Privacy Policy

Effective Date: June 10, 2026

Rockford Systems, LLC ("we," "us," or "our") operates the Rockford Systems LOTO mobile application and web platform (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

1. Information We Collect

Account Information: When your organization's administrator creates your account, we store your name, email address, phone number, and organizational role.

Usage Data: We collect information about how you interact with the Service, including inspection completions, lock out/tag out procedure records, and equipment data you enter.

Device Information: We may collect device type, operating system version, and unique device identifiers for authentication and troubleshooting purposes.

Camera and Photos: The app requests access to your device camera to scan equipment barcodes/QR codes and to capture photos for attachment to lock out procedures and inspections. Photos are uploaded to our secure servers and associated with your organization's records.

2. How We Use Your Information

• To provide and maintain the Service, including lock out/tag out procedure management and safety inspections
• To authenticate your identity and manage access to your organization's data
• To send service-related communications (password resets, notifications configured by your administrator)
• To improve the Service and develop new features
• To comply with legal obligations, including workplace safety record-keeping requirements

3. Data Storage and Security

Your data is stored on Microsoft Azure infrastructure located in the United States. We implement industry-standard security measures including:

• Encryption in transit (TLS/HTTPS) and at rest
• Tenant-isolated databases — each organization's data is stored in a separate, dedicated database
• Token-based authentication with automatic expiration
• Role-based access controls managed by your organization's administrators

The mobile app stores limited data locally on your device (using encrypted storage) to enable offline functionality. This local data is automatically deleted when you sign out.

4. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share data only in the following circumstances:

• Within your organization: Data you enter is visible to other authorized users in your organization as configured by your administrator.
• Service providers: We use Microsoft Azure for hosting and data storage. These providers are bound by contractual obligations to protect your data.
• Legal requirements: We may disclose information if required by law, subpoena, or government request.

5. Third-Party Services

The Service uses the following third-party services:

• Microsoft Azure: Cloud hosting, database, and file storage
• Expo (EAS): Mobile app build and update delivery infrastructure

6. Data Retention

We retain your data for as long as your organization maintains an active account with us. Inspection records and safety procedure data may be retained longer to comply with OSHA and other workplace safety record-keeping requirements. Upon account termination, your organization's data is deleted within 90 days unless legal retention requirements apply.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data (subject to legal retention requirements)
• Object to or restrict certain processing of your data

To exercise these rights, contact your organization's administrator or reach out to us directly using the contact information below.

8. Children's Privacy

The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes by posting the updated policy on this page with a revised effective date.

10. Contact Us