Privacy Policy

Effective Date: June 26, 2026 · Last Updated: July 28, 2026

1. Introduction

Data Hydrant Inc. provides a hydrant data collection application and web-based management platform (the “Platform”) designed for water municipalities, fire departments, and related public agencies.

Our services are provided under annual contractual agreements with municipal or agency clients.

This Privacy Policy describes how we collect, use, and protect information through our website and Platform.

2. Scope of This Policy

This Privacy Policy applies to:

  • Visitors to our website
  • Authorized users of the Platform
  • Representatives of municipal and fire department clients

It does not override or replace contractual terms agreed to in client service agreements.

3. Information We Collect

A. Account & User Information

When users are authorized under a municipal or agency contract, we may collect:

  • Name
  • Work email address
  • Organization name
  • Job title or role
  • Login credentials (passwords stored in encrypted/hashed form)

Accounts are created only for authorized personnel under a valid yearly contract.

B. Hydrant & Asset Data (Client Data)

The Platform collects and stores infrastructure-related data provided by our municipal clients, including but not limited to:

  • Hydrant ID numbers
  • GPS coordinates and location data
  • Inspection and testing records
  • Maintenance history
  • Operational condition and status
  • Asset specifications
  • Notes and internal comments
  • Infrastructure-related metadata

This information is referred to as “Client Data.”

C. Images of Assets (If Enabled)

The Platform may allow uploading and storage of images, including:

  • Photographs of hydrants
  • Condition documentation
  • Surrounding infrastructure

Clients are responsible for ensuring they have authority to upload such images.

D. Technical & Usage Information

We may automatically collect:

  • IP address
  • Device type
  • Browser type
  • Access logs
  • Date and time of access
  • Platform usage statistics

This information is used for security, diagnostics, and system improvement.

E. Cookies

We may use cookies or similar technologies for:

  • Secure authentication
  • Session management
  • Performance monitoring

Users may disable cookies via browser settings, though some functionality may be affected.

4. Data Ownership

All hydrant, asset, inspection, and related infrastructure data entered into the Platform by municipal or agency clients remains the property of the respective client.

We act as a service provider / data processor and process Client Data only for the purposes of providing contracted services and as otherwise described in Section 5.

Aggregated & De-Identified Data

We may create aggregated or de-identified data derived from Client Data, in a form that does not identify any client, individual, or specific asset or asset location. Aggregated and de-identified data is not Client Data, and we may use and retain it as described in Section 5. We maintain such data in aggregated or de-identified form, do not attempt to re-identify it, and do not permit others to do so.

5. How We Use Information

We use collected information to:

  • Provide and maintain the Platform
  • Authenticate authorized users
  • Perform contractual obligations
  • Provide technical support
  • Maintain security and prevent unauthorized access
  • Improve system functionality
  • Comply with legal obligations

Service Improvement & Analytics

We use technical and usage information (Section 3.D) and aggregated or de-identified data derived from Client Data to operate, secure, evaluate, and improve the Platform, and to provide comparative and benchmarking analytics to our clients. Comparative analytics are presented only in aggregated form that does not identify any client, individual, or specific asset or asset location. We do not publish Client Data, or analytics derived from it, outside the Platform without the affected client’s agreement.

We do not sell or rent personal information or Client Data.

6. Data Sharing & Disclosure

We may share information only:

  • With trusted service providers (e.g., cloud hosting providers) under confidentiality obligations
  • When required by law or valid legal process
  • To protect the security or integrity of the Platform
  • In connection with a merger, acquisition, or sale of assets

We do not sell or rent Client Data or user information. We do not disclose Client Data in identifiable form to third parties for their own marketing or commercial purposes.

7. Data Security

We implement reasonable administrative, technical, and physical safeguards, which may include:

  • Encrypted HTTPS connections
  • Encrypted or hashed password storage
  • Role-based access controls
  • Secure cloud infrastructure
  • Access logging and monitoring

However, no system can be guaranteed to be completely secure.

8. Data Retention

Client Data is retained:

  • For the duration of the yearly contract
  • As specified in the client agreement
  • As required by applicable law

Upon termination of the contract, data handling (return, export, or deletion) will be governed by the applicable service agreement.

9. User Responsibilities

Authorized users agree to:

  • Maintain the confidentiality of login credentials
  • Use the Platform only for authorized governmental purposes
  • Ensure uploaded data complies with applicable laws

10. Government & Public Records Considerations

Municipal and agency clients acknowledge that data stored in the Platform may be subject to public records or freedom of information laws applicable to their jurisdiction. It is the responsibility of the authorized user of the Platform to respond to data disclosure requests in accordance with applicable law and contractual obligations.

11. Children's Privacy

The Platform is intended for professional governmental use and is not directed to individuals under 18 years of age.

12. Data Hosting Location

Data may be stored and processed in the United States or other jurisdictions where our hosting providers operate, as permitted by contract.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updates will be posted with a revised “Last Updated” date.

14. Contact Information

Data Hydrant Inc.
5380 W 34th St,
Houston, TX 77092
Email: info@hydrant.com