Privacy Policy

1. Who we are

The data controller is FD Check Ltd (company number 14646975), registered at 63-65 Heworth Road, York, North Yorkshire, United Kingdom, YO31 0AA.

For any privacy or data-protection request, contact us at Privacy@fdcheck.com.

2. The data we collect

Depending on how you use FD Check, we may process the following categories of personal data:

• Account data — your name, email address, password (stored only as a secure hash), role and the company you belong to.
• Company data — your organisation's name, address, postcode and billing details.
• Inspection data — records you create about buildings and fire doors, including photographs you capture, notes, measurements and electronic signatures (with the signer's name and a timestamp).
• Usage data — technical information such as log entries, access attempts and device/browser type, used to keep the service secure and working.
• Billing data — subscription and payment records. Card details are handled by our payment processor (Stripe) and are never stored on our servers.

We do not intentionally collect special-category data. Please do not enter health, biometric or other sensitive personal data into free-text or photo fields.

3. How and why we use your data (lawful bases)

We rely on the following lawful bases under Article 6 UK GDPR:

• Contract — to create and manage your account, deliver the inspection, reporting and billing features you ask for, and provide support.
• Legitimate interests — to secure the platform, prevent abuse, improve the service and keep records of fire-door assessments for our customers' building-safety purposes.
• Legal obligation — to comply with our tax, accounting and other legal duties.
• Consent — where we ask for it, for example optional communications; you may withdraw consent at any time.

4. Photographs and AI-assisted features

Photographs you take of doors and buildings are stored to evidence the assessment. Where you use the optional document-import feature, the uploaded report is processed by a third-party AI service (Google Gemini) solely to extract the data you review; nothing is added to your records until you review and confirm it, and the content is not used to train third-party models.

5. Sharing your data

We share personal data only where necessary, with:

• Service providers (processors) who host and run the platform, process payments (Stripe) and send transactional email, all under written data-processing terms.
• Other users within your own organisation's account, according to their role and permissions.
• Authorities or advisers where we are legally required to do so, or to establish, exercise or defend legal claims.

We never sell your personal data.

6. International transfers

Where a provider processes data outside the UK, we rely on appropriate safeguards such as UK adequacy regulations or the International Data Transfer Agreement / Addendum to the EU Standard Contractual Clauses.

7. How long we keep it

We keep personal data only as long as needed for the purposes above. Inspection and safety records are retained for the life of your account and for a reasonable period afterwards to support your building-safety obligations, unless you ask us to delete them and we are not required to keep them. Account and billing records are kept for as long as the law requires.

8. Security

We use appropriate technical and organisational measures — including encryption in transit, hashed passwords, strict tenant isolation and access controls — to protect your data. No system is completely secure, so we cannot guarantee absolute security.

9. Your rights

Under the UK GDPR you have the right to:

• Be informed about how we use your data (this policy).
• Access a copy of your personal data.
• Have inaccurate data corrected.
• Have your data erased in certain circumstances.
• Restrict or object to certain processing.
• Data portability — receive your data in a structured, machine-readable format.
• Withdraw consent where processing is based on consent.

To exercise any right, email Privacy@fdcheck.com. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk, though we would welcome the chance to address your concerns first.

10. Cookies and local storage

We use only strictly-necessary cookies and local/device storage to keep you signed in and to make the app work offline in the field. We do not use advertising or third-party tracking cookies.

11. Children

FD Check is a business tool and is not intended for, or directed at, children.

12. Changes to this policy

We may update this policy from time to time. When we make a material change we will bump the version and ask you to review and accept the updated policy the next time you sign in. This version is 1.0, effective 1 June 2026.