Privacy Policy

The data controller for the Service is FireLogix Pro.

Contact: hello@firelogixpro.co.uk

If you are an end user of a customer workspace (e.g. an engineer employed by a contractor), your employer or contracting organisation is typically the controller of your work-related data in the Service; FireLogix Pro processes it on their behalf.

We may collect the following categories of personal data:

• Account data — name, email, role, login identifiers, workspace membership.
• Business contact data — company name, address, phone, VAT details, onboarding requests.
• Usage and technical data — IP address, browser type, device information, audit logs, session cookies required for authentication.
• Billing data — subscription status, Stripe customer and payment references (card details are held by Stripe, not on our servers).
• Customer data — information you or your users enter about clients, sites, jobs, assets, inspections, signatures, photos, and documents.
• Communications — support requests, feature feedback, and email correspondence.

We use personal data to:

• Provide, secure, and maintain the Service.
• Authenticate users and enforce workspace isolation between tenants.
• Process subscriptions, trials, cancellation fees, and settlement charges.
• Send service emails (invites, job notifications, billing notices) where configured.
• Improve the Service, diagnose errors, and prevent abuse.
• Comply with legal obligations and respond to lawful requests.

Where we act as controller, we rely on: (a) contract — to provide the Service you or your organisation requested; (b) legitimate interests — security, product improvement, and B2B marketing to business contacts where balanced against your rights; (c) consent — where required (e.g. non-essential cookies if enabled); (d) legal obligation — where applicable.

Where we process Customer data on your behalf, you are responsible for establishing an appropriate lawful basis and providing privacy information to your staff and clients.

We do not sell personal data. We share data with trusted providers who process it on our instructions, including:

• Hosting and database infrastructure (e.g. cloud providers in the UK/EEA or with appropriate safeguards).
• Stripe — payment processing and subscription billing.
• Email delivery providers — transactional email.
• Companies House API — optional company lookup during client onboarding (UK company numbers you search).
• Accounting integrations you enable (e.g. Xero, FreeAgent) — data you choose to sync.

We aim to store and process data in the United Kingdom or European Economic Area. If data is transferred elsewhere, we use appropriate safeguards (such as Standard Contractual Clauses) where required by UK data protection law.

We retain account and billing records for as long as your organisation has a relationship with us, and for a reasonable period thereafter for legal, tax, and dispute resolution purposes.

Customer data may be retained after subscription ends unless you request deletion and we are not required to retain it by law or contract. Backup copies may persist for a limited period before automatic purge.

You may export business records (PDFs, reports) during an active subscription subject to your plan features.

We use row-level tenant isolation, encrypted connections (HTTPS), access controls, and industry-standard hosting practices. You must use strong passwords and limit admin access within your organisation.

No method of transmission or storage is 100% secure. Please report suspected security issues to hello@firelogixpro.co.uk promptly.

Under UK GDPR, individuals may have rights to access, rectify, erase, restrict processing, object, and data portability, and to lodge a complaint with the ICO (ico.org.uk).

Workspace users should contact their employer/administrator first for Customer data held in the Service. For requests directed to FireLogix Pro as controller (e.g. marketing or your own account), email hello@firelogixpro.co.uk. We may need to verify identity before responding.

We use essential cookies and similar technologies for authentication, session security, and load balancing. These are necessary for the Service to function.

We do not use third-party advertising cookies on the authenticated application. Our public marketing site may use minimal analytics in future; if so, we will update this policy.

The Service is intended for business use and is not directed at children under 18.

We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we do. Material changes will be communicated where appropriate.

FireLogix Pro — hello@firelogixpro.co.uk

For data processing agreements with enterprise customers, contact us to discuss a DPA.