriminate against you for exercising these rights.

11. Security

We protect information with administrative, technical and physical safeguards, including encryption of data in transit, encryption of Customer Data stored in our cloud systems, and encryption of data the app stores on your device. Our security commitments to Customers are in our Terms of Service. More detail is available at security.firehorseagent.com.

12. Where information is stored

When Firehorse hosts the Platform, we store Customer Data in the United States.

13. Age requirement

The Platform is a business service for adults. It is not directed to anyone under 18, and Customers may only give access to Authorized Users who are 18 or older. We do not knowingly collect personal information from anyone under 18. If we learn that we have, we will delete it.

14. Information we collect through the Website

When you visit the Website or contact us, we collect information you give us, such as your name, work email address, company, job title and phone number. We also collect your IP address, browser and device type, pages viewed and approximate location derived from your IP address, using cookies and similar technologies.

We use Website information to respond to you, to send information about Firehorse products to business contacts, and to understand how the Website is used. We use HubSpot to manage contacts and marketing email, and Framer Analytics and Google Analytics for Website analytics. We do not use advertising cookies. You can control cookies through your browser settings.

15. Changes to this policy

We will post any changes on this page and update the date at the top. If we make a material change that affects Customer Data, we will notify Customers in advance.

16. Contact us

Firehorse Agent, Inc., 533 E Girard Ave STE 74061 Philadelphia, PA 19125. Email: privacy@firehorseagent.com.