Eastport Fire Department Privacy Policy

Last updated: August 10, 2025

Who We Are

This website (https://eastportfiredept.org) is operated by the Eastport Fire Department, a public safety organization serving the Eastport community.

  • Organization: Eastport Fire Department
  • Website: https://eastportfiredept.org
  • Contact Address: 21 Union Ave, Eastport 11941
  • Contact Email: Webmaster@eastportfd.org
  • Phone: 631-325-0464

What Personal Data We Collect and Why We Collect It

We collect personal data to improve our services, respond to inquiries, and ensure public safety. Data is collected through direct input (such as forms) and technical processes (like cookies).

Types of data we may collect:

  • Personal Data: Name, email address, phone number, mailing address (when submitted via contact forms or event registrations).
  • Technical Data: IP address, browser type, pages visited, time and date of visit (collected via cookies and analytics).
  • Media: If you upload photos or files, these may include embedded location data.
  • Comments: When visitors leave comments, we collect the data shown in the comments form, plus the visitor’s IP address and browser user agent string to help spam detection.
  • Sensitive Data: Rarely, if you submit health-related information (e.g., via incident reports), it is handled with extra care and only for public safety or legal compliance.

Purposes for collection:

  • Responding to inquiries and requests
  • Organizing events and community outreach
  • Improving website functionality and security
  • Fulfilling legal obligations

Comments

When you leave comments on the site, we collect:

  • The data shown in the comments form
  • Your IP address and browser user agent string (for spam detection)

If you use Gravatar, an anonymized string (hash) of your email may be given to the Gravatar service to check if you are using it. The Gravatar service privacy policy is available at https://automattic.com/privacy/.

Media

If you upload images or files to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract location data from uploaded images.

Contact Forms

If you use our contact forms, we collect your name, email address, and the content of your message. We retain contact form submissions for up to 6 months for customer service purposes. We do not use the information submitted through them for marketing purposes.

Cookies

Our website uses cookies to enhance your experience. Cookies may store your preferences, login information, and session data.

  • If you leave a comment, you may opt-in to saving your name, email address, and website in cookies for convenience. These will last for one year.
  • Temporary cookies are set to determine if your browser accepts cookies (no personal data, discarded when you close your browser).
  • Login and screen options cookies are set for registered users.
  • Additional cookies may be set by plugins or third-party services (e.g., analytics or embedded media).

For more information, see our [Cookie Policy] (link to detailed cookie policy if available).

Analytics

We may use analytics tools (such as Google Analytics) to collect anonymous usage data for improving our website. This data may include IP address, browser type, and pages visited.

Who We Share Your Data With

We do not sell your data. We may share your data with trusted third parties to help us operate the website and provide services, including:

  • Web hosting providers
  • Email service providers (for responding to messages)
  • Spam detection services (e.g., Akismet)
  • Analytics providers (e.g., Google Analytics)

Each third party is only given the data necessary to perform their function and must adhere to strict privacy standards. See their privacy policies for further details.

How Long We Retain Your Data

  • Comments: Indefinitely, unless you request removal.
  • Contact form entries: 6 months.
  • Analytics data: 1 year (stored anonymously).
  • Uploaded media: As long as the media is published on the site.

Registered users can see, edit, or delete their personal information at any time (except their username).

What Rights You Have Over Your Data

  • Access: Request a copy of your personal data we hold.
  • Correction: Request correction of inaccurate data.
  • Erasure: Request deletion of your personal data (excluding data we must retain for administrative, legal, or security purposes).
  • Objection: Object to our processing of your data.
  • Restriction: Request restriction of processing.

To exercise any of these rights, contact us at [privacy contact email].

Where Your Data Is Sent

Your data may be processed and stored on servers located outside your country, including outside the European Union. We ensure that data sent outside the EU is protected by appropriate safeguards, such as standard contractual clauses or compliance with recognized data protection frameworks.

Contact Information

For privacy-specific concerns, please contact:

  • Data Protection Officer (if applicable): [Insert name and contact details]
  • Email: [Insert privacy-specific email]
  • Mail: [Insert physical address]

Additional Information

How We Protect Your Data

We use technical, organizational, and administrative security measures to protect your data, including:

  • Secure (HTTPS) website connections
  • Regular software updates
  • Access controls and staff training
  • Data encryption where appropriate
What Data Breach Procedures We Have in Place

In case of a data breach, we follow internal reporting protocols and will notify affected users and regulators as required by law. We conduct regular reviews and updates of our security procedures.

What Third Parties We Receive Data From

We do not receive personal data about users from third parties, unless specifically disclosed (e.g., for authentication or analytics). If this changes, we will update this policy accordingly.

What Automated Decision Making and/or Profiling We Do With User Data

We do not conduct automated decision making or profiling with user data.

Industry Regulatory Disclosure Requirements

As a public safety organization, we comply with applicable state and federal privacy regulations. If further disclosures are required, we will update this policy.