Privacy Policy

Effective August 19, 2026

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Southeast Management Services, LLC, doing business as SEMS Fire, operates semsfire.com and crm.semsfire.com. This policy explains what we collect, why, who we share it with, how long we keep it, and how to ask us to change or delete it.

We are an Alabama company. We sell and service fire equipment, and our customers are fire departments, municipalities, and other organizations. Most of what we hold is business contact information, service history, and equipment records. We do not sell, rent, or trade personal information.

Who We Are

Southeast Management Services, LLC (d/b/a SEMS Fire)
997 Highway 84, Monroeville, AL 36460
Phone: (251) 282-0958 or (251) 714-5065
Email: semsfire@gmail.com

What We Collect and Why

From our website forms.

Email address (required)
Name
Phone number
Department or organization name
Whatever you write in the message field
The page you submitted the form from

We use this to answer your question, send the catalog or quote you asked for, and follow up about the work. Submissions are stored in our database and copied into our CRM so the right person picks them up.

Please do not send sensitive personal information through our website forms. We do not need it and we do not want it in our system.

When you become a customer.

Contact names, titles, work phone and mobile numbers, work email addresses
Department or municipality name and billing information
Service and job-site addresses
Job records: job number, service category, assigned technician, notes, status history
Test and service records: equipment identifiers, test dates, pass or fail results, readings, technician, and NFPA test type

We use this to schedule and dispatch work, perform the service, invoice it, and keep the compliance record your department needs.

Calls, texts, and email. Covered in their own sections below.

Website and system logs. Our hosting provider records standard server logs: IP address, browser user agent, page requested, and a timestamp. We use these for security, uptime, and abuse prevention.

Staff accounts. Our employees have individual named accounts in our CRM. We keep name, work email, role, and access records.

Cookies. We use only the cookies needed to make the site and the CRM work, including keeping staff signed in to the CRM. We do not use advertising cookies and we do not run cross-site tracking.

Text Messaging (SMS)

We use one-to-one text messaging with customers for service scheduling, testing appointment confirmations, quote and job status updates, and equipment-ready notifications.

You opt in by checking the SMS consent box on our website form. The box is never pre-checked, and consent is never a condition of buying anything from us or of using our website.

Message frequency varies. Message and data rates may apply.

To stop receiving texts, reply STOP to any message from us. We will send one confirmation and then stop. For help, reply HELP, email us, or call (251) 282-0958. Carriers are not liable for delayed or undelivered messages. Our full SMS terms are in the SMS section of our Terms of Service.

AI Communications Privacy

If you opt in to receive communications, SEMS Fire may send you SMS messages and may contact you by phone using live, automated, prerecorded, AI-assisted, or AI-generated communications related to:

Your inquiry
Requested services and quotes
Appointment and testing schedule reminders
Job and service status updates
Equipment-ready and delivery notifications
Account and billing notifications
Support communications

Disclosures. Message frequency may vary. Msg and data rates may apply. You can opt out of text messages at any time by replying STOP. For help, reply HELP, call (251) 282-0958, or email semsfire@gmail.com.

When an automated or AI-generated voice handles a call, it identifies itself as automated at the start of the call. We do not use an AI voice to make marketing calls.

Call Recording

Our business lines are recorded lines. We record for accuracy on orders and service requests, for quality and training, and to have a record if there is a dispute about what was agreed.

Before recording begins on a call, you will hear a notice. That notice tells you who we are, that the call is being recorded, why, and that AI is used to transcribe and summarize it. We do not record calls without that notice.

We apply this to every call on our recorded lines, inbound and outbound. We do not vary it call by call.

If you would rather not be recorded, tell us and we will arrange another way to handle your request.

How We Use AI

We want to be direct about this, because AI touches your communications with us.

After-hours voice assistant. Outside business hours, an automated voice assistant may answer, take your message, and capture your callback details. It identifies itself as an automated assistant at the start of the call.

