1. Introduction
Welcome to DoorCompliance.co.uk ("we," "our," or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our fire door inspection management platform.
This policy applies to all information collected through our service and any related services, sales, marketing, or events (collectively, the "Service").
2. Information We Collect
2.1 Personal Information
We collect personal information that you provide to us, including:
- Name and contact information (email address, phone number)
- Account credentials (username and password)
- Company information (company name, address)
- Professional details (job title, role)
- Payment information (processed securely through third-party payment processors)
2.2 Building and Inspection Data
When using our Service, you may provide:
- Building information (addresses, property details, floor plans)
- Fire door details (locations, specifications, installation dates)
- Inspection records (findings, photographs, defects identified)
- Defect management data (repair records, contractor information)
- Uploaded files and photographs
2.3 Automatically Collected Information
We automatically collect certain information when you visit, use, or navigate the Service:
- Log and usage data (IP address, browser type, operating system)
- Device information (device type, unique device identifiers)
- Usage patterns (pages visited, features used, time spent)
- Location data (derived from IP address)
3. How We Use Your Information
We use your information for the following purposes:
- Service Delivery: To provide, maintain, and improve our fire door inspection management platform
- Account Management: To create and manage your user account
- Communication: To send administrative information, updates, and service notifications
- Compliance: To help you meet Fire Safety (England) Regulations 2022 requirements
- Reminders: To send inspection deadline reminders and compliance alerts
- Reporting: To generate inspection reports and compliance certificates
- Support: To respond to your inquiries and provide customer support
- Security: To monitor and protect against security threats and fraudulent activity
- Analytics: To understand usage patterns and improve our Service
4. Legal Basis for Processing (GDPR)
If you are located in the European Economic Area (EEA) or United Kingdom, our legal basis for processing your personal information includes:
- Contract Performance: Processing necessary to perform our contract with you
- Legitimate Interests: Processing necessary for our legitimate business interests
- Legal Obligation: Processing necessary to comply with legal requirements
- Consent: Where you have given us explicit consent to process your information
5. Information Sharing and Disclosure
5.1 We Do Not Sell Your Information
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
5.2 Service Providers
We may share your information with trusted third-party service providers who assist us in:
- Cloud hosting and data storage (AWS S3)
- Database services (Neon PostgreSQL)
- Email delivery services
- Payment processing
- Analytics and monitoring
5.3 Legal Requirements
We may disclose your information if required by law or in response to:
- Legal proceedings or court orders
- Government or regulatory requests
- Enforcement of our terms and policies
- Protection of our rights, property, or safety
5.4 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
6. Data Security
We implement appropriate technical and organizational security measures to protect your information:
- Encryption in transit (HTTPS/TLS) and at rest
- Secure authentication (bcrypt password hashing)
- Access controls and role-based permissions
- Regular security assessments and updates
- Secure cloud infrastructure (AWS)
- Database backups and disaster recovery
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
7. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
Specifically:
- Account Information: Retained while your account is active and for a reasonable period thereafter
- Inspection Records: Retained in accordance with Fire Safety (England) Regulations 2022 (typically 5+ years)
- Financial Records: Retained for tax and accounting purposes (typically 7 years)
- Marketing Communications: Until you unsubscribe or opt-out
8. Your Privacy Rights
8.1 Under GDPR (UK/EEA)
If you are located in the UK or EEA, you have the following rights:
- Right of Access: Request copies of your personal information
- Right to Rectification: Request correction of inaccurate information
- Right to Erasure: Request deletion of your information ("right to be forgotten")
- Right to Restriction: Request limitation of processing
- Right to Data Portability: Receive your data in a structured, machine-readable format
- Right to Object: Object to processing based on legitimate interests
- Right to Withdraw Consent: Withdraw consent at any time (where processing is based on consent)
8.2 Exercising Your Rights
To exercise any of these rights, please contact us at privacy@doorcompliance.co.uk. We will respond to your request within 30 days.
9. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to enhance your experience on our Service. For detailed information about the cookies we use and your choices, please see our Cookie Policy.
10. Third-Party Links
Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies before providing any information.
11. Children's Privacy
Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us immediately.
12. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable law.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.
14. Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:
15. Supervisory Authority
If you are located in the UK or EEA and believe we have not adequately addressed your concerns, you have the right to lodge a complaint with your local data protection supervisory authority.
For the UK: Information Commissioner's Office (ICO) - ico.org.uk