Welcome to

Every Responder. Every Unit. Every Call.

911Trace supports authorized public safety, emergency response, government, and organizational operations. Use of this platform constitutes acceptance of all applicable policies, agreements, privacy requirements, and governing federal, state, and local laws.

Purpose: Proper configuration of Agencies, Users, Roles, and Devices ensures accurate map pin assignment, tracking, permissions, online status reporting, and operational visibility throughout the 911Trace platform.

SuperAdmin Responsibilities

SuperAdmins manage the entire 911Trace platform and have unrestricted access to agencies, users, devices, tracking, reporting, and system settings.

Create and manage agencies
Create and manage administrators
Create and manage users
Create and assign devices
Monitor all tracking activity
Manage system-wide settings
Troubleshoot tracking issues

Admin Responsibilities

Manage users
Manage devices
Review reports
Assign operational roles
Monitor tracking activity
Support agency operations

Agency Administrator Responsibilities

Manage agency personnel
Manage agency devices
Assign agency roles
Monitor agency activity
Review agency tracking status

Recommended Setup Workflow

Agency
   
User
   
Agency Role
   
Device Assignment
   
Tracking Activation
   
Automatic Pin Assignment
   
Operational Monitoring

Agency Configuration

Agencies are the foundation of the 911Trace system. Agencies determine visibility, reporting access, device ownership, and operational scope.

Examples:

Royalton Police Department
First Branch Ambulance
Woodstock Fire Department
Regional Rescue

User Configuration

Every tracked person or apparatus operator should have a user account.

Username
Role
Agency Assignment
Contact Information
Device Assignment

Device Configuration

Devices provide GPS tracking, status updates, emergency activation, and heartbeat updates.

Cell Phones
Tablets
MDTs
Laptops
Vehicle Devices

Map Pin Assignment Logic

Role	Map Pin
SuperAdmin	Super Admin Pin
Admin	Admin Pin
Agency Admin	Agency Admin Pin
Dispatcher	Dispatch Pin
Officer	Officer Pin
Cruiser	Cruiser Pin
Firefighter	Firefighter Pin
Fire Apparatus	Fire Truck Pin
EMS	Ambulance Pin
Rescue	Rescue Pin
Default	Person Pin

Pin Resolution Order:

user_agencies.role_id
        ?
users.role_id
        ?
person

Device Tracking Workflow

Device
   
GPS Update
   
Heartbeat Update
   
update-location.php
   
Live Map Update
   
Historical Tracking

Online Status Logic

Online Last update within 5 minutes
Delayed Last update within 15 minutes
Offline No update received for more than 15 minutes

Emergency Mode Workflow

Emergency Activation

Emergency Flag

Immediate Location Update

Map Highlighting

Agency Awareness

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POLICY CHANGES

THIS PRIVACY POLICY MAY BE UPDATED PERIODICALLY. CONTINUED USE OF THE PLATFORM FOLLOWING PUBLICATION OF REVISED POLICIES CONSTITUTES ACCEPTANCE OF THOSE REVISIONS.

Overview

911Trace collects and processes location, device, and user account information to support authorized public safety, emergency response, governmental, and organizational operations.

Authorized users may be granted access to observer, monitoring, follow, supervisory, dispatching, or similar operational functions. Such functions may permit authorized personnel to view location information, movement status, emergency alerts, and related operational information in accordance with assigned permissions.

Location visibility within 911Trace is governed by agency assignments, user permissions, and role-based access controls. Users may only view location information, devices, personnel, and operational data that they are authorized to access based upon their assigned role, agency membership, and organizational permissions. Unauthorized access to location data or system resources is prohibited and may result in administrative action, account suspension, or legal consequences.

Location Accuracy Disclaimer

GPS and device-derived location information may be delayed, inaccurate, unavailable, incomplete, or affected by environmental conditions, network availability, device limitations, software failures, satellite visibility, or other factors. 911Trace should not be relied upon as the sole source of operational, emergency, navigational, or life-safety decision making.