The after-hours assistant is not monitored for emergencies. If you have an emergency, hang up and call 911.

Call transcription and summary. Recorded calls are converted to text automatically, and that text is used to produce a written summary and a general read on the tone of the call. The transcript and summary go into the customer record in our CRM so our team can see account history without replaying audio.

Internal staff assistant. Our office and management staff use an in-app AI assistant to look up and summarize records in our CRM. Staff questions and the records returned in response are processed by our AI provider. It is an internal tool, not a customer-facing chatbot.

AI does not make final decisions. AI does not decide what service you get, what we charge, whether equipment passed or failed a test, or whether to approve or deny anything. Every service decision, test result, quote, and invoice is made or reviewed by a SEMS Fire employee. AI drafts, summarizes, and organizes. People decide.

We do not use AI to make sales calls. We do not use a synthetic voice to call you for marketing.

Voice. We do not build voiceprints and we do not use your voice to identify you.

Service Providers

We use outside companies to run our systems. They handle information to provide their service to us, for the purposes described in this policy.

Provider	What they do for us
Twilio Inc. (US)	Telephone and text messaging. Connects inbound and outbound calls, delivers SMS, and stores call recordings and message logs.
Supabase Inc. (US)	Database, login, and file storage. Holds CRM records, website form submissions, recordings, and transcripts.
Vercel Inc. (US)	Hosting for semsfire.com and crm.semsfire.com. Generates server request logs.
ElevenLabs Inc. (US)	AI voice for the after-hours assistant, and speech-to-text transcription of recorded calls.
OpenRouter, Inc. (US)	Routes call transcripts and internal assistant queries to our AI model provider.
Anthropic, PBC (US)	The AI model that produces call summaries, tone analysis, and internal assistant responses.
Resend (US)	Sends our transactional and team-alert email and keeps delivery records.

We do not sell personal information, and we do not share it with anyone for their own marketing.

How Long We Keep Things

What	How long
Website form submissions that do not become customers	24 months
Customer contact and account records	For the life of the relationship, then 7 years
Job, service, and test records	7 years, to support your compliance and warranty history
Call recordings	180 days
Call transcripts and summaries	24 months
Text message content and consent records	Consent and opt-out records are kept as long as we operate the messaging program, plus 4 years. Message content: 24 months.
Email delivery records	24 months
Server and access logs	90 days

We keep opt-in and opt-out records longer than message content on purpose. If someone asks whether they agreed to be texted, we need to be able to answer.

We may keep something longer where we need it for an open dispute, an insurance matter, or a legal obligation.

How We Protect It

Traffic to our website and CRM is encrypted in transit (HTTPS).
Our database and file storage encrypt data at rest.
CRM access requires a named individual account. We do not use shared logins.
Access is limited by role, so staff see what their job requires.
Our primary database and file storage are located in the United States.

We are a fire equipment company, not a security vendor, and we will not pretend otherwise. We do not hold SOC 2, ISO 27001, or similar certifications. No system is perfectly secure, and we cannot guarantee that information sent to us over the internet is safe from interception.

Your Choices and Rights

Ask what information we hold about you
Correct information that is wrong
Ask us to delete information we are not required to keep
Stop text messages (reply STOP) or marketing email (use the unsubscribe link)
Ask not to be recorded on a call

We aim to respond within 30 days. We offer these whether or not a law requires us to. Some records we have to keep, such as billing records and equipment test results tied to your department's compliance history. This policy is governed by the laws of the State of Alabama.

Third-Party Links

Our website and catalog may link to third-party websites, including manufacturer sites. We are not responsible for their content or privacy practices. Review their policies before providing personal information.

Children

Our website and services are for businesses and government agencies. They are not directed to children, and we do not knowingly collect information from anyone under 13.

Changes to This Policy

If we change this policy we will update the effective date at the top. If a change materially affects how we handle your information, we will make that clear rather than quietly editing the page.

Contact Us

Questions about this policy, or a request about your information: