Privacy Policy

1. Information we collect

We collect the information needed to track daily accountability and maintain a unit personnel directory.

• Account information: your name, email address, authentication identifiers from our sign-in provider, the platoons you may access, and whether you hold administrative access.
• Roster information: soldier name, rank, platoon, section, and current duty status.
• Absence information: leave, passes, TDY, schools, failure to report, late arrivals and excused absences, including their dates and any reason recorded with them.
• Personnel profile information: contact and address details, emergency contact and family information, government identifiers, service record details such as date of rank and military occupational specialty, administrative and readiness dates, clearance status, and any notes an administrator records.
• Operational records: duty roster entries, saved accountability reports, and unit settings.
• Audit and technical information: an audit log of changes and the account that made them, sign-in events, timestamps, and ordinary server and error logs.

Do not enter classified information into this system.

2. Sign-in and Google OAuth

Sign-in is handled by Clerk, our authentication provider. If you sign in with Google, we receive your Google account identifier, your email address, and your name and profile picture when available. We request only the basic openid, email and profile scopes.

We never receive your Google password, and we do not request access to your Gmail, Drive, Calendar, Contacts, or any other Google data. We use the information from Google solely to identify your account and sign you in. Google user data obtained through sign-in is not sold, not used for advertising, and not shared except as described in this policy.

3. How we use information

• Authenticate accounts and enforce which platoons each account may see.
• Show the daily roster, run formation, and record who is accounted for.
• Track absences and return soldiers to duty automatically when an absence ends.
• Answer availability questions and detect duty roster conflicts.
• Maintain the personnel directory and soldier records.
• Produce and store accountability reports.
• Keep an audit trail, investigate problems, and prevent unauthorized access.

We do not use this information for advertising and we do not sell it. There is no advertising or third-party tracking on this service.

4. Who can see it

Information is visible to accounts that have been granted access to the relevant platoon, and to administrators. Administrators can see all platoons they have been granted, can view and edit soldier records, and can see the audit log.

Everyone with access is required to treat this information as For Official Use Only and to respect the need-to-know principle. Administrators are responsible for granting access appropriately and removing it when it is no longer needed.

5. Emergency contact and next of kin

Records may include emergency contact, next of kin, and dependent information about people who are not users of this system. That information is kept for unit administrative and emergency notification purposes and is visible to authorized users only.

6. Sharing information

We do not sell personal information and we do not share it for advertising.

We share information only with the service providers needed to run the tool, and only to the extent each one needs it. We may also disclose information to the chain of command, or where required by law, regulation, or a lawful request, or to protect the safety of a soldier or the security of the service.

7. Third-party services

• Clerk — authentication. Receives your email address, name, and sign-in activity in order to manage your account and sessions.
• Google — optional sign-in provider, as described in section 2.
• Cloudflare — routes traffic to the application and terminates TLS. Handles request metadata such as IP address in transit.
• Google Drive — one of the encrypted-at-rest database backup copies is stored in a private Google Drive account controlled by the administrator.

Each provider processes information under its own terms and privacy policy. The application itself runs on a privately operated server; personnel records are not hosted with a third-party application provider.

8. Cookies

We use only the cookies and browser storage needed to keep you signed in and to remember basic interface preferences. There are no advertising cookies and no third-party analytics.

9. Data retention and backups

Roster, absence, duty, report, and audit records are retained while they remain useful to the unit. Completed absences are kept as a soldier's history. Invitations are short-lived and expire on their own.

The database is backed up nightly. Backups are kept for approximately 30 days on the primary server, copied to a second server, and copied to a private Google Drive account. A deletion made in the application will persist in backups until those backups age out.

10. Access, correction, and deletion

Soldiers and users may ask an administrator to see, correct, or remove the information held about them. Administrators can edit or delete records directly. Some records, such as the audit log, are retained for integrity and are not edited.

To request access, correction, or deletion, contact [email protected]. Requests are handled subject to the unit's records obligations.

11. Security

Access requires an invitation and an authenticated account. Traffic is encrypted in transit, the application is not exposed directly to the public internet, and every change is recorded in an audit log.

No system is perfectly secure. If you believe an account has been compromised or information has been exposed, notify an administrator immediately.

12. Children

Platoon Manager is not directed to children and is not intended for use by anyone under 18.

13. Changes to this policy

This policy may be updated. The date at the top of this page reflects the most recent change.

14. Contact

Questions about this policy or about the information held about you: [email protected].