Privacy Policy

This Privacy Policy describes how Wood Capital LLC (“Capital Command”) handles information in connection with the Capital Command service, including the Capital Command website. It applies to information submitted by departments using Capital Command (“Customer Data”), to demo requests submitted through the website, and to information about individual users of the Service.

Capital Command is in controlled pilot development, running on a live, multi-tenant database with real user authentication and Row Level Security enforced at the database level — a department’s data is only ever visible to signed-in members of that department, except a record the department deliberately shares, such as a mutual aid agreement, which is also visible to the departments that have accepted participation in that agreement. This policy will be revised as the product and its security documentation mature.

Department-provided information (personnel counts, apparatus, budgets, facilities, funding history, and similar organizational data entered directly into Capital Command) and its associated documents and metadata; basic account and contact information for the people using Capital Command on a department’s behalf; for the website, the information submitted through the demo request form (name, title/rank, department, work email, phone, state, and department type) and the website’s other forms (funding assessment, grant alert sign-up, partnership and municipal inquiries); and website usage information, described in section 4. Apart from the website visitor identification described in section 4, Capital Command does not purchase or aggregate data about individuals from third parties.

When you visit the Capital Command website, Capital Command records the page viewed, the referring page, any campaign tags in the link (such as utm_source), and your approximate location (country, region and city) as resolved from your IP address by our hosting provider, Vercel. Capital Command does not store your IP address. This is used only to understand how many people visit the website, which pages are useful, and which outreach brings visitors.

Optional website analytics consist of a first-party cookie (cc_vid, a random identifier kept for up to two years so repeat visits are not counted as new visitors) and Google Analytics 4 (provided by Google LLC), which sets its own first-party cookies (_ga and _ga_*) and collects page views, device and browser type, approximate location and website interactions such as form submissions. Google Analytics is configured with advertising features off: Google signals and ad personalization are disabled, and the website does not use advertising or remarketing cookies. Vercel Web Analytics, also used to count visits, does not use cookies.

When optional analytics are allowed, the website also loads a visitor identification tag from Instantly (Instantly.ai, served from leadsy.ai). It uses your IP address and similar technical information, together with Instantly’s own business data, to identify the organization you are visiting from and, where Instantly can match it, business contact information for a person at that organization. Capital Command uses this only to understand which organizations are interested in Capital Command and to follow up with relevant fire service and public-sector organizations by business email; anyone contacted this way can unsubscribe at any time. It is not used for advertising, and it is not loaded when optional analytics are turned off or your browser sends a privacy signal, as described below. The tag is not used inside the signed-in Capital Command application.

You can turn optional analytics off at any time with the analytics choice control at the end of the Privacy Policy page on the website (www.capitalcommand.us/privacy, linked as “Analytics choices” in the website footer); doing so removes these cookies from the website, stops them from being set again in that browser, and stops the Instantly visitor identification tag from loading. Optional analytics are also turned off automatically if your browser sends a Global Privacy Control or Do Not Track signal. A page view without a visitor identifier is still counted. Website analytics data is never combined with Customer Data or with a signed-in user’s account, and is not sold or used for advertising.

Department data is used to operate the Service for the department that submitted it — funding matching, financial calculations, report generation, and related features — and not for any other department’s benefit. Information submitted through a website form is used only to respond to that request. Customer Data is not sold. Capital Command does not currently perform aggregate or de-identified analytics across departments’ data; if that changes, this section will describe it before it happens.

Capital Command uses AI in these features: the AI Fire Chief Assistant; grant application narrative drafting, guided application interviews and narrative review; annual report and board meeting drafting; SOP/SOG, apparatus purchasing and recruitment drafting tools; the knowledge assistant; and the Mutual Aid Agreement Assistant (agreement drafting, review of saved or uploaded agreements, questions about a specific agreement, and summaries of changes between versions).

When a department uses one of these features, Capital Command sends a third-party AI provider (Anthropic) only the information needed for that request, taken only from records the requesting user is authorized to see. For most features this is the department’s own already-entered information. For the Mutual Aid Agreement Assistant it is the text of the selected agreement: because a mutual aid agreement is shared by its participating departments, that text can include language entered by another participating department, and an uploaded agreement document can contain information about other agencies and their personnel. Departments should upload only documents they are authorized to share for this purpose, and each time an uploaded document is to be processed by AI, the person requesting it confirms that their department is authorized to do so. Records of departments that are not party to the agreement are never sent.

Anthropic processes this information as Capital Command’s data processor under its Commercial Terms of Service and Data Processing Addendum. Under those terms Anthropic may not train models on this information, and Anthropic states that it deletes API inputs and outputs within 30 days, except where it must keep them longer to comply with law or to enforce its Usage Policy. Customer Data is never used by Capital Command to train any AI model.

AI results are stored in Capital Command, visible only to members of the department that requested them — including on shared agreements — and marked as AI-generated. AI output never changes a record by itself: a person must review and accept it first. AI never signs, approves, finalizes or sends an agreement, and its output is not legal advice; agreements drafted or reviewed with AI should be reviewed by qualified legal counsel before execution. Uploaded documents are stored privately with the department’s other documents.

Funding matching and eligibility checks do not use AI. Capital Command also uses AI internally to summarize changes to public funding program listings, which contain no Customer Data. This section will be updated before any additional AI-assisted feature that processes Customer Data is made available.

Retention periods, a self-service export format and process, and a self-service deletion process are not yet finalized. A department can request an export or deletion of its own data today by contacting its Capital Command point of contact directly.

Capital Command currently uses Supabase (database and authentication), Vercel (application and website hosting, and website visit counts), Stripe (subscription payments), Resend (email delivery), Anthropic (AI processing for the features described in section 6, as a data processor), Google (Google Analytics 4 website analytics, when enabled as described in section 4), and Instantly (sales outreach email and website visitor identification, as described in section 4). Nothing is listed here that isn’t actually in use; this list will be kept current as infrastructure changes.

Privacy questions should go through your Capital Command point of contact directly.