Privacy Policy

1. About ApolloEMS

ApolloEMS is an EMS workforce-management software service operated by Steven Lemons as a sole proprietor. ApolloEMS helps authorized organizations and their personnel manage scheduling, company communications, employee records, certifications, timecards, operational documentation, and related workforce functions.

2. Information we collect

The information ApolloEMS processes depends on the features used and may include:

• Account information such as name, company email address, role, job title, and authentication identifiers.
• Employee profile information such as phone number, employment status, scope of practice, seniority, and certification records.
• Scheduling, shift-request, shift-trade, timecard, payroll-review, and attendance-related information.
• Messages, announcements, incident reports, inspection records, and other information entered into authorized ApolloEMS features.
• Technical information necessary to operate and secure the service, such as authentication events, device or browser information, timestamps, and system logs.
• SMS preferences, consent records, opt-out records, message status, and delivery information.

3. How information is used

ApolloEMS uses information to:

• Provide and maintain authorized ApolloEMS services.
• Authenticate users and apply role-based access and security controls.
• Support scheduling, workforce communication, certification, timecard, and operational workflows.
• Deliver requested account and operational notifications by application message, email, or SMS.
• Monitor delivery, troubleshoot failures, prevent misuse, and improve reliability.
• Meet applicable legal, security, recordkeeping, and compliance obligations.

4. Mobile information and SMS privacy

Mobile phone numbers are used only for ApolloEMS account, workforce, scheduling, certification, timecard, announcement, and other authorized operational notifications.

ApolloEMS does not share, sell, rent, or otherwise provide mobile phone numbers or messaging consent information to any third parties or affiliates for marketing or promotional purposes.

All information-sharing categories described in this Privacy Policy exclude text-messaging originator opt-in data and consent. This information will not be shared with any third parties or affiliates for marketing or promotional purposes.

ApolloEMS SMS messages may be recurring. Message frequency varies based on the notifications selected by the user and operational activity. Message and data rates may apply. Recipients may reply STOP to unsubscribe or HELP for assistance.

Additional mobile-specific information is available in the ApolloEMS SMS Privacy Policy.

5. Service providers

ApolloEMS uses service providers for functions such as hosting, database services, authentication, email delivery, SMS delivery, storage, monitoring, and security. These providers receive only the information reasonably necessary to perform their services and are prohibited from using information received from ApolloEMS for their own marketing or promotional purposes. The SMS-specific restrictions in Section 4 apply regardless of anything else stated in this policy.

6. Information sharing

Subject to the SMS-specific restrictions in Section 4, ApolloEMS may share non-SMS information:

• With the authorized organization that manages the user's ApolloEMS account and its authorized supervisors or administrators.
• With service providers acting on ApolloEMS's behalf.
• When reasonably necessary to protect users, ApolloEMS, another person, or the security and integrity of the service.
• When required by law, legal process, or a valid governmental request.
• In connection with a merger, acquisition, financing, sale, or transfer of the ApolloEMS service, subject to appropriate privacy protections.

7. Data retention

ApolloEMS retains information for as long as reasonably necessary to provide the service, support authorized organizational records, maintain security and audit history, resolve disputes, and meet legal obligations. Retention periods may vary by record type and the requirements of the organization using ApolloEMS.

8. Security

ApolloEMS uses administrative, technical, and organizational safeguards designed to protect information. No internet-based system can guarantee absolute security, and users must protect their account credentials and promptly report suspected unauthorized access.

9. Your choices

Authorized users may review or update certain profile information through ApolloEMS or by contacting an authorized supervisor or administrator. SMS recipients may opt out of text notifications at any time by replying STOP. Replying START may restore messages after a previous opt-out, where supported.

10. Policy updates

ApolloEMS may update this policy as services or legal requirements change. The revised policy will be posted on this page with an updated effective date.

11. Contact

Questions about this policy or ApolloEMS privacy practices may be sent to support@apolloems.org.