CadetHQPrivacy Policy
CadetHQ is an app and website that fire and police departments use to run their cadet and explorer programs. This policy explains what information CadetHQ collects, how it is used, who can see it, and the choices you have.
Who is responsible for your information
Each department that uses CadetHQ runs its own program and decides who joins it, what information it collects and who on its staff can see it. CadetHQ stores and processes that information on the department’s behalf. Questions about a specific program, such as what your advisor can see or how long a department keeps records, are best answered by that department. You can also contact CadetHQ at support@cadethq.app.
Information we collect
- Account details: name, email address, password (stored encrypted), phone number and profile photo.
- Program records: birthdate, school, rank, assigned advisor, logged hours, station visits or ride-alongs, task book sign-offs, badges, education and certification progress, fitness results, GPA and report cards, gear issued and event attendance.
- Emergency and medical information: emergency contacts and any medical notes (such as allergies) that you or a parent choose to provide.
- Messages and files: chat messages, photos, documents and other files shared in the app.
- Applications: information submitted through a department’s public Apply page, including parent or guardian contact details.
- Device information: a push-notification token so we can send notifications, and basic technical logs used to keep the service working and secure.
We do not collect your precise location, and we do not use advertising trackers.
How information is used
- To run the program: scheduling, hours tracking, task books, communication, reports and safety.
- To send notifications you or your department turn on, such as new messages, schedule changes and reminders.
- To keep the service secure, prevent misuse and fix problems.
We do not sell personal information, and we do not use it for advertising.
Who can see your information
- Your department’s staff (advisors and admins) can see the program records of members in their department. Medical notes are visible only to you and staff.
- Other members of your department can see a limited roster profile. You can hide certain fields from other members in your privacy settings.
- Chat safety: to protect young members, department admins are included in every chat in their department. There are no fully private conversations in CadetHQ.
- Other departments cannot see your information.
- Service providers that host and run CadetHQ (for example, our database, hosting and push-notification providers) process information only to provide the service.
- The law: we may disclose information if required by law or to protect someone’s safety.
Young members
Cadet and explorer programs include members under 18. Departments are responsible for collecting any parent or guardian consent their program requires. CadetHQ is not intended for children under 13. If you believe a child under 13 has created an account, contact us at support@cadethq.app and we will delete it.
Keeping and deleting information
You can delete your account in the app: open your profile and tap Delete my account at the bottom. Deleted accounts can be restored by your department for 30 days and are then permanently removed. A department may keep certain program records, such as hours or task book history, as part of its own records. To request deletion of information a department submitted, contact that department or support@cadethq.app.
Security
Information is encrypted in transit, access is limited by role, and each department’s data is kept separate from other departments’. No system is perfectly secure, so please use a strong password and keep it private.
Your choices
- Update your profile and privacy settings in the app at any time.
- Turn notifications on or off in your phone’s settings.
- Ask for a copy of your information, or for corrections, by contacting your department or support@cadethq.app.
Changes
If we make important changes to this policy, we will update the date above and let users know in the app.
Contact
CadetHQ · support@cadethq.app