Privacy Policy

1. Scope

This policy applies to information processed through the OKIE Safety website, website forms, Employee Portal, Fire Marshal OKIE, and the dedicated Dropbox application used to provide approved knowledge documents. It does not replace the separate privacy terms of Dropbox, OpenAI, or other third-party services linked from our website.

2. Information We May Collect

Information you provide

• Name, business name, email address, telephone number, project address, jurisdiction, and project information submitted through website forms.
• Questions and other information entered into Fire Marshal OKIE or a contact form.
• Employee identity, account status, role, training responses, scores, and completion records within the Employee Portal.

Dropbox application information

• OAuth authorization information needed to maintain the authorized connection.
• File and folder names, paths, types, modification dates, and other metadata within the dedicated application folder.
• The contents of documents that OKIE Safety places in that folder for retrieval, search, summarization, website guidance, employee training, or jurisdiction information.

Technical information

• Basic request, browser, device, security, diagnostic, and activity-log information reasonably necessary to operate, protect, and troubleshoot the service.

3. How We Use Information

• Respond to questions and service requests.
• Route visitors to applicable jurisdiction information, forms, resources, and OKIE Safety personnel.
• Retrieve approved knowledge documents and generate relevant guidance.
• Administer employee access, policies, training, tests, grading, reminders, and reports.
• Maintain accuracy, security, reliability, and auditability.
• Comply with legal obligations and protect the rights, safety, and property of users, jurisdictions, OKIE Safety, and others.

4. Dropbox Access and Permissions

The Dropbox application is designed to use the least access reasonably necessary for its purpose. OKIE Safety intends to request read access to file content and metadata in the dedicated application folder. The integration is not intended to upload, edit, move, rename, share, or delete Dropbox files.

Dropbox authorization may be revoked through the applicable Dropbox account settings. Revoking authorization will prevent future retrieval through the integration but may not automatically remove information previously retained as permitted by this policy.

5. AI-Assisted Processing

Approved document content and user questions may be transmitted to an AI service provider when necessary to generate a response. We seek to send only the information reasonably necessary for the request. Fire Marshal OKIE provides informational and navigation assistance and does not issue permits, approve plans, pass inspections, grant variances, or replace an authority having jurisdiction, adopted codes, approved construction documents, or qualified professionals.

6. When Information May Be Shared

We may disclose information to service providers that support hosting, authentication, email delivery, document storage, security, analytics, or AI-assisted processing. These may include Dropbox, OpenAI, and website-hosting providers. Information may also be disclosed when required by law, legal process, or a valid governmental request; to protect rights, safety, or property; or as part of a merger, acquisition, financing, or transfer of business assets subject to appropriate protections.

OKIE Safety does not sell personal information and does not use Dropbox application data for third-party advertising.

7. Data Retention

We retain information only for as long as reasonably necessary for the purposes described in this policy, including operational, training, contractual, recordkeeping, security, dispute-resolution, and legal requirements. Approved source documents remain under OKIE Safety's control in Dropbox. Cached or derived information may be refreshed or deleted when no longer needed.

8. Security

We use reasonable administrative, technical, and organizational safeguards appropriate to the nature of the information. These include restricted permissions, authenticated employee access, protected server settings for credentials, and efforts to keep authorization tokens and application secrets out of public website code. No method of storage or transmission can be guaranteed to be completely secure.

9. Your Choices and Requests

You may ask about personal information associated with you, request a correction, or request deletion where applicable and consistent with our legal and recordkeeping obligations. Dropbox users may disconnect the application through Dropbox account settings. Employees should contact an OKIE Safety administrator regarding portal access or training records.

10. Children

The website and related business services are not directed to children under 13, and we do not knowingly collect personal information from children under 13 through the Dropbox application or Fire Marshal OKIE.

11. Changes to This Policy

We may update this policy as our services, integrations, or legal obligations change. The effective date above will be revised when material changes are published.

12. Contact Us

Questions or privacy requests may be directed to: