Privacy Explained – OnlineRME, LLC

Introduction

OnlineRME is a web-based management tool for members of the septic industry and for those who manage the disposal of fats, oils, and grease (FOG). OnlineRME exists to provide accurate, reliable septic system and FOG system data to all who need it, for as long as it is needed — and to provide that data in a way that is affordable to all and costly to none.

OnlineRME provides a way for inspectors, pumpers, and other related service providers to submit reports required by local or regional regulations and voluntary programs. Where required, these reports are viewable by the public, just as other property information — such as a property address, owner, or tax ID number — is available for public viewing under the Freedom of Information Act.

However, the people who use OnlineRME can do much more than submit (and read) publicly available reports. They can also use OnlineRME to help manage their private businesses, like keeping track of their contacts, contracts, scheduled activities, and more.

Different types of users need to see different types of data, so OnlineRME uses separate License Agreements for each type of user. OnlineRME does not discriminate by region, service company, technology, or manufacturer, and it does not give privileges to any particular user that are not called out in the standard License Agreement for that type of user.

Why some property information is public

Basic property information is public because the government is involved in many transactions relating to property over long periods of time and, for good government, these transactions must be transparent. For example, governments are involved in surveying and setting boundaries, establishing land use guidelines, levying and collecting taxes, issuing permits, and developing and enforcing codes.

When a property requires a septic system or grease tank, many different types of users will be associated with that property over time, making a centralized database of that system's service history very helpful. For example:

A designer or engineer may design a system based on the physical characteristics of the property.
Regulators may review the property and design, inspect the system, and manage maintenance and reporting.
Service providers may maintain the system and submit reports.
Pumping companies may pump or clean the system and submit reports.
Inspectors may inspect the system at time of sale or transfer of ownership.
Owners may need the system history to repair, upgrade, or replace it.

OnlineRME manages and centralizes this history over time, allowing read-only public information to be viewed while keeping private business information private.

OnlineRME exists to provide accurate, reliable septic system and FOG system data to all who need it, for as long as it is needed.

Our commitment to privacy

OnlineRME date- and time-stamps every login, query, change, and report. No one has access to the entire universe of OnlineRME data except the company's programmers, who write the code that makes the software work. That's it. Just the programmers — and they are pledged to keeping private information private. If anyone believes that OnlineRME's confidentiality has been abused by anyone, an email can be sent to info@onlineRME.com and we will investigate immediately.

OnlineRME's greatest strength is its data integrity and security. If we compromise it, we undermine ourselves. That's why, in the decade that our company has been in existence, there has never been a single instance of data abuse. We are happy to provide references from our larger service companies and long-time users to anyone who requests them, or to provide more information in general. Just give us a call or send us an email.

None of your private business information is public. No one else can see it.

What no one can see

Your private business data.
Your contracts or a list of your clients.
Your prices or invoices.
Your schedules.
Your notes or messages.

And since no one can see your private business data, no one can search it, copy it, alter it, create lists or spreadsheets of it, go after your customers, use it against you, or otherwise misuse it. Hundreds of thousands of reports have been submitted to OnlineRME from all over the country, with no incidents of misuse.

What each type of user can see and do

OnlineRME provides valuable business management tools to its many users, many of whom are RMEs (Responsible Management Entities). Each type of user sees different sets of data and uses different tools, which are spelled out in a License Agreement. Following is a description of what different users can see and do with OnlineRME.

Public record search

There is a public record search on the OnlineRME home page. It only works in areas where regulators use OnlineRME to help local property owners and their service providers submit required inspection reports. Realtors, property owners, and prospective buyers use it most to see wastewater or FOG inspection reports, a snapshot of service history, and other basic property information.

While the information varies by locale, the public can typically see:

Property address.
Tax ID and lot number.
Property type (residential, commercial, multi-family, etc.).
Type of wastewater or FOG system.
Permitted flows.
Date the system was approved.
Date the system was placed in service.
Submitted inspection and pump reports.

All views are read-only. Inspection reports are PDFs that can be downloaded but not altered. All of this data is public information and can be obtained from a local government office by request. OnlineRME is a public service that saves people time, gas, and parking fees, while helping to ensure the orderly purchase and sale of property that meets local health requirements.

Regulators

Regulators have their own login and use OnlineRME to manage septic and FOG systems permitted within their jurisdictions, ensuring the systems are tracked, inspected, serviced, and operating as required.

Here is what regulators can typically see and do:

View inspection reports as they are submitted.
View data relevant to their responsibilities.
Sort and export data such as system type, problem type, or service provider.
Track maintenance activities for improved training of authorized service providers.
Update site data, such as changes in ownership or system components.
Locate unauthorized service providers and offer them training.
Merge useful site information (such as telemetry data) into OnlineRME.
Communicate with inspectors and service providers via a private messaging system.

OnlineRME reduces paperwork and makes the regulatory function far more efficient. It is also cost effective because it can be entirely self-funded: service providers pay a nominal fee for the ability to submit reports online, at their convenience. Long-term data shows that by making it possible for regulators to respond quickly to deficiencies, OnlineRME reduces the number of problem systems over time, preserving property values and public health.

Manufacturers

Manufacturers have their own login and can use OnlineRME — for free — to confidentially mine data on properties that include their components. They can use this information to improve sales, training, product development, and permit requirements.

For example, manufacturers can:

Document performance data to support sales and marketing messages.
Gather performance data to support requests for new approvals.
Identify component issues for product improvements.

Manufacturers cannot view or export any information on competing technologies. Period. Because OnlineRME gives regulators a centralized database of component performance from many different systems, manufacturers can encourage them to tailor inspection and maintenance requirements to match actual component performance, potentially saving their customers a great deal of money.

Service providers

Service providers have their own login for OnlineRME. OnlineRME provides free business management tools and permanent data storage that small business owners typically have to pay for. Since there is no charge to sign up for an account, service providers are always welcome to give it a spin.

Here is what service providers can see and do:

Create their own contacts and schedules.
Set up and manage their own accounts.
Manage contacts, contracts, and calendars.
Submit required reports to regulators quickly and easily.
View and update information on their customers' systems and components.
See what properties are under contract or have cancelled contracts.
Export subsets of their own business data, such as customer lists and scheduled events.
Complete and submit inspection reports on their customers' behalf.
Communicate privately with regulatory authorities.

OnlineRME allows service providers to submit required reports quickly and conveniently online, saving time and hassle. Reports are submitted to a centralized database, so there is no need to submit multiple copies of the same report to different entities.