1. Overview
Duty File LLC (“DutyFile,” “we,” “us,” or “our”) provides software that law enforcement agencies use to record, track, and export professional training records (“Service”). This Privacy Policy describes the information we collect, how we use and share it, and the choices available to you. It applies to our website at dutyfile.com and the DutyFile application at app.dutyfile.com.
DutyFile is for training records only. It is not designed for, and must not be used to store, criminal justice information (CJI), case files, intelligence, or other sensitive operational data.
2. Our role: controller vs. processor
When an agency uses DutyFile, the agency decides what training records and personnel information to enter and controls that data. For that information, the agency is the data controller and DutyFile acts as a processor/service provider, handling the data on the agency’s behalf and under its instructions. If you are an officer or employee and have questions about the records your agency keeps in DutyFile, please contact your agency directly.
For information we collect for our own purposes — such as account registration, billing, website analytics, and support — DutyFile is the controller, and this policy governs how we use it.
3. Information we collect
Account and agency information
When you or your agency creates an account, we collect information such as name, work email address, job title or rank, agency name, and login credentials.
Training records you enter
Agencies and their authorized users enter training data into the Service — for example officer names and identifiers, ranks, course and qualification titles, scores, hours, dates, instructors, attendance, and POST or similar certification details. We process this data to provide the Service.
Billing information
If your agency subscribes to a paid plan, we (or our payment processor) collect billing contact details and payment information. We do not store full payment card numbers on our own servers.
Usage, device, and log information
We automatically collect information about how the Service is accessed and used, such as IP address, browser and device type, pages viewed, actions taken, and timestamps. This helps us operate, secure, and improve the Service.
Cookies and analytics
Our marketing website (dutyfile.com) does not use cookies. To understand aggregate traffic there, we use a privacy-friendly, cookieless analytics service (Vercel Web Analytics) that does not set cookies or collect personal information.
The DutyFile application (app.dutyfile.com) uses strictly necessary cookies to keep you signed in and to secure your session. We do not use advertising or cross-site tracking cookies.
4. How we use information
- Provide, maintain, and secure the Service.
- Authenticate users and manage accounts and permissions.
- Process transactions and send related communications.
- Respond to support requests and communicate about the Service.
- Monitor usage, prevent abuse, and troubleshoot problems.
- Improve and develop features and functionality.
- Comply with legal obligations and enforce our agreements.
We do not sell personal information, and we do not use the training records an agency enters for advertising or for training third-party AI models.
5. How we share information
We share information only as described here:
- Within your agency: training records are available to authorized users of your agency according to the roles and permissions your agency configures.
- Service providers (subprocessors): we use vetted vendors for hosting, infrastructure, payment processing, email, and analytics who process data on our behalf under contractual confidentiality and security obligations.
- Legal and safety: we may disclose information if required by law, subpoena, or legal process, or to protect the rights, property, or safety of DutyFile, our users, or the public.
- Business transfers: in connection with a merger, acquisition, financing, or sale of assets, information may be transferred subject to this policy.
6. Data retention
We retain agency data for as long as the account is active or as needed to provide the Service, and afterward as required to comply with legal obligations, resolve disputes, and enforce agreements. Agencies may request export or deletion of their data as described below; upon account termination we will delete or return agency data in accordance with our agreement with the agency.
7. Security
We use administrative, technical, and organizational safeguards designed to protect information, including encryption in transit, access controls, and tenant isolation so each agency’s data is kept separate. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
8. Your rights and choices
Depending on your location, you may have rights to access, correct, update, or delete personal information, or to object to or restrict certain processing. Because much of the data in DutyFile is controlled by agencies, we may direct individual requests to the relevant agency, or assist the agency in fulfilling them. To make a request or ask a question, contact us at info@dutyfile.com.
California residents: we do not sell or share personal information as those terms are defined under the California Consumer Privacy Act (CCPA/CPRA). You may exercise applicable rights by contacting us at the address above.
9. Children’s privacy
The Service is intended for use by law enforcement agencies and their personnel and is not directed to children under 16. We do not knowingly collect personal information from children.
10. Where data is processed
The Service is operated in the United States. If you access it from outside the United States, you understand that your information will be processed in the United States, where data-protection laws may differ from those in your jurisdiction.
11. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Service after an update means you accept the revised policy.
12. Contact us
If you have questions about this Privacy Policy or our data practices, contact us at info@dutyfile.com.