Emergency Status

Emergency activations, observer activity, follow activity, device assignments, and related operational events may be retained as part of system audit and accountability records.

Information Collected

User account information
Device information
GPS location data
Emergency activations
Operational activity logs
Tracking history

GPS Tracking and Location Services

911Trace may collect GPS and location-related information while authorized users are logged into the platform and utilizing location-enabled features. Location information may include latitude, longitude, direction of travel, speed, accuracy information, timestamps, and associated device identifiers.

Under the current web application implementation, location updates generally cease when a user logs out of the platform or closes the active tracking session. Previously collected information may remain available in accordance with applicable retention policies.

Sale of Information

911Trace does not sell user information, location records, device information, or operational data to third parties.

How Data Is Used

Resource tracking
Emergency response coordination
Situational awareness
Administrative reporting
System management

Data Protection

Reasonable technical and administrative safeguards are used to protect information from unauthorized access, alteration, disclosure, or destruction.

Data Retention, Preservation Requests, and Deletion

911Trace is designed to retain operational data for a limited period. Unless otherwise required by law, court order, regulatory obligation, contractual requirement, or legal preservation request, operational records is generally retained for no more than ninety (90) days from the date of collection.

Records exceeding the retention period may be permanently deleted from active systems, databases, archives, backups, logs, and related storage locations without further notice. Once deleted, such records may not be recoverable.

Agencies, organizations, and authorized users requiring preservation of records beyond the standard retention period are responsible for submitting written preservation requests sufficiently in advance of scheduled deletion.

To maximize the likelihood that records remain available, preservation requests should be submitted no less than thirty (30) days prior to the expiration of the applicable retention period.

911Trace does not guarantee the availability, recovery, preservation, production, or retrieval of data that is subject to automatic retention policies, scheduled deletion processes, system maintenance, corruption, hardware failure, software failure, security incidents, or other circumstances beyond its reasonable control. Failure to submit a timely preservation request may result in the permanent loss of requested records.

Legal Requests, Court Orders, and Regulatory Compliance

911Trace may preserve, disclose, or provide information collected through the platform when required by applicable law, legal process, court order, warrant, subpoena, governmental request, regulatory requirement, or other lawful authority.

Information that may be disclosed includes, but is not limited to, account information, user records, agency assignments, device information, audit logs, login and logout history, location records, tracking activity, observer activity, emergency activations, communications, and other information maintained by the platform.

Authorized disclosures may be made to federal, state, county, municipal, tribal, territorial, military, or other governmental entities, law enforcement agencies, regulatory authorities, courts, or other parties as required by applicable law or lawful legal process.

911Trace reserves the right to cooperate with lawful investigations and legal proceedings and may disclose information when reasonably necessary to protect public safety, comply with legal obligations, protect the rights of users, agencies, personnel, or the platform, or prevent fraud, abuse, unauthorized access, or criminal activity.

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AUTHORIZED USE

911Trace is intended exclusively for authorized public safety, emergency response, emergency management, governmental, healthcare, educational, transportation, utility, infrastructure, and approved organizational operations. Use of the platform is restricted to users who have been granted access by a participating agency or authorized organization.

USER RESPONSIBILITIES

Protect login credentials and account information.
Maintain account security at all times.
Follow agency policies and operational procedures.
Use the platform responsibly and professionally.
Comply with all applicable federal, state, local, tribal, territorial, and organizational requirements.
Report unauthorized account activity or security concerns promptly.

GPS TRACKING AND LOCATION SERVICES

Certain features of 911Trace utilize GPS, location, device, and operational status information. By using location-enabled functions, users acknowledge and consent to the collection, processing, storage, and authorized sharing of location-related information as described in the Privacy Policy.

Users understand that location information may be visible to authorized administrators, dispatchers, supervisors, observers, agency personnel, and other users who have been granted access through agency assignments, permissions, and role-based access controls.

/img/StatEmergency.png EMERGENCY ACTIVATIONS

Emergency activation functions are intended for lawful, authorized, operational, and safety-related purposes. Emergency activations may generate notifications, alerts, audit records, location updates, and related operational information visible to authorized users.

False, misleading, unauthorized, or improper emergency activations are prohibited and may result in account suspension, administrative action, revocation of access, or additional legal consequences.

PROHIBITED ACTIVITIES

Unauthorized access attempts.
Circumventing system security controls.
Sharing accounts or credentials.
Data manipulation or falsification.
Impersonating users, agencies, or organizations.
Interference with system operations.
Unauthorized tracking or monitoring of individuals.
Use of the platform for unlawful purposes.

DATA RETENTION

Operational records and related data are generally retained for no more than ninety (90) days unless a different retention period is required by law, court order, legal preservation request, contractual obligation, or agency policy.

SYSTEM AVAILABILITY AND ACCURACY

Users acknowledge that GPS signals, network services, mobile devices, internet connectivity, mapping providers, third-party systems, and related services may experience interruptions, delays, inaccuracies, outages, or failures.

Information provided by 911Trace should not be relied upon as the sole basis for operational, emergency, navigational, medical, law enforcement, fire, rescue, transportation, or life-safety decisions.

GPS TRACKING AND LOCATION SERVICES

911Trace provides location-aware services designed to support authorized public safety, emergency response, governmental, educational, healthcare, transportation, utility, infrastructure, and organizational operations. Users acknowledge that location-enabled features may collect, process, store, and display GPS and related location information while such services are in use.

Location information may include, but is not limited to, geographic coordinates, accuracy measurements, speed, heading, movement status, timestamps, device identifiers, agency assignments, and operational status information.

Users acknowledge that authorized administrators, dispatchers, supervisors, observers, agency personnel, emergency coordinators, and other authorized users may view location information in accordance with assigned agency permissions, security controls, and role-based access policies.

Users shall not use 911Trace to unlawfully monitor, track, surveil, harass, intimidate, or otherwise interfere with any individual, organization, or agency.

/img/StatEmergency.png EMERGENCY ACTIVATIONS

911Trace includes emergency activation features intended solely for legitimate operational, safety, dispatching, emergency response, supervisory, and public safety purposes.

When an emergency activation occurs, 911Trace may record and retain information including the user account, assigned device, agency affiliation, activation time, GPS location, movement information, operational status, notification activity, observer activity, and related audit records.

Emergency activations may generate alerts, notifications, status changes, location updates, and related operational records that are visible to authorized users with appropriate permissions.

Users are responsible for ensuring that emergency activations are initiated only when appropriate and authorized. False, misleading, accidental, abusive, negligent, or unauthorized emergency activations may result in disciplinary action, suspension of access, termination of accounts, reporting to the user's agency, or other remedies permitted by law.

Emergency activation records, associated GPS information, observer activity, follow activity, notification records, and related audit logs may be retained in accordance with the data retention provisions of these Terms of Use and the 911Trace Privacy Policy.

GPS AND LOCATION ACCURACY DISCLAIMER

GPS, mapping, cellular, Wi-Fi, satellite, and third-party location services may be delayed, interrupted, inaccurate, unavailable, or affected by environmental conditions, network availability, device limitations, software failures, service outages, signal obstruction, or other factors beyond the control of 911Trace.

USER RESPONSIBILITIES

Maintain the security and confidentiality of all account credentials.
Use 911Trace only for authorized operational purposes.
Immediately report suspected unauthorized access or security incidents.
Comply with all applicable agency policies, procedures, rules, and legal requirements.
Ensure that information entered into the system is accurate and truthful.
Log out of the platform when access is no longer required.

PROHIBITED ACTIVITIES

Attempting to gain unauthorized access to any account, device, system, or data.
Sharing accounts, passwords, access credentials, or authentication tokens.
Manipulating, falsifying, concealing, or destroying operational records.
Impersonating another user, agency, organization, or public safety entity.
Using 911Trace to harass, monitor, surveil, or track individuals without authorization.
Interfering with system operations, emergency functions, notifications, GPS tracking, or data integrity.
Using the platform for unlawful, fraudulent, deceptive, or malicious purposes.

LIMITATION OF LIABILITY

Users remain solely responsible for all operational, tactical, investigative, administrative, supervisory, emergency response, and life-safety decisions. Information presented by 911Trace may be delayed, unavailable, incomplete, inaccurate, or affected by device limitations, network conditions, GPS accuracy, software failures, third-party services, or circumstances beyond the control of 911Trace.

911Trace is provided as an operational support tool and shall not be relied upon as the sole source of information for emergency response, law enforcement, fire service, rescue operations, emergency medical services, public safety activities, navigation, or life-safety decisions. Independent verification of critical information remains the responsibility of the user and the user's agency.

To the fullest extent permitted by applicable law, 911Trace, its owners, operators, administrators, developers, affiliates, and service providers shall not be liable for damages, losses, delays, service interruptions, data loss, inaccuracies, missed notifications, tracking failures, mapping errors, emergency activation failures, or other consequences arising from use of the platform.

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Indemnification

By accessing or using 911Trace, the user agrees to defend, indemnify, and hold harmless 911Trace, its owners, administrators, developers, affiliates, participating agencies, and authorized personnel from and against any claims, damages, losses, liabilities, costs, or expenses, including reasonable attorney fees, arising from:

Unauthorized use of the platform;
Violation of agency policies or applicable laws;
Misuse of location, tracking, or operational information;
Unauthorized disclosure of protected information;
Actions taken based upon information obtained through the system;
Violation of these terms, policies, or user obligations.

911Trace is intended as an operational awareness and resource tracking platform. Users remain solely responsible for operational decisions, policy compliance, verification of information, and lawful use of all data presented by the system.

Continued access and use of 911Trace constitutes acceptance of these terms.

Tracking Consent

Authorized devices may transmit location, movement, device status, and emergency information while tracking is enabled.

Emergency Activation Notice

Emergency activations are intended for authorized operational use only. When an emergency activation is initiated, 911Trace may record and retain information including the time of activation, associated user account, assigned device, agency affiliation, location information, and related operational activity.

Emergency activations may be visible to authorized personnel, including administrators, dispatchers, supervisors, observers, and other users granted access through agency assignments, permissions, and role-based access controls.

Emergency activation records may be retained as operational, audit, accountability, and incident documentation records in accordance with the applicable data retention provisions of this policy.

Visibility

Location and status information may be visible to authorized administrators, dispatch personnel, supervisors, and approved operational users.

Emergency Operations

Emergency activations may increase the visibility of device location and status information in support of public safety and emergency response activities.

User Acknowledgement

I understand my activity may be logged.
I understand authorized tracking may occur.
I understand operational data may be retained.
I agree to comply with agency policies.
I accept the Privacy Policy and Terms of Use.

Welcome to

Every Responder. Every Unit. Every Call.

Install 911Trace

Privacy Policy

POLICY CHANGES

Overview

Location Accuracy Disclaimer

Emergency Status

Information Collected

GPS Tracking and Location Services

Sale of Information

How Data Is Used

Data Protection

Data Retention, Preservation Requests, and Deletion

Legal Requests, Court Orders, and Regulatory Compliance

Privacy Policy

AUTHORIZED USE

USER RESPONSIBILITIES

GPS TRACKING AND LOCATION SERVICES

/img/StatEmergency.png EMERGENCY ACTIVATIONS

PROHIBITED ACTIVITIES

DATA RETENTION

SYSTEM AVAILABILITY AND ACCURACY

GPS TRACKING AND LOCATION SERVICES

/img/StatEmergency.png EMERGENCY ACTIVATIONS

GPS AND LOCATION ACCURACY DISCLAIMER

USER RESPONSIBILITIES

PROHIBITED ACTIVITIES

LIMITATION OF LIABILITY

Privacy Policy

Indemnification

Tracking Consent

Emergency Activation Notice

Visibility

Emergency Operations

User Acknowledgement