Privacy Policy
Effective Date: June 27, 2026
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Last Updated: June 27, 2026
"EncounterTrack is committed to securing sensitive law enforcement encounter data while ensuring strict compliance with state and federal oversight mandates."
Table of Contents
1. Who This Policy Applies To
This Privacy Policy applies to all users of the EncounterTrack platform, including law enforcement officers, supervisors, agency administrators, and authorized external auditors or monitors. It governs the data collected through our web and mobile applications, as well as any associated services provided by Apps4MOS.
2. Information We Collect
We collect information strictly necessary to facilitate compliance reporting, platform functionality, and security. The data we collect generally falls into the following categories:
| Data Category | Description | Source |
|---|---|---|
| Account Information | Names, badge numbers, email addresses, roles, and agency affiliations. | Provided directly by the user or agency admin. |
| Encounter Logs | Level 1, 2, and 3 stop data, demographic inputs, location data, and narrative notes required by DOJ/HMSA mandates. | Entered by users during field operations. |
| Device & Usage Data | IP addresses, device identifiers, browser types, and timestamped audit logs of platform interactions. | Automatically collected via platform analytics. |
3. How We Use Information
The information collected is used exclusively for the operational and compliance requirements of the contracting agency. Specific uses include:
- Providing the core encounter logging functionality and maintaining application availability.
- Generating compliance reports, statistical analyses, and data exports mandated by legal settlements or state laws.
- Facilitating supervisory reviews and approvals of field reports.
- Maintaining strict audit trails for system integrity and accountability.
4. Information Sharing and Disclosure
We do not sell, rent, or monetize your data. Information is only shared under the following circumstances:
Agency and Oversight Monitors
Encounter data is made available to authorized supervisors, agency administrators, and mutually agreed-upon independent monitors (e.g., DOJ oversight teams) strictly as configured by the contracting agency.
Legal Requirements
We may disclose information if required to do so by law, court order, or subpoena, provided we notify the contracting agency prior to disclosure, unless legally prohibited from doing so.
5. Data Security
We implement enterprise-grade technical, administrative, and physical safeguards designed to protect your data from unauthorized access, loss, or alteration. These measures include AES-256 encryption at rest, TLS 1.3 encryption in transit, strict role-based access controls (RBAC), and regular third-party penetration testing.
6. Data Retention
Data retention periods are determined exclusively by the contracting agency's policies and applicable state records retention laws. When an agency terminates its contract, all associated encounter data is securely exported to the agency and subsequently purged from our active systems in accordance with the contract terms.
7. User Rights
Because EncounterTrack acts as a data processor for law enforcement agencies, individual rights regarding the access, correction, or deletion of encounter records must be exercised directly through the contracting agency. We will assist agencies in fulfilling these requests as required by their internal policies.
8. Changes to this Policy
We may periodically update this Privacy Policy to reflect changes in our practices, technology, or legal requirements. When substantive changes are made, we will provide notice to agency administrators and update the "Effective Date" at the top of this document. Continued use of the platform after updates constitutes acceptance of the revised policy.
9. Contact Us
If you have questions, concerns, or inquiries regarding this Privacy Policy or our data handling practices, please contact our privacy team:
Apps4MOS Privacy Officer
Email: privacy@encountertrack.com
Address: 100 Legal Way, Suite 400, New York, NY 10001
10. Children's Privacy
The EncounterTrack application is not intended for or directed at individuals under the age of 18. We do not knowingly collect personal information directly from minors. If encounter logs involve minors, that data is processed solely under the authority and legal direction of the contracting law enforcement agency.
11. State-Specific Rights
Depending on the jurisdiction of the contracting agency (e.g., California, New York), specific state privacy laws may apply to the data stored within our systems. As a service provider/data processor, we adhere to the specific data processing addendums and statutory requirements outlined in our agency contracts.
12. International Data Transfers
EncounterTrack data is hosted and processed exclusively on servers located within the United States. We do not transfer law enforcement encounter data internationally, ensuring compliance with US federal and state data sovereignty requirements.