This policy explains how we handle personal information, both for visitors to this website and for data held inside agency accounts on our platform. Those two are treated very differently, and Section 1 explains why.
Policereports.ai is operated by 2357 Solutions LLC, a Florida limited liability company located at 111 2nd Ave NE, Ste 536, St. Petersburg, FL 33701 ("we", "us", "our").
This policy covers two distinct categories of data. Keeping them apart matters, because our role and your rights differ in each case.
Category 1: Website Data
Information collected from visitors to policereports.ai, including people who complete a form, book a demo, subscribe to updates, apply for a role, or simply browse. For this data we are the controller and we decide how it is used. Sections 2 through 5 apply.
Category 2: Platform Data
Information held inside an agency's account on the Policereports.ai platform, including incident narratives, audio, records, and information about officers, victims, witnesses and suspects. For this data the agency is the controller, or the government authority responsible for the records, and we act only as a processor or service provider on the agency's documented instructions. Section 6 applies. If you are asking about information held in a police record, contact the agency that holds it, not us.
We do not seek sensitive personal information through this website. Please do not submit case details, criminal justice information, or personal data about third parties through website forms.
Where we rely on legitimate interests, that interest is operating and growing a business serving public safety agencies, balanced against your rights and expectations.
We do not sell personal information, and we do not share it for cross-context behavioural advertising.
We share it with service providers acting on our behalf under contract, including hosting, email and CRM, analytics and payment processing. We also share it where required by law or legal process, and in connection with a merger, acquisition or sale of assets, subject to this policy continuing to apply.
We keep records longer where required by law.
Where we host data on behalf of an agency:
Requests from individuals about data held in an agency's account should be directed to that agency, which is the responsible authority. If we receive such a request directly, we will refer it to the agency rather than act on it ourselves.
No training on customer content. Agency data is never used to train or improve any AI model, ours or a third party's.
Humans decide. Output from the platform is a draft. Officers and agency personnel review, correct and approve it, and the agency makes all operational and evidentiary decisions. The platform does not make automated decisions producing legal or similarly significant effects about individuals.
We use vetted third parties to host and operate the platform, including cloud infrastructure providers and AI model providers. Each is bound by written agreements imposing confidentiality, security and processing restrictions no less protective than those we commit to here. A current list of subprocessors is available to customers and prospective customers on request at info@policereports.ai.
We are established in the United States and form part of a group holding structure in the Netherlands. Where personal data is transferred from the European Economic Area, the United Kingdom or Switzerland to the United States or elsewhere, we rely on appropriate safeguards, including the European Commission's Standard Contractual Clauses and the UK International Data Transfer Addendum, together with supplementary technical and organizational measures. A copy of the relevant safeguards is available on request.
We maintain administrative, technical and physical safeguards appropriate to the sensitivity of the data, including encryption in transit and at rest, role-based access control, logging and monitoring, and periodic testing.
Client-side encryption. We enable client-side encryption, so that data can be encrypted on the agency's own device before it is transmitted to us. This reduces the amount of readable data exposed in transit and in our systems.
Whether client-side encryption is enabled for a given deployment, and how encryption keys are generated, held and recovered, is agreed with each agency on a case by case basis in the applicable agreement.
Our security programme and applicable certifications are described at policereports.ai/our-commitment-to-security.
No system is perfectly secure. If we become aware of a breach affecting personal data, we will notify affected customers without undue delay and in line with our contractual and legal obligations, and will support customers in meeting their own notification duties.
Depending on your state of residence, you may have the right to know what personal information we hold about you, to obtain a copy, to correct it, to delete it, to opt out of sale or sharing and of targeted advertising, and not to be discriminated against for exercising these rights. As noted above, we do not sell personal information and we do not share it for cross-context behavioural advertising. If we decline a request, you may appeal by replying to our response or emailing us.
You have the right to access your data, to have it corrected or erased, to restrict or object to processing including direct marketing, to data portability, and to withdraw consent at any time without affecting processing carried out before withdrawal.
Email info@policereports.ai. We may need to verify your identity before acting. We will respond within the timeframes required by the law that applies to you, and will tell you if we need an extension. An authorized agent may submit a request on your behalf with proof of authority.
If you are in the EEA, UK or Switzerland you may lodge a complaint with your local supervisory authority. We would appreciate the chance to address your concern first.
We use cookies and similar technologies for essential site functions, analytics and marketing. You can manage your preferences through our cookie banner and through your browser settings. Full details are in our Cookie Policy.
This website and the platform are intended for professional and government use. We do not knowingly collect personal information directly from children under 16 through our website. Agency records processed in the platform may include information about minors; that data is controlled by the agency under its own legal authority and retention rules.
We may update this Privacy Policy to reflect changes in our practices or legal obligations. We will update the Last Updated date above and, for material changes affecting website visitors or customers, provide prominent notice. Changes to how we process agency data are governed by the applicable customer agreement.
2357 Solutions LLC
111 2nd Ave NE, Ste 536
St. Petersburg, FL 33701, United States
Privacy and data requests: info@policereports.ai
Press: press@policereports.ai
Policereports.ai is a trademark of 2357 Solutions LLC. Patent pending document completion workflow.
