Privacy Policy

Effective date:

September 5, 2026

Last updated:

September 5, 2026

1. Who we are

Actme Software, LLC ("Actme", "we", "us") develops Actme Evidence Retention, software that law enforcement and public safety agencies install and operate on their own servers.

Contact

Support is handled by email and through our support portal. We do not operate a telephone support line.

2. The most important thing about how our software works

Actme Evidence Retention runs entirely on the customer agency's own servers. We do not host it, and we do not operate it.

Video evidence, case records, camera inventories, user accounts and audit logs are created and stored inside the agency's own network, in the agency's own database. Encryption keys for sensitive configuration values are generated on the agency's server and never leave it. The software is built so that the parts of it that face the network hold only the public half of that key pair and are cryptographically incapable of decrypting stored credentials.

The practical consequence: for our on-premises software, Actme is not a custodian of your evidence data. We cannot retrieve it, we cannot read it, and we cannot produce it in response to a request — including a subpoena served on us. Requests for an agency's data must be directed to that agency.

3. Information we collect

3.1 From our website

If you contact us, request a demonstration, or send us an inquiry, we collect what you provide — typically name, agency, email address and telephone number — and use it to respond and to maintain a record of the correspondence.

The contact form stores nothing on the website. A submission is delivered straight to our support mailbox as an email; it is not written to any database on the site. The email records the country the request came from, but we do not store your IP address.

Our website may use basic server logs and analytics to understand traffic. We do not use advertising trackers, and we do not sell website visitor data.

3.2 From licensing

Licensing a deployment requires exactly one identifier: an installation GUID generated by the customer's own database. The agency sends it to us; we return a signed license token. The GUID identifies a software installation. It contains no personal information and no information about evidence.

3.3 From support

This is where we may see customer data, and we want to be direct about it.

When an agency asks us for help, we may receive log files, screenshots, database extracts, configuration details or error reports, and we may be given a remote session onto an agency workstation or server. In the course of that, we may incidentally see operational data — user names, camera names, case references, file paths, and occasionally video.

We handle that material as follows:

• Only what the agency sends or shows us. We have no standing access to any customer system.
• Only for the support request at hand, never for product analytics, training, marketing or any other purpose.
• Deleted after the request is closed. Our support system removes a request 60 days after the last activity on it and permanently erases its contents within a further 30 days, so nothing we hold about a support request survives 120 days. Our support provider then keeps a minimal deletion record for a further 90 days for its own audit trail — a ticket reference, carrying none of the content, attachments or correspondence. Where an agency asks us to keep something specific to reproduce a defect, it is kept within those same limits and deleted sooner on request.
• Never shared with anyone outside Actme, except where we are legally compelled and permitted to tell you.

Agencies subject to CJIS or similar regimes should treat a support session as third-party access to a criminal justice information system and apply their own controls accordingly — including personnel screening requirements, which our staff will meet on request.

3.4 Text message (SMS) notifications

Where an agency enables SMS notifications, the software sends short operational alerts — for example, that a video export has finished or failed — to staff who have asked to receive them.

• The mobile number is entered by the person who owns it, into their own profile inside the agency's installation.
• Consent is given by that person, by enabling SMS notification in that profile. It is off by default.
• It is stored in the agency's database on the agency's server, not by Actme.
• The number is transmitted to our SMS delivery provider solely to deliver the message.

We do not sell, rent, trade, or share mobile telephone numbers or SMS consent with anyone for marketing or promotional purposes. Mobile opt-in data and consent are not shared with third parties or affiliates for their own marketing. Numbers are disclosed only to the messaging carrier and our SMS provider strictly to deliver the messages the person asked for.

Message content is deliberately minimal. Alerts say that something has happened and tell the recipient to sign in. They do not contain case numbers, subject names, camera names, locations, incident times, or any other evidence detail. Text messaging offers no confidentiality guarantee, so we treat it as a channel that carries a prompt and never a record.

4. How we use information

We do not use any of it for automated decision-making, profiling, or advertising.

5. Who we share information with

• Our SMS delivery provider, to deliver messages. They act on our instructions and are bound to handle the data accordingly.
• Service providers who host our website and email, under contract and only as needed.
• Legal compulsion, where a valid legal process requires it and we are permitted to notify you.

We do not sell personal information. We have never sold it and the software is not built in a way that would let us.

6. How long we keep it

Data held inside an agency's own installation is governed by that agency's retention policy, not ours.

7. Security

We hold customer material on systems protected by access controls, encryption in transit, and least-privilege access limited to staff who need it for the request at hand.

Within the software itself, sensitive configuration is encrypted with AES-256-GCM under per-value keys wrapped to a key pair generated on the customer's server, passwords are stored as PBKDF2-SHA512 hashes, and administrative access can require a second authentication factor.

No system is perfectly secure, and we do not claim otherwise.

8. Your choices

• Stop receiving texts: reply STOP to any message, or turn off SMS notification in your profile inside your agency's installation. Both work; STOP takes effect immediately at the carrier level.
• Ask what we hold about you: write to support@actmesoftware.com and we will tell you, correct it, or delete it, subject to any record we are required to keep.
• Data inside your agency's system: ask your agency. We cannot reach it.

Depending on where you live you may have additional rights over your personal information. Contact us and we will honor them so far as the law requires.

9. Children

Our software and website are for professional use by public safety agencies. They are not directed at children, and we do not knowingly collect information from anyone under 18.

10. Changes

We will post any change here and update the date at the top. Material changes affecting SMS recipients will be communicated before they take effect.

11. Contact