Privacy Policy

Effective Date: September 2, 2025

1. Introduction

The Kythera Fire Safety (KFS) volunteer coordination system ("we", "our", or "the Service") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information in compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

2. Data Controller

The data controller responsible for your personal data is:

3. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Consent: You have given explicit consent for us to process your personal data for volunteer coordination and emergency response purposes
• Vital Interests: Processing is necessary to protect someone's life in emergency situations
• Legitimate Interests: Processing is necessary for the legitimate interests of coordinating emergency response and protecting the community

4. Data We Collect

4.1 Information You Provide Directly

Data Category	Specific Data	Purpose	Retention Period
Identity Data	Full name	Volunteer identification	Until withdrawal or 3 years of inactivity
Contact Data	Phone number, email address, physical address/area	Emergency contact and coordination	Until withdrawal or 3 years of inactivity
Location Data	GPS coordinates (if provided), area of residence	Emergency response coordination	Until withdrawal or 3 years of inactivity
Skills & Resources	Skills, abilities, available equipment, vehicle information	Matching volunteers to emergency needs	Until withdrawal or updated
Emergency Reports	Fire/emergency reports, photos (if submitted)	Emergency response	1 year for operational purposes, then archived

4.2 Automatically Collected Data

• IP address (for security purposes only)
• Browser type and version
• Time and date of access
• Pages visited on our site

5. How We Use Your Data

We use your personal data for the following purposes:

• Coordinating emergency response efforts
• Contacting volunteers during emergencies
• Matching volunteer skills with emergency needs
• Sending emergency alerts and updates
• Improving our emergency response system
• Complying with legal obligations

6. Data Sharing

We may share your data with:

• Emergency Services: Fire department, police, medical services (only during emergencies)
• Emergency Coordinators: Authorized personnel managing emergency response
• Legal Authorities: When required by law or court order

We will never sell your personal data to third parties.

7. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption of data in transit and at rest
• Access controls and authentication
• Regular security assessments
• Staff training on data protection
• Incident response procedures

8. Your Rights Under GDPR

You have the following rights regarding your personal data:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your data ("right to be forgotten")
• Right to Restrict Processing: Request limitation of data processing
• Right to Data Portability: Receive your data in a structured format
• Right to Object: Object to certain types of processing
• Right to Withdraw Consent: Withdraw consent at any time

16. Contact Us

For any questions about this Privacy Policy or our data practices, please contact: