Privacy Policy

1. Who this policy covers

This policy applies to:

• Officers and agency administrators who create an account to use PatrolDocs
• Agencies that contract with QuietLeverage LLC d/b/a PatrolDocs to use PatrolDocs
• Visitors to patroldocs.com

This policy does not create an account or profile for the members of the public who receive documents from an officer through PatrolDocs ("recipients"). See Section 4 below — recipients are handled deliberately differently.

2. Information we collect from officers and agencies

When an agency or officer signs up for or uses PatrolDocs, we collect:

• Account information: name, badge number, role, division/assignment, agency affiliation, work email, and (optionally) a direct contact phone number an officer chooses to display on their digital business card
• Agency information: agency name, physical address, logo and branding, configuration settings (delivery methods enabled, retention settings, document library)
• Usage and delivery metadata: which documents were sent, delivery method used (QR, SMS, email, print), timestamp, and delivery status (initiated, accepted by provider, page accessed). We do not log the recipient's phone number or email address.
• Case/kit numbers: only if an agency has configured its account to collect them, and only retained according to that agency's configured retention setting

We do not collect victim or witness names, incident narratives, or case facts. Fields that could hold this kind of sensitive information were intentionally removed from the product.

3. Text messages (SMS) and phone numbers

When an officer uses PatrolDocs to deliver a document to someone by text message, here is exactly what happens:

• The phone number is entered by the officer, at the request of the person standing in front of them, for the sole purpose of sending that one document link.
• The phone number is used only to send that message. It is not stored in our delivery records, not added to any list, and not reused for any other purpose.
• We do not sell or share mobile phone numbers or SMS opt-in data with third parties or affiliates for their marketing purposes, under any circumstances.
• Message frequency is one-time and delivery-triggered — PatrolDocs does not send recurring or promotional text messages.
• Standard message and data rates from the recipient's carrier may apply.
• Recipients can reply STOP at any time to opt out of further messages, or HELP for assistance.

This messaging is a one-time account/service notification (a document the recipient's own encounter with an officer generated), not marketing, and is never used for marketing.

4. Information about recipients (the public)

PatrolDocs is designed to collect as little information as possible about the people who receive documents in the field:

• Recipients do not create an account and do not log in.
• We do not store a recipient's name, phone number, or email address in the delivery record — only that a delivery was attempted and by which method.
• The web page a recipient opens to view their delivered documents does not require any information from them, and is not indexed by search engines.
• We track whether that page successfully loaded, not who opened it or how long they viewed it.

5. How we use information

We use the information described above to:

• Operate and maintain officer and agency accounts
• Deliver documents to recipients through the method an officer selects
• Maintain a record an agency can use for its own internal recordkeeping (subject to that agency's retention configuration)
• Provide customer support to agencies
• Monitor for and prevent misuse of the platform
• Meet legal and contractual obligations to agencies

6. How we share information

We do not sell personal information. We share information only with:

• Service providers who help us operate PatrolDocs under contract, including our database/hosting provider, SMS provider, and email provider, each bound to use the information only to provide that service
• The agency itself, since agency administrators can see the account and delivery data associated with their own officers
• Law enforcement or legal process, only if required by valid legal process
• A successor entity, in the event of a merger, acquisition, or sale of assets, subject to the same commitments in this policy

We do not share information with third parties for their own advertising or marketing purposes.

Subprocessors

We use the following categories of third-party service providers to operate PatrolDocs, each acting on our behalf and under contract:

• Database and backend infrastructure (Supabase)
• SMS delivery (Twilio)
• Email delivery (a transactional email provider)
• Application and website hosting

These providers process data solely to help deliver the Service and are not permitted to use it for their own independent purposes. This list may change as the Service evolves; material changes will be reflected in an updated version of this policy.

7. Data retention

• Officer and agency account information is retained for as long as the account is active, plus a limited period afterward for recordkeeping.
• Delivery records are retained according to each agency's configured retention policy, generally in the range of 1–3 years depending on document category.
• Recipients can download a standalone copy of their delivered documents at the time of receipt, so their access to the material does not depend on how long our servers retain the record.

8. Data security

• All data is encrypted in transit between the app and our servers.
• Each agency's data is isolated at the database level, so one agency cannot access another agency's records.
• Access to account and delivery data is limited by role — for example, officers see only what's relevant to their own use of the app, and agency administrators see only their own agency's data.
• No system is completely secure. We encourage agencies to conduct their own security review as part of any procurement process, and we are glad to provide additional detail about our security practices on request.

9. Cookies and similar technologies

Our website (patroldocs.com) uses only the minimal cookies necessary for the site to function, such as maintaining a browsing session. We do not use third-party advertising or cross-site tracking cookies. If this changes in the future, this policy will be updated to describe what is used and the choices available to you.

10. Where data is stored

Data collected through PatrolDocs is stored on servers located in the United States.

11. Your choices

• Recipients can opt out of future text messages at any time by replying STOP.
• Officers can update their own direct contact information within the app.
• Agency administrators can request export or deletion of their agency's account data by contacting us at the address below, subject to any records-retention obligations the agency itself is under.
• Officers can request deletion of their own individual account directly within the app, without needing to contact support. Requesting deletion immediately disables login to that account. Personal account details (name, badge number, contact information) are then permanently removed. Delivery records already created under an agency's retention policy are preserved as agency recordkeeping data, consistent with the agency's own retention obligations, but are no longer linked to a live, loginable account.

12. Children's privacy

PatrolDocs is not directed at children and is not intended for use by anyone under 18. We do not knowingly collect information from children.

13. California privacy rights

Depending on applicable law, California residents may have the right to know what personal information we hold, request deletion, and opt out of certain uses. To make a request, contact us using the information below.

We do not share personal information with third parties for their own direct marketing purposes, and no action is required to opt out of something we do not do.

14. Security incident notification

If we become aware of a security incident affecting an agency's data, we will notify the affected agency without unreasonable delay and as required by applicable law.

15. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the "last updated" date above and, where appropriate, notify agency administrators directly.

16. Contact us

QuietLeverage LLC, d/b/a PatrolDocs
2746 Gordon Avenue, Minden, NV 89423
legal@patroldocs.com
775-600-0453