Privacy Policy
Last updated November 14, 2026
This policy explains what information Ridge Link Reporting collects, how it's used, and the choices you have.
Who we are
Ridge Link Reporting is fire department reporting software made by Ridge Link LLC in West Virginia ("we", "us"). Fire departments ("departments") use it to write incident reports, send billing information to their billing company, and keep training, equipment testing and member records.
Departments decide what goes into their records and who can see them. For those records we act on the department's behalf, and the department remains the owner of its data.
What we collect
- Member accounts: name, username, email address, rank or role, password (stored only as a one-way hash, never readable), and a profile photo if the member adds one.
- Incident reports: what departments enter about a call, such as times, addresses, apparatus, members on the call, actions taken, narratives, photos and documents.
- Billing details: when a department bills for a call, the property or vehicle owner's name, address, phone, vehicle and insurance details. These can be typed in or read from a photo of a license, registration or insurance card.
- Training and equipment records: training hours, classes, test results, costs and certificates.
- Demo requests: the name, role, department, email, phone and message sent through the form on our home page.
- Technical data: sign-in times, the IP address of sign-in attempts (to block password guessing), and server logs kept for troubleshooting.
How we use it
- To run the service for the department: saving reports, showing stats, sending reports to the department's billing company, and preparing NERIS incident data.
- To keep accounts secure, such as blocking repeated wrong passwords and sending password-reset emails.
- To answer demo requests and support questions.
We do not sell personal information, and we do not use it for advertising. The site has no advertising or tracking cookies.
Who we share it with
Only as needed to run the service:
- The department's billing company, when a member chooses to send a call to billing.
- NERIS (the U.S. Fire Administration's National Emergency Response Information System), when the department submits incident reports, as fire departments are asked to do.
- Service providers that host or process data for us: Render (hosting and database), Cloudflare (nightly backup storage and the AI narrative helper), Google (address lookup and reading scanned license, registration and insurance photos), and Mailgun (sending email).
- When the law requires it, such as a valid subpoena or court order. Where allowed, we tell the department first.
AI features
The AI narrative helper writes a draft from the facts in a report, such as times, units, conditions and notes. Names, phone numbers and insurance details are not sent to it. A department admin can turn it off.
The scan feature sends the photo a member takes to Google's AI to read the fields on it. The photo is not stored by that step; it is saved only with the report.
Cookies
We use one cookie to keep members signed in. If "Remember me" is checked it lasts 30 days; otherwise it ends when the browser closes. There are no advertising or analytics cookies.
Security and backups
All traffic uses a secure (HTTPS) connection. Each department's records are kept apart, members see only what their role allows, and records are backed up every night to separate storage. No system is perfectly secure, but we work to protect your information and will tell affected departments promptly if a breach happens.
How long we keep it
Incident reports are public-safety records, so we keep them for as long as the department uses the service. When a department leaves, we give it a full copy of its records on request and then delete them from the service. Backups age out after that.
Your choices
Members can update their own name, email, photo and password in My Account. To see, correct or delete other information, contact your department; department admins can make changes or ask us for help. People whose information appears in a report, such as a property owner, should contact that fire department.
Children
The service is for fire department members and is not directed to children under 13. Junior firefighter accounts are created by their department.
Changes
If we change this policy we will update the date at the top, and tell departments of any important change.
Contact us
Questions about this policy? Send us a message through the contact form, or ask your department's admin to reach us.