Privacy Policy — Active SOS eMNS

Section 1

Introduction

This Privacy Policy explains how Calm Water Trading, LLC dba Active SOS (“Active SOS,” “we,” “us,” or “our”) collects, uses, shares, and protects information in connection with Active SOS eMNS, our emergency mass notification service (the “Service”). The Service lets participating organizations send emergency alerts, drill and test notices, and safety check-in messages by text message (SMS), and other channels where offered, to their own personnel.

This policy covers the eMNS Service only. Our other services are covered by the main Active SOS Privacy Policy. Active SOS is headquartered in Oklahoma City, OK. For all privacy inquiries, contact support@activesos.com.

Our role. Each participating organization decides who is on its alert roster and what messages it sends. Active SOS operates the Service on the organization's behalf and processes roster information only to provide the Service.

Section 2

Information We Collect

Roster information provided by the participating organization or by you:

Name, mobile phone number, and optionally email address and employee or member ID
Group memberships, such as team, site, or department

Consent and message records:

Records of opt-in and opt-out events, with date, time, and method
The content, time, and delivery status of messages sent to you
Replies you send, such as SAFE, SOS, STOP, START, and HELP
Voice calls: whether a call was placed and answered, and the keypad answer you press (1 for safe, 2 for help, 9 to stop calls). Calls are not recorded.
Email: whether an email was delivered, bounced, or opted out

Desktop alert and Active SOS app information (only if you use them):

Desktop agent: if you pair a Windows computer, the device name, platform, agent version, when it was paired, when it last connected, and your answers. The pairing code and device token are stored on our servers only as hashes.
Active SOS app alerts: when you send an alert from the Active SOS app to an organization's eMNS number, the alert includes your name, phone number, the alert type (SOS or Safe), the reason you typed, and a map link showing your location at that moment.

Administrator and system information:

Name, work email, and role of the organization's authorized administrators and senders who use the Service
Audit logs of administrative actions, such as roster imports and alert sends
Technical information such as IP address and browser type when administrators sign in

We do not collect your location, contacts, or files through eMNS text messages, voice calls, email, or the desktop agent. The only location we receive is the one you choose to send with an Active SOS app alert. We do not track your location in the background.

Section 3

How We Use Information

To deliver alerts, drill and test notices, and safety check-in messages from your organization
To record and honor your consent choices, including STOP requests
To show your organization delivery results and responses, and to produce after-action reports
To secure the Service, prevent abuse, keep audit records, and meet legal and carrier requirements
To record your answers, and the location you send with an app alert, so your organization can see who is safe and who needs help
To provide support when you or your organization contact us

We do not use eMNS information for advertising, and we do not use your mobile number to send marketing or promotional messages.

Section 4

SMS Messaging

This section describes the eMNS text message program and is written to meet CTIA Messaging Principles, the Telephone Consumer Protection Act (TCPA), and mobile carrier A2P 10DLC requirements.

Mobile Information Is Never Sold or Shared for Marketing

We do not sell, rent, or share SMS opt-in data or mobile information with third parties or affiliates for marketing or promotional purposes. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are excluded from every category of sharing described in this policy; this information will not be shared with any third parties. We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. This applies to Calm Water Trading, LLC dba Active SOS and to every service provider that works for us.

Opt-In: Text messages are sent only to people who have agreed to receive them, by an unchecked consent box on an online enrollment form, a signed paper form, or by texting START. The consent statement and the full opt-in process are published at activesos.com/emns-sms-consent.

Opt-Out: Reply STOP to any eMNS message at any time. We will stop sending texts to that number and send one confirmation. Reply START to resubscribe.

Help: Reply HELP, email support@activesos.com, or call (405) 590-1851.

Message Frequency and Rates: Frequency varies with emergencies, drills, and check-ins. Message and data rates may apply.

Supported Carriers: Delivery depends on wireless carriers. Carriers are not liable for delayed or undelivered messages.

Section 5

Calls, Email, Desktop Alerts and the Active SOS App

Besides text messages, a participating organization may use these channels. Each reaches only the people on that organization's roster.

Voice calls. eMNS places automated voice calls that read the alert. Calls are placed only to people who have separately agreed to calls on the enrollment form (a second, unchecked box). A person answers with the keypad: 1 for safe, 2 for help, 9 to stop calls. Calls are not recorded. Message and call content is not used for marketing.

Email. Emails are notifications. They do not collect a response and they tell the person to reply SAFE to the text. Each email supports opting out, and we stop sending to addresses that bounce.

Desktop alerts. An employee can pair a Windows computer with a one-time code. The agent connects out to the Service over HTTPS, shows the alert, and sends the person's answer. It is built to do only that. It does not read files, browsing history, or screen contents. A person can have a computer removed by their organization or by contacting us.

Active SOS app alerts and location. Location is shared only when the person sends an alert from the Active SOS app, and only that moment's location is sent. There is no background tracking. The location is shown to the organization's authorized staff in the roll-call and on a map, and is kept with that alert record for the period set by the organization's agreement with us. It is not sold or shared for marketing.

You can stop texts by replying STOP, stop calls by pressing 9 on a call, and stop email with the link in the email. Your organization can also remove you from its roster.

Section 6

How We Share Information

We share information only as needed to operate the Service:

The participating organization: its authorized administrators and senders can see the roster, message content, delivery status, responses, and consent records for that organization only. Organizations cannot see each other's data.
Service providers: companies that deliver text messages, place voice calls, send email, host the Service, and provide database services. They may process information only to provide these services to us, under agreements that do not allow them to use it for their own purposes.
Legal and safety: when required by law, to enforce our terms, or to protect people from serious harm.
Business transfers: if Active SOS is involved in a merger or sale, with continued protection of this information.

We do not sell personal information, and we do not share it with advertisers or data brokers.

Section 7

Data Security

We use administrative, technical, and physical safeguards appropriate to the sensitivity of emergency notification data, including encryption in transit, encryption at rest by our hosting providers, role-based access, separation of each organization's data, and audit logging of administrative actions. No system is perfectly secure, and we cannot guarantee absolute security.

Section 8

Data Retention

We keep roster information for as long as the organization uses the Service. Message and consent records are kept for the period set by the organization's agreement with us and as needed for audit, security, and legal compliance. When an organization ends its use of the Service, we return or delete its data as the agreement provides. Records of opt-out requests are kept so that we continue to honor them.

Section 9

Your Choices and Rights

Stop texts: reply STOP to any message at any time.
Access or correct your information: contact your organization, which manages its roster, or contact us at support@activesos.com.
Deletion: ask your organization or us to remove your information. We will act on verified requests, subject to records we must keep for legal or audit reasons.

We respond to requests within 30 days. Depending on where you live, you may have additional rights under state privacy laws.

Section 10

Children's Privacy

eMNS is intended for personnel of organizations and is not directed to children under 13. We do not knowingly collect personal information from children under 13 through the Service. If you believe a child has been enrolled in error, contact us and we will remove the information.

Section 11

Changes to This Policy

We may update this policy from time to time. We will post the updated version on this page with a new effective date. Material changes affecting text messaging will be reflected on the eMNS SMS Consent page.

Section 12

Contact Us

Active SOS (Calm Water Trading, LLC)
Email: support@activesos.com
Privacy & Data Requests: privacy@activesos.com
Phone: (405) 590-1851
Address: 12520 Rockwood Avenue, Oklahoma City, OK 73170

For SMS opt-out or help, reply STOP or HELP to any eMNS message. See also: eMNS SMS Consent and eMNS SMS Terms.