Privacy Policy

1. Who we are

BlueTrack360 is a law enforcement training attendance and record management platform operated by AstraVia LLC (collectively, “BlueTrack360,” “AstraVia,” “we,” “us,” or “our”).

Questions about this policy may be directed to dcoburn@bluetrack360.com or (208) 994-4707.

2. Scope of this policy

This policy applies to information processed through:

• The public BlueTrack360 website and contact form;
• The licensed BlueTrack360 application;
• Training Passes, kiosk check-in, attendance, reporting, and administrative tools;
• Account, security, training, attendance, scheduling, and support text messages; and
• Billing and customer-support interactions related to BlueTrack360.

This policy does not govern the independent privacy practices of a law enforcement agency or another organization using BlueTrack360.

3. Agencies and authorized users

A subscribing agency controls the personnel, training, attendance, and related records it places in BlueTrack360. AstraVia LLC processes that information to provide, secure, maintain, and support the platform. Agency administrators control user access and determine which authorized personnel may view or manage agency records.

Requests concerning an agency-controlled record may need to be directed to the relevant agency. BlueTrack360 may refer a request to that agency when appropriate.

4. Information we collect

Depending on how the service is used, BlueTrack360 may process:

• Account and contact information: name, work email address, mobile phone number, password credentials in protected form, agency affiliation, and assigned role;
• Professional identifiers: POST ID and other agency-provided identifiers used to maintain accurate training records;
• Training records: attendance, instructor participation, courses, sessions, credits, completion history, corrections, and related status information;
• Documents and administrative records: lesson plans, course materials, instructor documentation, supporting records, review notes, and audit trails;
• Communications: support requests, contact-form submissions, account notifications, and SMS consent or opt-out information;
• Billing information: subscription and transaction information associated with an agency account; and
• Technical and security information: IP address, browser or device information, timestamps, authentication events, and operational logs generated when the website or platform is used.

BlueTrack360 is not designed to collect Social Security numbers, dates of birth, home addresses, medical information, biometric information, criminal case files, investigative records, or other CJIS-regulated case data. Agencies and users should not upload information that is not needed for legitimate training-record functions.

5. How information is used

We use information to:

• Create and administer accounts and authorized access;
• Capture attendance and maintain training histories;
• Generate Training Passes and support kiosk check-in;
• Store documents, maintain audit trails, and support agency reporting;
• Send account, security, training, attendance, scheduling, and support notifications;
• Process billing, provide support, and communicate with agencies;
• Protect the platform, prevent misuse, diagnose errors, and maintain reliability;
• Comply with legal obligations and respond to lawful requests; and
• Improve BlueTrack360 based on operational needs and agency feedback.

6. SMS and A2P messaging privacy

BlueTrack360 by AstraVia LLC may send licensed users operational text messages related to account setup, login or identity verification, training reminders, schedule changes, attendance activity, account notifications, and support. The program does not send marketing or promotional messages.

Each user provides their own mobile number and may choose an optional, unchecked SMS consent box during account setup. Consent to receive text messages is not a condition of purchasing or using BlueTrack360. Users who do not consent, or who later opt out, may continue to receive available notices through email or within the application, although some text-based functions may be limited.

Message frequency varies based on account and training activity. Message and data rates may apply. Reply STOP to opt out or HELP for assistance. After an opt-out request, one final confirmation message may be sent. Additional text messages will not be sent unless the user provides consent again.

We may process a mobile number, SMS consent status, opt-in or opt-out timestamps, message content, delivery status, and technical identifiers needed to send messages, troubleshoot delivery, and maintain compliance records.

7. How information is shared

BlueTrack360 does not sell or rent personal information. Information may be disclosed only as reasonably necessary:

• To the agency that manages the relevant account and records;
• To authorized users acting within their assigned permissions;
• To service providers that host, secure, support, bill for, or deliver the platform, including cloud infrastructure, security, messaging, and payment providers;
• To comply with law, legal process, or a valid governmental request;
• To protect users, agencies, AstraVia LLC, or the integrity of the service; or
• In connection with a business transaction, subject to appropriate confidentiality and legal protections.

Service providers may process information only for the services they provide to BlueTrack360 and are not authorized to use mobile opt-in data for their own marketing.

8. Twilio, Stripe, hosting, and security providers

Twilio processes mobile numbers and messaging data to deliver BlueTrack360 text messages and support carrier compliance. Stripe processes payment-card and billing information. BlueTrack360 does not intentionally store complete payment-card numbers or card security codes. Cloud hosting, network, and security providers may process data needed to host and protect the website and application.

These providers maintain their own privacy policies and may retain technical or transaction records under their legal, security, and operational requirements.

9. Cookies and technical data

BlueTrack360 does not currently use advertising pixels or behavioral-advertising cookies. The website, application, browsers, hosting providers, Cloudflare, and authentication or security services may use essential cookies and automatically process technical data needed for login, session management, fraud prevention, performance, and security.

10. Retention and preserved training records

Training records are preserved because agencies may need reliable historical information for audits, subpoenas, internal review, public-records requests, and other official purposes. Deactivated or deleted user profiles may be archived rather than erased, and access to archived information is restricted.

If an agency stops using BlueTrack360, its preserved records may remain available in a read-only form so authorized agency personnel can continue to access historical training information without changing it. SMS message content and delivery records are not intentionally retained by BlueTrack360 beyond what is reasonably needed for operation, consent, troubleshooting, security, or legal compliance, although Twilio and other providers may retain records under their own policies.

11. Security

BlueTrack360 uses administrative, technical, and organizational safeguards intended to protect information, including encrypted connections, role-based access, authentication controls, restricted access to archived records, logging, and service-provider security controls. No system can guarantee absolute security.

12. Children

BlueTrack360 is intended for authorized law enforcement agency personnel and is not directed to children under 18. We do not knowingly collect personal information from children through the service.

13. Access, correction, and privacy requests

Users may review or update certain account information within BlueTrack360. Requests involving agency-controlled training records should ordinarily be submitted to the user’s agency administrator. Privacy questions may also be sent to dcoburn@bluetrack360.com.

Some records may not be deleted when preservation is necessary for record integrity, agency obligations, audit trails, security, dispute resolution, or legal compliance.

14. Changes to this policy

We may update this policy as BlueTrack360 develops, legal requirements change, or service providers and platform features evolve. The updated policy will be posted at this URL with a revised effective date.

15. Contact