Privacy notice

UK Fire Door Compliance Services Limited (FDCS), registered in England and Wales, company number 17544262, provides this app. Companies that inspect, repair and look after fire doors use it to keep records for their clients. You can contact us at info@ukfdcs.com.

• Clients (managing agents, landlords, building managers, owners): names, contact details, addresses, requests and quotes.
• Residents: name, phone and email if given, notes for arranging access, when you were given fire door information and confirmed reading it, and problems you report (with photos).
• Inspectors, engineers and office staff: name, photo, qualifications, training records, employment details, insurance for subcontractors, and a copy of a passport or driving licence for an identity check.
• Inspection records: who inspected, when, and photos of the door. Photos are of the door, but may show belongings nearby. Photos taken on site for inspections, repairs and new doors are stamped with the time and, if the phone allows it, where they were taken (the phone's location at that moment, to show the work was done at the door). The app only asks for the location while those screens are open, and it isn't tracked at any other time.
• Problems reported from a door's label: if you report a problem after scanning a fire door's label, your name, email, how you know the building, what you reported and your internet address (to stop misuse).
• Door passports: a door with a QR label has one passport on the platform, shared by every company that works on it, so its records follow the door when the owner, managing agent or inspection company changes. It holds the door's details (where it is in the building, type, fire rating, maker and certification, hardware fitted with its certificates), a short history of each check (date, company, kind, result, report and certificate numbers), and a log of each time its label was scanned or the door was added to a company's records (when, which company, and the name of the person). It holds no residents' details, notes, defects, photos, quotes or prices.
• Logins: email, your password stored scrambled (never as typed), and a record of logins with internet address and browser. If you log in with your fingerprint or face, that never leaves your device.

• The fire door company and its team, depending on each person's role.
• Clients see their own buildings and doors; residents see their own door, as the company allows.
• After a sale or a change of managing agent, the previous client can see records up to the change, for up to 12 months.
• Anyone holding a report or certificate can check it's genuine with its QR code; the check shows only what is printed on it.
• In-house estate teams, freelancers and landlords who do their own fire door checks: FDCS sees the name of each person with a fire door inspection qualification, the qualification's details and the copy of its certificate, so it can check the qualification is genuine before they can complete checks. FDCS keeps a record of each decision. It sees nothing else about their team.
• Emails: the company can email reports, quotes and login invites from the app, to the people it chooses, and the app emails the company's office when a client or resident sends a request. Each email is recorded (who to, when and by whom). The company may also send reminders: to its clients (checks due, urgent defects not yet seen, quotes waiting; their main contacts, and other users who choose them), to residents the day before a visit, and a weekly summary to its own office. Clients' users can switch reminders on or off under Your login.
• A company that also runs its own repairs app can link it: fire door jobs and requests (client, address, tenant name and contact, what's needed) and their visits are then shared between the two, only for that company.
• Authorities: the company may give a read-only login to local authority building control, the fire and rescue service or the police, where the law allows it (for example fire safety enforcement, building control, or a police request to prevent or detect crime). The company chooses the buildings and what can be seen, records the legal reason, and sets an end date of no more than 12 months. Residents' names and contact details are only shown with a specific legal reason. Everything an authority opens is recorded, and the company can see that record.
• A problem reported from a door's label (with the reporter's name and email) goes to the door's owner and the building's management, and to the company that looks after the door if they pass it on. The reporter is emailed what is decided, and when the work is done or the report is closed.
• Share links: a client (or the company's office) can send a link to an insurer, buyer, surveyor or lender so they can see one building's fire door records for up to 90 days with no login: each door's compliance, checks, certificates, floor plans and the fire door logbook. Never residents' details, photos or prices. The name of who it's for is printed on the logbook; each time the link is opened is recorded (with the visitor's internet address), and the link can be ended at any time.
• Door passports: anyone who scans a door's QR label sees only whether the door is compliant and which company looks after it (with its phone and email). A company that adds the door to its records sees the passport's details, hardware and history, and its own people see only what their role allows. The door's owner and building management can also see which companies have worked on it and when its label was scanned.
• We never sell information or use it for marketing.

In the UK. The app and its information are hosted by Vercel and Supabase in their London data centres. If the company uses postcode lookup, only the postcode typed is sent to Ideal Postcodes (UK). Emails are sent through Resend, from its data centre in Ireland (EU), which receives only what is in each email. If a company uses the invoicing add-on, the client's name, email, address and what the invoice or quote is for (and its amounts) are sent to that company's own accounts package (Xero), which the company controls; the app keeps the connection's keys encrypted and can be disconnected at any time. If a company uses the WhatsApp add-on and you choose WhatsApp messages (or tell the company you agree), your mobile number and the message (for example a visit time, a reminder or an invoice link) are sent through Meta's WhatsApp Business Platform from that company's WhatsApp Business number. You can switch it off at any time on your login page, or by asking the company. Photos and changes made with no signal are kept on that phone until they upload. Staff phones also keep copies of the work pages they have opened (and buildings saved for no signal), so they open without signal; these are deleted from the phone when its user logs out.

Fire safety records are kept for as long as the company that holds them needs them to meet fire safety law (for higher-risk buildings this can be the life of the building). A door passport and its history are kept for as long as the door is in use, even if a company stops using the app, so the door stays auditable. Copies of ID documents are deleted 12 months after the person leaves the company; the record that their identity was checked is kept.

Connections are encrypted; each company's information is kept separate; admins and authority logins use two-step login; and the app logs out after 15 minutes without use.

Only what's needed for the app to work: a cookie that keeps you logged in, one that remembers a device you chose to trust for two-step login (30 days), and a note in your browser of when you last used the app, for the automatic logout. No advertising or tracking cookies.