Last updated: April 28, 2026

First Response Billing Associates ("FRBA", "we", "us", or "our") operates the FRBA Client Onboarding Portal. This Privacy Policy explains how we collect, use, and protect your information when you use our portal.

1. Information We Collect

We collect the following information when you use the portal:

• Account information: Your name, email address, username, and organization name
• Organization information: Organization name, type (Fire Department or EMS Agency), and contact details
• Uploaded documents: Documents you submit as part of the onboarding process, including contracts, certifications, licenses, and completed forms
• Usage data: Login activity, document access, and other portal interactions recorded in our audit log
• Technical data: IP address, browser type, and device information collected automatically during your sessions

2. How We Use Your Information

We use the information we collect to:

• Manage your client onboarding process and document checklist
• Review and approve submitted documents
• Communicate with you about document status, renewals, and account updates
• Maintain security logs for fraud prevention and regulatory compliance
• Provide billing services as described in your service agreement

3. How We Protect Your Information

We take the security of your information seriously:

• Encryption in transit: All data transmitted to and from the portal uses HTTPS/TLS encryption
• Encryption at rest: Uploaded documents are stored on Amazon Web Services S3 with AES-256 server-side encryption
• Access controls: Documents are stored as private objects; access requires authenticated, time-limited signed URLs
• Authentication security: The portal supports two-factor authentication (2FA) and enforces account lockout after repeated failed login attempts
• Audit logging: All significant actions — logins, document uploads, downloads, and administrative actions — are logged with timestamps and IP addresses

4. Who Has Access to Your Information

Access to your information is strictly limited:

• FRBA staff: Authorized FRBA personnel may access your account information and documents as necessary to provide billing services
• Your organization's portal users: Only users you have authorized through our invitation system can access your account
• Third-party services: We use Amazon Web Services (AWS) for secure document storage. AWS does not have access to your document contents for any purpose other than storage

We do not sell, rent, or share your personal information with third parties for marketing purposes.

5. Document Retention

Uploaded documents and account information are retained for the duration of your service relationship with FRBA and for a reasonable period thereafter as required by applicable law and our business records policies. You may request deletion of your account by contacting us directly.

6. Cookies

This portal uses essential cookies only — specifically, session cookies required for authentication and security purposes. We do not use advertising or tracking cookies. Session cookies expire when you close your browser or after 30 minutes of inactivity.

7. Contact Us

If you have questions, concerns, or requests regarding your privacy or the handling of your personal information, please contact us: