Privacy Policy
Last updated: September 11, 2025
1. Introduction
Smart Reports ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our public safety reporting platform and related services.
2. Information We Collect
2.1 Personal Information
We may collect personal information that you provide directly to us, including:
- Name, email address, and contact information
- Account credentials and profile information
- Department affiliation and role information
- Professional certifications and credentials
2.2 Report Data
When using our reporting platform, we collect:
- Report content, including text, images, and attachments
- GPS coordinates and location data
- Timestamps and metadata associated with reports
- Aerial and ground team data submissions
2.3 Technical Information
We automatically collect certain technical information, including:
- IP addresses and device identifiers
- Browser type and operating system
- Usage patterns and platform interactions
- Performance and error logs
3. How We Use Your Information
We use the collected information for the following purposes:
- Providing and maintaining our reporting platform services
- Processing and managing public safety reports
- Enabling real-time data sharing between teams and stakeholders
- Generating analytics and insights for public safety departments
- Communicating with you about your account and services
- Improving our platform functionality and user experience
- Ensuring platform security and preventing misuse
4. Information Sharing and Disclosure
4.1 Authorized Sharing
We may share your information in the following circumstances:
- With other authorized users within your department or organization
- With relevant stakeholders during emergency response situations
- With service providers who assist in platform operations
- When required by law or legal process
4.2 Data Protection
We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction.
5. Data Retention
We retain your information for as long as necessary to provide our services and comply with legal obligations. Report data may be retained according to your organization's data retention policies and applicable regulations governing public safety records.
6. Your Rights
Depending on your location and applicable laws, you may have the following rights:
- Access to your personal information
- Correction of inaccurate or incomplete information
- Deletion of your personal information (subject to legal requirements)
- Restriction of processing activities
- Data portability
7. Security Measures
We employ industry-standard security measures including encryption, access controls, regular security assessments, and secure data transmission protocols to protect your information.
8. International Data Transfers
Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your information during such transfers.
9. Children's Privacy
Our platform is designed for professional use by public safety personnel. We do not knowingly collect personal information from children under 18 years of age.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date.
11. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us at:
Smart Reports
Email: info@smart-reports.co.za
Subject: Privacy Policy Inquiry