Last Updated: January 1, 2025
Southern Software, Inc. ("we," "us," or "our") operates the ICAware incident command platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.
1. Information We Collect
Information You Provide
We collect information you provide directly to us, including:
- Account information (name, email address, phone number, organization)
- Profile information (job title, department, credentials)
- Contact form submissions and support requests
- Payment and billing information
- Communications you send to us
Information Collected Automatically
When you use our services, we automatically collect:
- Device information (device type, operating system, browser type)
- Log information (access times, pages viewed, IP address)
- Location information (GPS data when using mobile apps with your consent)
- Usage information (features used, actions taken within the platform)
Incident and Operational Data
In the course of providing our services, we process incident command data including:
- Incident information and status updates
- Resource assignments and tracking data
- Personnel check-in/check-out records
- ICS forms and documentation
- Map annotations and geographic data
2. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our services
- Process transactions and send related information
- Send technical notices, updates, and support messages
- Respond to your comments, questions, and requests
- Monitor and analyze trends, usage, and activities
- Detect, investigate, and prevent fraudulent or unauthorized activity
- Personalize and improve your experience
- Comply with legal obligations
3. Information Sharing
We may share your information in the following circumstances:
- With Your Organization: Information is shared with administrators and authorized users within your organization as part of the service.
- With Service Providers: We share information with vendors who assist us in providing services (hosting, analytics, customer support).
- For Legal Reasons: We may disclose information to comply with laws, respond to legal requests, or protect rights and safety.
- Business Transfers: Information may be transferred in connection with a merger, acquisition, or sale of assets.
- With Your Consent: We share information when you give us permission to do so.
We do not sell your personal information to third parties.
4. Data Security
We implement appropriate technical and organizational measures to protect your information, including:
- Encryption of data in transit and at rest
- Secure data centers with physical access controls
- Regular security assessments and penetration testing
- Access controls and authentication requirements
- Employee training on data protection
While we strive to protect your information, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.
5. Data Retention
We retain your information for as long as your account is active or as needed to provide services. We may retain certain information as required by law, for legitimate business purposes, or to resolve disputes.
6. Your Rights and Choices
Depending on your location, you may have the following rights:
- Access: Request a copy of the information we hold about you
- Correction: Request correction of inaccurate information
- Deletion: Request deletion of your information
- Portability: Request your data in a portable format
- Opt-out: Opt out of certain data processing activities
To exercise these rights, contact us using the information below.
7. Location Data
Our mobile applications may collect precise location data with your consent. You can disable location services through your device settings, though this may limit certain features.
8. Children's Privacy
Our services are not intended for individuals under 18. We do not knowingly collect information from children.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of changes by posting the new policy on this page and updating the "Last Updated" date.
10. Contact Us
If you have questions about this Privacy Policy or our privacy practices, please contact us: