Privacy policy

Last updated: 29 September 2026

1. Who we are

Resident Fire Safety is run by [Your full name], a sole trader based in England ("we", "us", "our"). We are the controller of the personal information described in this policy.

Email: [Contact email]

Address: [Business address]

Information Commissioner's Office registration number: [ICO registration number]

2. The short version

(a) We collect what we need to run your account and the Service, take payment and support you.
(b) We don't sell your information, and we don't use it for advertising.
(c) Information you enter about residents and other people is handled for you, and you control it (see section 6).
(d) You have rights over your information, and you can complain to us or to the Information Commissioner's Office.

3. What this policy covers

This policy covers our website and web app. It explains how we use personal information about our customers and visitors. It doesn't cover information you enter about other people for your own purposes. Section 6 explains how that works.

4. Information we collect

(a) Account information: your email address, your name and organisation name if you give them, and your password. We store passwords in a scrambled (hashed) form, so we can't see them.
(b) Building details: information you enter about your buildings. This can include the names, roles, phone numbers and email addresses of the responsible person and the contact for fire door faults. These are often your own details.
(c) Payment information: if you subscribe, our payment provider Stripe collects your card details. We receive limited information, such as your name, billing address, the last four digits of your card and your payment history.
(d) Messages: what you send us when you ask for support or give feedback.
(e) Technical and usage information: your IP address, browser and device type, log-in times, pages visited and error logs, collected automatically when you use the Service.
(f) Marketing preferences: whether you want to hear from us about news and offers.

5. How we use your information, and our lawful bases

(a) To create and run your account and provide the Service. Lawful basis: contract.
(b) To take payment and manage your subscription. Lawful basis: contract.
(c) To send service emails, such as account confirmation, password resets, reminders and important changes to the Service or our terms. Lawful basis: contract, and our legitimate interest in keeping you informed about the Service you use.
(d) To answer your questions and support you. Lawful basis: contract and legitimate interests.
(e) To keep the Service secure, prevent fraud and misuse, and fix problems. Lawful basis: our legitimate interest in running a secure and reliable service.
(f) To understand how the Service is used and improve it. Lawful basis: our legitimate interest in developing the Service. Where we can, we use information that doesn't identify you.
(g) To send you news and offers about our own products. Lawful basis: your consent, or for existing customers our legitimate interests where the law allows. You can unsubscribe at any time using the link in any marketing email.
(h) To keep accounting and tax records and meet our other legal duties. Lawful basis: legal obligation.
(i) To establish, exercise or defend legal claims. Lawful basis: legitimate interests.

We don't make decisions about you using only automated processing that have legal or similarly significant effects on you.

6. Information about residents and other people you enter

When you enter information about other people, such as residents' names and notes in the issue record or contact details for your building, you decide what is collected and why. For that information, you are the controller and we are your processor. We only use it to provide the Service to you, under the data processing terms in our Terms of Service.

Please don't enter information about anyone's health, disability or mobility.

If you are a resident and have a question about your information, please contact the responsible person for your building. If you contact us instead, we'll pass your request to them.

7. Who we share information with

We only share personal information with:

(a) service providers who help us run the Service: Lovable (app hosting, database and account emails, built on Supabase) and Stripe (payments). They may only use it to provide their services to us, except that Stripe also uses some payment information for its own purposes, such as preventing fraud, under its own privacy policy;
(b) professional advisers, such as our accountant, lawyers and insurers, when needed;
(c) the police, regulators, courts or others when the law requires it, or to protect our rights or someone's safety; and
(d) a buyer of our business, or anyone we transfer it to, who must use your information in line with this policy.

We don't sell your personal information.

8. International transfers

Our service providers may store or process information outside the UK, including in the European Economic Area and the United States. When information leaves the UK, we make sure it is protected by UK adequacy regulations, the Information Commissioner's International Data Transfer Agreement or Addendum, or another safeguard allowed under UK data protection law. Contact us for more details.

9. How long we keep information

(a) Account and building information: while your account is open. If you close your account, we delete it within 90 days.
(b) Unused free accounts: if you haven't logged in for 2 years, we'll email you, and delete the account if you don't reply within 30 days.
(c) Billing and payment records: as long as tax and accounting rules require, usually 6 years.
(d) Support messages: up to 2 years after your question is resolved.
(e) Technical logs: normally no more than 12 months.
(f) Backups: deleted in the normal backup cycle.

10. How we keep information safe

We use encrypted connections (https), store passwords in hashed form, limit who can access information, and use established service providers with strong security. No system is completely secure, but if a breach happens that affects you, we'll tell you and the Information Commissioner's Office where the law requires.

11. Your rights

Under UK data protection law you have the right to:

(a) get a copy of your personal information;
(b) have inaccurate information corrected;
(c) have your information deleted;
(d) restrict how we use your information;
(e) object to how we use your information, including an absolute right to object to direct marketing;
(f) receive your information in a format you can take to another provider; and
(g) withdraw your consent at any time, where we rely on consent.

You can see, change and delete much of your information yourself in the Service. To make any request, email [Contact email]. We may need to confirm your identity. We'll reply within one month. For complex requests, we can extend this by up to two further months, and we'll tell you if we do. Requests are usually free.

12. Complaints

If you're unhappy with how we've handled your information, please complain to us first at [Contact email]. We'll acknowledge your complaint within 30 days, look into it without undue delay, keep you updated, and tell you the outcome.

You can also complain to the Information Commissioner's Office (ICO): www.ico.org.uk/make-a-complaint, helpline 0303 123 1113.

13. Cookies and similar technology

We use strictly necessary cookies and similar browser storage to keep you logged in and keep the Service secure. These don't need your consent. Our hosting provider may also record basic visit statistics, such as pages viewed, device type and country, to help us understand how the site is used. We don't use advertising or tracking cookies. If we start using cookies that aren't strictly necessary, we'll ask for your consent first where the law requires it.

14. Children

The Service is for business use by adults. We don't knowingly collect information from anyone under 18.

15. Changes to this policy

We may update this policy. We'll change the "Last updated" date at the top, and email you about any significant changes.

16. Contact us

Email: [Contact email]

Address: [Business address]