Privacy Policy

1. Introduction

FireVault Ltd ("FireVault", "we", "us") is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

FireVault Ltd is the Data Controller for personal data provided by Users registering for and using the Platform. For Compliance Data entered by Customers, the Customer is the Data Controller and FireVault acts as Data Processor. See our Data Processing Agreement for details.

3. Data We Collect

• Account data: name, email address, organisation name, role
• Usage data: login times, actions taken, IP address, device information
• Compliance data: inspection records, documents, photographs, and assessments entered by Users
• Communication data: messages sent through the Platform, support requests

4. How We Use Your Data

We use personal data to:

• Provide and maintain the Service
• Authenticate Users and manage access
• Process subscription payments
• Send service notifications and updates
• Provide customer support
• Comply with legal obligations

5. Legal Basis

We process personal data under the following legal bases:

• Contract: to provide the Service under your subscription agreement
• Legal obligation: to comply with applicable laws and regulations
• Legitimate interest: to operate and improve the Platform
• Consent: for optional communications and marketing

6. Data Retention

• Account data is retained for the duration of the subscription
• Compliance Data is retained for the duration of the subscription and deleted 30 days after account closure
• Audit trail records are retained for a minimum of 6 years for governance and legal purposes
• Data subject to legal hold or retention requirements is retained as required by law

7. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Rectify inaccurate data
• Erase your data (subject to legal retention requirements)
• Restrict or object to processing
• Data portability
• Withdraw consent at any time
• Lodge a complaint with the Information Commissioner's Office (ICO)

8. Data Sharing

We do not sell personal data. We may share data with:

• Third-party service providers (hosting, payment processing, email delivery) under appropriate agreements
• Insurance partners when a User requests an insurance referral (with consent)
• Regulatory or law enforcement authorities when legally required

9. International Transfers

Personal data is stored within the United Kingdom and European Economic Area. Where any transfer occurs outside these areas, appropriate safeguards (such as Standard Contractual Clauses) are in place.

10. Data Security

We implement appropriate technical and organisational measures to protect personal data. See our Security Statement for details.

11. Contact

For privacy enquiries or to exercise your rights, contact us at info@fire-vault.co.uk.