OX SENTINEL SECURITY
Privacy Policy
How we collect, use, share and protect personal information, and the rights you have.
Effective date: October 26, 2026
OX Sentinel Security Services, LLC ("OX Sentinel," "we," "us") provides security guard, mobile patrol and related services in Washington State, operates the website oxsentinelsecurityservice.com, and operates the OX Command app and portal used by our employees and clients. This policy explains what personal information we collect, why, who we share it with, how long we keep it and the choices and rights you have. We wrote it in plain English. If anything is unclear, contact us.
- We collect only what we need to provide security services, hire officers, run the OX Command app and answer you.
- We do not sell your personal information. We do not share it for targeted advertising. We do not use advertising or tracking cookies.
- Officer location is recorded only while on duty, and erased automatically after 200 days.
- You can ask to see, correct or delete your information at any time on our privacy request page.
1. Information we collect
When you visit our website
- Visit counts, only if you say yes: with your consent in our privacy banner, a private, cookie-free counter records the page you view, the website that referred you, any campaign tag in the link, your device type (phone, tablet or computer), your approximate country (from your time zone), your language and which contact buttons you tap. It uses a random visitor number stored in your browser. It never records your name, email, phone number or IP address. If your browser sends a Global Privacy Control or Do Not Track signal, we treat it as a "no" automatically.
- Server logs: our hosting provider keeps basic technical logs (such as IP address, browser type and the page requested) for security and reliability. We do not use them to identify or profile you.
When you contact us or ask for a quote
- Your name, company, phone number, email, the services you want, your site type and location, start date and hours, and anything you choose to tell us.
When you apply for a job
- Your name, phone, email, city, the position, your Washington guard license status (and license number and expiration date if you choose to give them), years of experience, availability, transportation, your answers to our short knowledge quiz and anything you add.
- We do not ask about criminal history on our application. Any background check required for licensing happens later, only with your written authorization and as Washington law allows.
- You must be 18 or older to apply.
When you use the OX Command app or portal (employees and clients)
Accounts are created only by invitation, for our employees and our business clients.
- Account information: name, email, phone, role, badge number and, for officers, guard license details and documents you upload.
- Precise location, only while on duty: when an officer clocks in, scans a patrol checkpoint, completes a patrol visit or sends an SOS, the app records the location to prove service and keep the officer safe. The app does not track location when an officer is off duty. Location data is erased automatically after 200 days unless it is part of an incident record we must keep.
- Clock-in photo: one photo at clock-in to confirm the right officer is on post. We do not use facial recognition or create face templates, and we do not collect biometric identifiers.
- Photos, audio and reports: patrol photos, incident reports, SOS photos, audio or video the officer chooses to record, messages and inspection results. These may include images of people or vehicles at the client's property.
- Work and pay records: shifts, hours, paid sick leave, schedule and time-off requests, training, performance, rewards and pay rates. Payroll itself is processed by our payroll provider.
- Device information: a notification token if you allow push notifications, and basic app error reports so we can fix problems.
- Hands-free and voice features: if you turn on hand-gesture control, the camera image is processed on your device only and is never stored or sent to us. Voice commands use your device's built-in speech recognition.
- Optional AI features (OX Copilot, Ask OX, AI writing): the text you choose to process is sent to our U.S. AI service provider to draft a response. The provider's business terms say this text is not used to train its models, and a person reviews the result.
Text messages
If you add your mobile number in OX Command and agree, we send account and safety texts. See the SMS terms. We never sell, rent or share your mobile number or your text opt-in data and consent with third parties or affiliates for marketing or promotional purposes.
Emails we send to businesses
When we email a business about our services, our email includes a tiny image and tracked links that tell us whether the email was opened or a link was clicked, so we know when to follow up. Every such email includes an unsubscribe link. Unsubscribing also stops this tracking for future emails to you.
Payments
Clients who pay online enter card or bank details on Stripe's secure page. We never receive or store full card or bank numbers.
2. How we use information
- To provide, schedule, prove and bill security services, including the No Proof, No Bill guarantee.
- To keep officers and the public safe (SOS alerts, welfare checks, incident response).
- To answer questions, prepare quotes and proposals, and follow up on business inquiries.
- To review job applications, hire, train, pay and manage our team.
- To run, secure and improve our website and the OX Command app, and to detect fraud and abuse.
- To meet legal, licensing, insurance, tax and contractual duties, and to defend legal claims.
