Privacy Policy

1. Introduction

Fire Log Book Ltd ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data when you use our website, services, software platform, and training resources, including Digital Fire Log Book systems.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all applicable UK data protection laws.

Fire Log Book Ltd is incorporated in England and Wales.

2. Who We Are

Fire Log Book Ltd provides digital fire safety record-keeping systems, compliance management tools, fire safety training resources, and associated services to businesses, public bodies, schools, care providers, and other organisations.

For the purposes of data protection law, Fire Log Book Ltd acts as:

• A Data Controller in relation to our own business operations, marketing, and website activity.
• A Data Processor where we process information on behalf of our customers who upload fire safety records, training certificates, risk assessments, and compliance documents into the Fire Log Book system.

3. The Information We Collect

We may collect and process the following categories of personal data:

Information you provide directly to us. This includes names, job titles, email addresses, telephone numbers, company names, billing information, and account registration details when you create an account, request information, purchase services, or contact us.

Information uploaded to the Fire Log Book platform. Customers may upload fire risk assessments, training certificates, inspection records, maintenance records, and other compliance documentation. These records may contain names, job roles, signatures, or other identifying information relating to employees, contractors, or responsible persons.

Technical information. When you use our website or platform, we may collect IP addresses, browser type, operating system, device identifiers, and usage data for security, system integrity, and service improvement purposes.

Communication data. If you contact us by email, telephone, or contact form, we may retain records of that correspondence.

We do not intentionally collect special category data unless it is included within documentation uploaded by a customer for compliance purposes. In such cases, we process that information strictly in accordance with the customer's instructions.

4. How We Use Personal Data

We use personal data only where lawful to do so. Our lawful bases under UK GDPR include contract performance, legitimate interests, legal obligation, and consent where required.

We use personal data to:

• Provide and manage access to the Fire Log Book digital platform.
• Deliver training services and certification.
• Maintain system security and prevent unauthorised access.
• Provide customer support.
• Process payments and manage billing.
• Comply with legal and regulatory obligations.
• Improve our services and website functionality.
• Send service-related communications and, where permitted, relevant business updates.

We do not sell personal data to third parties.

5. Legal Basis for Processing

Our processing activities rely on the following legal bases:

Performance of a contract, where processing is necessary to provide Fire Log Book services.

Legitimate interests, where processing is necessary to operate, improve, and secure our business and digital systems, provided those interests do not override your fundamental rights.

Legal obligation, where we are required to retain or disclose information under UK law.

Consent, where we rely on your explicit agreement, such as for certain marketing communications. You may withdraw consent at any time.

6. Data Storage and Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure.

Fire Log Book systems may utilise secure cloud infrastructure with redundancy and backup arrangements across multiple European data centres to ensure resilience and availability. Access to data is restricted to authorised personnel only and protected through authentication controls and encryption where appropriate.

While we take all reasonable steps to secure data, no internet-based system can be guaranteed to be completely secure. Users are responsible for maintaining the confidentiality of their account credentials.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements.

Customer account data is retained for the duration of the contractual relationship and for a reasonable period thereafter in line with legal obligations and legitimate business needs.

Where customers upload compliance records, retention periods are determined by the customer as Data Controller, subject to statutory requirements under fire safety and health and safety legislation.

8. Data Sharing

We may share personal data with:

• Professional advisers, including legal and accounting services.
• IT service providers and cloud hosting providers under strict contractual safeguards.
• Regulatory authorities where required by law.
• Law enforcement agencies where disclosure is legally required.

We ensure that any third-party service providers process data only in accordance with our written instructions and applicable data protection laws.

We do not transfer personal data outside the United Kingdom or European Economic Area unless appropriate safeguards are in place.

9. Your Rights

Under UK data protection law, individuals have rights including the right to access their personal data, request correction of inaccurate data, request erasure where appropriate, restrict processing, object to certain processing activities, and request data portability.

Where Fire Log Book Ltd acts as a Data Processor, requests relating to uploaded compliance records should be directed to the relevant customer organisation acting as Data Controller.

Requests relating to our own business processing activities may be directed to us using the contact details below.

10. Cookies

Our website may use cookies and similar technologies to improve functionality, enhance security, and analyse website usage. Further details are provided in our separate Cookie Policy.

11. Children's Data

Our services are designed for business and organisational use. We do not knowingly collect personal data directly from children. Where data relating to minors is included within compliance documentation uploaded by customers (for example, within school or care home environments), the customer remains the Data Controller responsible for lawful processing.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, regulation, or business operations. The latest version will always be available on our website with an updated effective date.

13. Contact Details

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact:

Fire Log Book Ltd
[Registered Address]
Email: [Insert Email Address]
Telephone: [Insert Telephone Number]

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) if you believe your data has been processed unlawfully.