Odisha Fire & Emergency Service (“OF&ES”), Government of Odisha, is committed to protecting the privacy and personal information of citizens and other users accessing the Odisha Fire & Emergency Service Online Portal (“Portal”).
This Privacy Policy explains the manner in which information may be collected, used, processed, stored, shared and protected when a user accesses or uses the Portal and the online services provided through it.
By accessing the Portal or submitting information for availing any online service, the user acknowledges the practices described in this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to the Odisha Fire & Emergency Service Online Portal and the online services made available through it, including, but not limited to:
- Fire Safety Recommendation
- Fire Safety Certificate
- Renewal of Fire Safety Certificate
- Fire Safety Recommendation/Certificate for temporary structures
- Exemption from Plan Approval, wherever applicable
- Fire Incident Certificate
- Copy of Fire Report
- Third-Party Licence and renewal thereof;
- E-Appeal and E-Revision
- Third-party verification of certificates or documents
- Online payment and receipt-related facilities
- Any other online service introduced by Odisha Fire & Emergency Service from time to time
Information We Collect
Depending upon the service being accessed, the Portal may collect personal and other information voluntarily provided by the user.
A. Registration and Account Information
Information required for creation and management of a user account may include:
- Name of the applicant/user.
- Mobile number.
- E-mail address
- Username and account details
- Address and contact information
- One-Time Password (OTP) or other authentication-related information
- Information required for account recovery or verification
Passwords and security credentials shall be handled through appropriate security mechanisms and shall not be disclosed to unauthorized persons.
B. Application and Service-Related Information:
Depending on the nature of the service, information may include:
- Applicant/owner/occupier/developer/proprietor/authorized representative details
- Name and address of establishment, institution, building or premises
- Ownership/occupancy details
- Property and building information
- Location and jurisdiction-related information
- Building plans, layout plans, floor plans, elevation plans and related documents
- Authorization letters
- Ownership documents or Record of Rights, wherever applicable
- Identity proof
- Photograph
- Signature
- Declarations and undertakings
- Fire-safety-related information
- Inspection and compliance information
- Application correspondence and responses
- Any other document or information required under applicable Acts, Rules, Government orders, guidelines or service requirements
Users are advised not to upload personal information that is not required for the relevant service.
C. Payment Information:
Where an online service requires payment of a Government fee, payment information may be processed through an authorized payment gateway or banking service provider. OF&ES may retain transaction-related information such as:
- Transaction/reference number
- Amount
- Date and time of payment
- Payment status
- Receipt/reference details
Sensitive payment credentials such as card PIN, CVV, UPI PIN or internet-banking password should not be requested or stored by OF&ES.
D. Technical and Log Information:
For security, system administration, audit and service improvement, certain technical information may be automatically recorded, including:
- Transaction/reference number
- Internet Protocol (IP) address
- Browser type
- Operating system/device information
- Date and time of access
- Pages or services accessed
- Login/session information
- System-generated transaction or application logs
- Error and security logs
Such information may be used for cybersecurity, troubleshooting, system monitoring, prevention of unauthorized access and improvement of the Portal.
Purpose of Collection and Use of Information
Information collected through the Portal shall be used only for lawful and authorized purposes connected with the functions and services of Odisha Fire & Emergency Service, including:
- Creation and management of user accounts
- Verification and authentication of users
- Receiving, processing and deciding online applications
- Conducting inspection, scrutiny and verification
- Issuance, renewal, modification or cancellation of certificates and recommendations
- Processing appeals and revisions
- Providing status updates and service-related communications
- Sending OTPs, SMS alerts, e-mails and Portal notifications
- Processing Government fees and reconciling transactions
- Verifying authenticity of certificates and approvals
- Maintaining official Government records
- Generating administrative reports, statistics and analytics
- Improving efficiency and quality of public service delivery
- Detecting or preventing fraud, misuse or unauthorized access
- Responding to grievances or technical-support requests
- Audit, vigilance, investigation and cybersecurity purposes
- Meeting requirements under applicable law, Government orders, court orders or directions of competent authorities.
Personal information shall not be used for unauthorized advertising, marketing or unrelated commercial purposes.
Consent and Lawful Processing
Where consent is required for processing personal information, the user shall be informed of the purpose for which such information is being collected.
Certain information may also be processed where necessary for:
- Providing a Government service requested by the user
- Performance of statutory or official functions of Odisha Fire & Emergency Service
- Compliance with applicable laws, rules or Government directions
- Maintenance of official records
- Prevention, detection or investigation of fraud, cybersecurity incidents or unlawful activity
- Compliance with orders of courts, tribunals or other competent authorities.
Where processing is based solely on consent, a user may request withdrawal of such consent, subject to applicable legal and record-retention requirements and the consequences of withdrawal on the concerned service.
Third-Party Verification
The Portal may provide facilities for verification of Fire Safety Certificates, recommendations, licences or other documents issued by OF&ES.
Where such a facility is provided, limited information necessary to establish the authenticity, validity and status of the concerned certificate/document may be displayed or made available for verification.
Personal information unrelated to the purpose of verification should not be publicly disclosed through such facilities.
Data Security
OF&ES endeavours to adopt reasonable administrative, technical and organizational safeguards to protect information against:
- Unauthorized access
- Misuse
- Unauthorized disclosure
- Alteration
- Accidental loss
- Destruction
- Cyber security threats
Security measures may include access controls, authentication mechanisms, security logging, network and application security measures, data backup, monitoring and other safeguards considered appropriate for Government information systems.
However, no electronic system or transmission over the Internet can be guaranteed to be completely secure. Users are therefore advised to maintain the confidentiality of their login credentials, passwords and OTPs and to immediately report suspected unauthorized access.
Data Retention
Personal information and electronic records shall be retained only for such period as may be necessary for:
- Processing and completion of the relevant service
- Statutory and administrative requirements
- Government record-retention requirements
- Audit and financial reconciliation
- Legal proceedings
- Investigation and enforcement
- Security requirements
- Any other period prescribed under applicable law or Government policy
Upon expiry of the applicable retention period, information may be deleted, archived, anonymized or otherwise disposed of in accordance with applicable Government policies and law.
User Responsibilities
Users are responsible for ensuring that information submitted through the Portal is accurate and authentic.
Users should:
- Provide only information required for the concerned service
- Keep account credentials confidential
- Never disclose passwords, OTPs, UPI PINs or other security credentials to unauthorized persons
- Log out after completing a session, particularly on shared computers
- Promptly update incorrect or outdated information, where such facility is available
- Immediately report suspected misuse or unauthorized access to their account
Access, Correction and Grievance
Subject to applicable laws, rules and Government procedures, a user may seek:
- Information regarding personal data provided through the Portal
- Correction or updating of inaccurate personal information
- Correction of account or application-related details where legally permissible
- Deletion or erasure of information where retention is no longer legally or administratively required
- Withdrawal of consent where processing is based solely on consent.
- Redressal of grievances relating to processing of personal information
Requests may be submitted through the grievance/contact mechanism notified on the Portal.
Certain information forming part of an official Government record, certificate, statutory application, inspection record, payment record or completed administrative proceeding may not be capable of deletion where its retention is required by law or Government policy.
Information Relating to Other Individuals
Where an applicant submits personal information relating to another individual, such as an owner, authorized representative, occupier or other concerned person, the applicant shall ensure that the information is lawfully provided and is relevant to the service being requested.
External Websites and Services
The Portal may contain links to other Government websites, payment gateways or third-party services for the convenience of users.
Once a user leaves the OF&ES Portal and accesses an external website or service, the privacy and security practices of that website/service shall apply.
OF&ES is not responsible for the privacy practices, content or security policies of external websites that are not under its control.
Information Security Incident
In the event of a personal-data or cybersecurity incident, OF&ES shall take appropriate measures in accordance with applicable law, Government cybersecurity policies and directions of competent authorities.
Where notification to affected persons or regulatory authorities is legally required, such notification shall be undertaken in the manner prescribed under applicable law.
Compliance with Applicable Law
Processing of information through the Portal shall be governed by applicable laws, rules, regulations, Government policies and directions in force from time to time.
This Privacy Policy has also been framed keeping in view the principles contained in the Digital Personal Data Protection Act, 2023 and the Digital Personal Data Protection Rules, 2025, including provisions coming into force in accordance with their notified implementation schedule.
Changes to this Privacy Policy
OF&ES may revise or update this Privacy Policy from time to time due to:
- Changes in law or Government policy
- Introduction or modification of online services
- Technological changes
- Cybersecurity requirements
- Changes in data-processing practices
The revised Privacy Policy shall be published on the Portal along with the date of the latest update.
Users are encouraged to review this page periodically.
Contact and Grievance Redressal
For queries, concerns or grievances relating to privacy or processing of personal information, users may contact:
Directorate of Fire & Emergency Service, Odisha
Nuapatna, Cuttack – 753001
Odisha, India
Privacy / Data Grievance Contact:
Directorate General of Fire Services, Home Guards & Civil Defence, Odisha
Email: odishafire-hgs-cd@gov.in
Telephone: 0671-2304366
For technical assistance relating to online submission of applications, users may use the technical-support contact details displayed on the Portal.
Odisha Fire & Emergency Service
Government of Odisha
We are committed to responsible, secure and transparent handling of information provided by citizens through our digital services.