We do not use personal information for targeted advertising, we do not sell it, and we do not make decisions about you with legal or similarly significant effects based solely on automated processing.
3. Who we share information with
Our clients see records about service at their own property: patrol and checkpoint records with time, location and photos, incident reports, and the names of officers assigned to their site.
Service providers that process information for us under contract, only to provide their service:
| Provider | What they do for us |
|---|---|
| Supabase (United States) | App and portal database, file storage, sign-in |
| Netlify | Website hosting and website form handling |
| Google Workspace and Google Cloud | Business email, calendar, voice (text to speech) |
| Twilio | Text messages and automated safety calls |
| Resend | Delivery of emails sent from the platform |
| Firebase Cloud Messaging (Google) | Push notifications to phones |
| Stripe | Online invoice payments |
| Gusto | Payroll for employees |
| n8n | Business automations (for example, invoice emails) |
| MapTiler and OpenStreetMap | Maps and address lookup in the app |
| A U.S. AI service provider | Optional AI writing and assistant features |
| Apple and Google app stores | App distribution and updates |
| Nextiva | Business phone system |
Others, only when needed: our accountant, insurers, lawyers and licensing agencies; police or emergency services in an emergency; when the law requires it (for example, a valid subpoena); to protect people, property or our rights; or as part of a merger or sale of our business, with this policy continuing to apply.
Text messages: all of the categories above exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Clients never receive an officer's mobile number or text opt-in data.
4. Cookies and browser storage
We do not use advertising or third-party tracking cookies. See our Cookie Policy for the exact list of what is stored in your browser and why. You can change your choice any time with Privacy choices.
5. How long we keep information
| Information | How long |
|---|---|
| Officer GPS location | 200 days, then erased automatically, unless part of an incident record we must keep |
| Quote requests and business inquiries | Up to 2 years after our last contact, unless you become a client |
| Job applications (not hired) | At least 1 year as federal law requires, and generally no longer than 2 years |
| Employee and payroll records | As long as Washington and federal law require (generally 3 to 4 years after employment ends) |
| Client service records, patrol proof and incident reports | For the contract and as long as needed for client, insurance, licensing or legal reasons |
| Visit counts | Up to 400 days, in summary form |
| Do-not-email list | Kept so we never email you again |
6. Your choices and rights
Wherever you live, you can ask us to:
- Access the personal information we hold about you and get a copy in a portable format.
- Correct information that is wrong.
- Delete your information, except what we must keep for legal, safety, insurance or contract reasons (we will tell you what and why).
- Stop marketing emails: use the unsubscribe link in any email, the unsubscribe page, or reply "stop".
- Opt out of sale, sharing for targeted advertising and profiling: we do none of these, so there is nothing to opt out of, but you may still ask.
- Withdraw consent you gave us, such as for text messages (reply STOP) or visit counting (Privacy choices).
How to ask: use our privacy request page, email info@oxsentinelsecurityservice.com or call (206) 593-2212. App users can also delete their account in the app (Account, Delete my account) or at oxsentinelsecurityservice.com/delete-account.html.
We confirm your request within 10 business days and answer within 45 days (we may extend once by 45 days if needed and will tell you why). To protect you, we verify your identity, usually by confirming your email or phone. You may use an authorized agent with written permission. There is no charge, and we will never treat you differently for using your rights. If we deny your request, you may appeal by replying to our answer; we respond to appeals within 45 days, and if you are not satisfied you may contact your state attorney general.
7. Children
Our website, app and services are for businesses and adults. They are not directed to children under 13, and we do not knowingly collect personal information from children under 13. Job applicants and app users must be 18 or older. If you believe a child has given us personal information, contact us and we will delete it.
8. Security
We protect information with encryption in transit and at rest, two-step sign-in for administrators, row-level access rules so each person sees only what their role allows, private file storage, an audit trail of changes, rate limits and automatic monitoring. No system is perfectly secure, so please do not send Social Security, bank or card numbers through our website forms. If a breach affects your personal information, we will notify you and the authorities as the law requires.
9. Where information is stored
We are based in the United States and store information in the United States. If you contact us from another country, your information is transferred to and processed in the United States.
10. Changes to this policy
When we change this policy, we update the effective date above. If a change is significant, we will tell app users in the app or by email before it takes effect.
11. Contact us
OX Sentinel Security Services, LLC
9407 NE Vancouver Mall Dr, Ste 104 #6044, Vancouver, WA 98662
(206) 593-2212 · info@oxsentinelsecurityservice.com