Privacy • UK GDPR / EU GDPR
Privacy & Cookies
How Fire Door App handles your data. This Privacy Notice explains how we ("Fire Door App", "us") process personal data — including workspace accounts, inspection data, Stripe billing, and support.
In most cases we provide the platform and act as a data processor for your workspace. Your organisation controls the data it enters into Fire Door App. This page is a high-level overview — not legal advice. Your own organisation remains responsible for its compliance obligations.
1. Who this notice covers
Fire Door App is a multi-tenant platform used by fire door contractors, FM teams, and housing providers. Each workspace holds its own data. This notice covers everyone who interacts with the platform — workspace owners, team members, and end users.
Workspace owners
Usually the data controller for inspections, doors, and client records in their workspace
Platform provider
We act as processor for most in-app data; controller for our own account, billing, and service logs
End users
Team members using the app, portal users, and client contacts named on inspections, quotes, and invoices
Resident contacts
If you have questions about inspections at your building, contact the organisation that commissioned the work first
Workspace isolation
Separate tenants per customer
- Isolated tenants per customer
- Separate client data per workspace
- Role-based user access
- Audit and activity logs
- Data not mixed between customers
Privacy overview
Three areas at a glance
- Control: workspace-level control + tenant isolation
- Records: inspections, doors, documents, portal activity
- Billing: Stripe billing + audit/security logs
2. Data we process and why we use it
The platform stores different kinds of personal data depending on how your organisation uses it. We use that data for a small number of clear purposes, each with a defined legal basis.
Why we use this data — legal bases
We rely on a small number of straightforward legal bases under UK GDPR / EU GDPR.
Contract
Providing the Fire Door App service
- Creating and administering workspaces, user accounts, and subscriptions
- Storing and presenting inspections, doors, remedials, RAMs, quotes, and invoices
- Sending essential service emails: invites, password resets, and important notices
Legitimate interests
Security, reliability, and improvement
- Maintaining security: logging login events, door tag scans, and error reports
- Generating anonymised analytics to understand feature usage and improve workflows
- Responding to support requests and operating admin health dashboards
Legal obligations
Billing, tax, and compliance
- Maintaining billing and invoice records for tax and accounting purposes
- Recording plan choices, Stripe subscription status, and payment outcomes
Consent
Optional updates and marketing
- Optional product updates sent only with appropriate consent or soft opt-in
- You can opt out at any time
- Workspace owners remain responsible for their own use of exported contact details
3. Cookies, storage, and data location
Fire Door App uses a small number of technical cookies and storage mechanisms to keep you signed in, remember your workspace, and support offline-friendly workflows on site.
Technical cookies — strictly necessary
| Cookie / key | Purpose |
|---|---|
FIRE_DOOR_SUITEPHP session cookie |
Keeps you signed in across requests for your current session. Required for the service to function. |
firedoor_tenant |
Remembers which workspace you are currently working in so the correct data is loaded on each request. |
firedoor_tenant_scope |
Stores the scope of your current workspace session to apply correct role-based access controls. |
firedoor_tenant_sig |
A signed token that protects tenant selection and prevents cross-tenant access. Required for security. |
firedoor_cache_version |
Versions your device's offline caches for the current workspace login. Used when you choose "Clear offline cache" in Settings to invalidate stale cached data on your device. |
These cookies are used only to provide the service. They are not used for third-party advertising or cross-site tracking.
Analytics — optional
If you opt in, we use Google Analytics 4 to understand site usage — for example, which pages are visited and how long people spend on the marketing site. This helps us improve the site and onboarding experience.
- Analytics cookies are optional and are not loaded until you choose "Accept analytics".
- You can change your preference at any time via Cookie settings in the footer.
- We do not use analytics for third-party advertising or cross-site tracking.
Anonymous page statistics — no cookies
We also keep anonymous page statistics for the marketing site and public demo — which pages are visited, approximate time on page, scroll depth and aggregate funnel drop-off. This runs server-side and does not set any cookies or store anything on your device.
- No IP address, browser fingerprint, or persistent identifier is stored.
- No personal data is collected — visits cannot be tied back to an individual.
- Retained for 90 days, then deleted.
Local storage & offline queues
Where enabled, Fire Door App can queue inspection data offline on your device so it can be synced when connectivity returns.
- Offline queues are stored in browser storage (such as IndexedDB or localStorage) and are tied to your device and browser profile.
- Offline queues and cached pages are scoped to your workspace and user account within this browser profile.
- Queued data is submitted back to the workspace as part of your normal use of the app, or can be removed using "Clear offline cache" in Settings — this clears cached pages and any offline drafts for your current workspace login on this device.
Even with scoping, anyone with access to your device and browser profile may be able to view cached copies. Protect devices accordingly — OS login protection and disk encryption where appropriate.
Hosting & data location
Fire Door App is designed for UK/EU teams and typically stores data in UK/EU regions.
- Core application and database hosting is provided by reputable infrastructure providers in UK or EU regions.
- File storage (photos and floorplans) may use cloud object storage in a UK or EU region.
- Stripe acts as a separate processor for payments and subscription billing.
- Where we rely on service providers outside the UK or EU, we use appropriate safeguards such as standard contractual clauses or equivalent measures.
Subprocessors
Key service providers we rely on to operate Fire Door App. This list is intentionally high-level — procurement can request the current named subprocessor list and locations via the Contact page.
| Category | What they do | Region |
|---|---|---|
| Hosting | Infrastructure providers that host the core application and tenant-isolated databases. | UK/EU |
| File storage | Object storage for uploads such as inspection photos and floorplans. | UK/EU |
| Email delivery | Transactional email services for signup verification, invites, and workspace notifications. | Varies |
| Payments | Stripe for subscription billing and payment processing. Stripe is a separate data processor subject to its own privacy policy. Card details are handled entirely by Stripe — Fire Door App does not store full card numbers or CVV codes. | Stripe (own DPA) |
Need the named subprocessor list for procurement? Request it via the Contact page. We provide current names and locations on request.
Your rights and how to contact us
If you are in the UK or EU, you generally have the following rights over personal data. Contact your workspace owner or admin in the first instance for data held in a workspace.
Access & correction
Ask to see and update personal data held about you. Usually by contacting your workspace owner or admin for data inside the app.
Deletion & retention
Ask for deletion where we no longer need data. Note: some records must be retained for legal, tax, or audit reasons.
Objection & restriction
Object to certain uses of your data (for example direct marketing) or ask us to limit processing in specific situations.
Portability
Receive a copy of your personal data in a portable format where processing is based on consent or contract and is carried out automatically.
Complaints
Raise concerns with your local data protection authority if you believe your rights have been infringed. In the UK: the Information Commissioner's Office (ICO).
Contact us
For questions about how the platform itself handles data: via the in-app Support area, or at privacy@firedoorapp.co.uk.
Need to discuss data handling in more detail? We can walk through where data lives in Fire Door App, how Stripe is used for billing, and how to export records for your own retention policies. Best next step: run a test building through your trial and review the resulting records with your compliance lead.