Privacy Policy

DormWingman ("the App," "we," "us," or "our") is a dorm management application for authorized U.S. Air Force personnel across participating installations. It supports dorm room swaps, inspections, supervision oversight, inbound-Airman sponsorship, out-processing, and leadership verification. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the App. By using DormWingman, you consent to the practices described here.

1. Information We Collect

1.1 Personal information

• Account information: name, rank, email address, military (.mil) email, and unit affiliation (branch, wing, group, squadron).
• Housing information: current dorm/building/room assignment and related status.
• Authentication data: encrypted password and session tokens.
• Supervision & leadership data: supervisor/subordinate links you establish, and role-verification claims (first sergeant or commander) including the unit scope you assert.
• Commander endorsement contacts: when a leadership claim requires external verification, the commander email address you provide, to which we send a one-time endorsement link. That address is used solely to deliver and validate the endorsement.
• Out-processing information: departure/clearance status and dates you record when out-processing.

1.2 Usage information

• Activity records: swap requests, inspections and checklist results, supervision links, sponsorship records, out-processing entries, leadership claims, approvals, and account actions.
• Audit logs: system access times, feature usage, and administrative actions.

1.3 Device information

• Device type and operating system, used for push-notification delivery.
• Push-notification token (only if you grant notification permission).
• Optional, aggregated crash/diagnostic data to improve stability.

2. How We Use Your Information

• Process and manage dorm swaps, inspections, supervision links, sponsorship, out-processing, and leadership verification.
• Verify military affiliation through .mil email verification.
• Deliver and validate one-time commander-endorsement links to the external commander address you provide, solely to verify a leadership claim.
• Send notifications about request status, inspections, approvals, and reminders.
• Maintain security and audit trails, and detect unauthorized access.
• Meet Air Force and DoD record-keeping requirements.

3. Information Sharing

Within the App, your information may be visible to Air Dorm Leaders, supervisors, first sergeants, commanders, and administrators with a legitimate need, scoped to their role and unit. We do not sell your personal information, share it with external marketing companies, or use it for advertising or third-party tracking. We may disclose information when required by military regulation or order, lawful request, an Inspector General investigation, or legal process.

4. Data Security

• All data is transmitted using TLS/SSL encryption.
• Authentication tokens are stored in device-level secure storage.
• Role-based access controls limit data visibility.
• Comprehensive audit logging of access and changes.
• Automatic session expiration and secure token handling.

5. Data Retention

• Active accounts: data is retained while your account is active.
• Audit logs: retained for 4 years per military record-keeping requirements, then deleted.
• Unverified accounts: may be removed if .mil email verification is not completed.
• Deleted accounts: personal data is removed; audit logs are anonymized to preserve system integrity.

6. Your Rights and Choices

• Access & update: view and modify your profile and notification preferences in the App.
• Delete: permanently delete your account from the App's settings (requires triple confirmation).
• Notifications: manage push and email notification preferences at any time.

7. Children's Privacy

DormWingman is not intended for individuals under 18. We do not knowingly collect information from minors.

8. Changes to This Policy

We may update this Privacy Policy periodically. Changes are posted here with an updated "Last updated" date. Continued use of the App after changes constitutes acceptance.

9. Contact

Questions about this Privacy Policy or your data:
Developer: Ryan McAfee · Ryan.mcafee.1@us.af.mil