VFDHQ
Privacy Policy
Last updated: July 3, 2026
VFDHQ provides administrative software for volunteer fire departments and related support organizations. This Privacy Policy explains how VFDHQ handles information collected through vfdhq.com, public department pages, and the VFDHQ portal.
Information we collect
VFDHQ may collect account information such as name, email address, phone number, department name, role, login activity, and billing-related identifiers. Departments may also store administrative records such as rosters, training records, certifications, apparatus records, documents, calendar events, announcements, checklist records, deficiencies, and public form submissions.
Public form submissions
Public visitors may submit contact forms, volunteer interest forms, or similar public forms. Those submissions are delivered to the relevant department or to VFDHQ, depending on the page used.
How information is used
Information is used to provide the VFDHQ service, create and manage accounts, support department administration, process billing, send service notices, respond to support requests, improve reliability, prevent abuse, and maintain security.
Billing information
Subscription billing is processed through Stripe. VFDHQ does not need to store full payment card numbers. Stripe may collect and process payment information under its own terms and privacy practices.
Department data
Department portal data belongs to the department account that entered or uploaded it. VFDHQ uses access controls so private department records are not public by default. Department administrators control what they enter, upload, publish, export, or delete within the available service features.
Public information
Information marked public by a department, such as public notices, public events, public documents, contact information, donation links, or public page content, may be visible to visitors.
Service email
VFDHQ may send account notices, password reset messages, billing notices, invitation emails, administrative notices, and support replies. Departments may also send routine member notices through the service where enabled.
Cookies and security logs
VFDHQ may use cookies or similar browser storage for login sessions, security, preferences, and basic site operation. Server logs may record IP address, browser information, requested pages, timestamps, and security events.
Spam prevention and reCAPTCHA
The VFDHQ contact form may use Google reCAPTCHA v3 to help reduce spam and abuse. reCAPTCHA may evaluate browser and interaction signals and return a risk score to VFDHQ so the form can be verified before a message is sent.
Sharing information
VFDHQ does not sell department records. Information may be shared with service providers needed to operate the service, such as hosting, email delivery, payment processing, security, backup, and support tools. Information may also be disclosed if required to protect the service, prevent abuse, respond to lawful requests, or enforce terms.
Security
VFDHQ uses administrative, technical, and access-control measures intended to protect private department records. No online service can guarantee absolute security. Department administrators are responsible for using strong passwords, limiting access, and removing users who should no longer have access.
Data retention and exports
VFDHQ may retain account and department data while an account is active and for a reasonable period after cancellation, backup, dispute, security, legal, or operational needs. Department administrators may use available export tools to keep their own copies of department records.
Children
VFDHQ is intended for department and organizational administration. It is not directed to children. Departments should not use VFDHQ to collect information from children unless they have appropriate authority and consent.
Contact
Privacy questions can be sent to: chief@vfdhq.com