1. Who is responsible for your information
R A DIGITAL LTD LIMITED, company number 12047820, operates Fire Safety Services Digital Logbook. Our registered office is 12 Farwig Lane, Bromley, BR1 3RB. Contact enquiries@firesafetyservices.org.uk for privacy questions or rights requests.
We are the controller for information used to run accounts, subscriptions, support, security and our own administration. Where an organisation decides what personal information goes into its logbook, that organisation is normally the controller for those records and we store and handle them on its behalf as a processor. Some purely personal use may be different; contact us if you are unsure.
This notice concerns the logbook app. It is not consent to marketing or a substitute for an organisation’s own staff or premises privacy information.
2. What information the app handles
- Accounts: name, email, verification status, sign-in credentials handled by the authentication service, session details, user identifiers and account-support status.
- Premises and teams: organisation and premises names, address/postcode, property type, responsible-contact details if supplied, invited email addresses, memberships, roles and assignments. An Owner may provide these before you register.
- Logbook content: check results, dates, author/performer names, notes, corrections, actions, schedules, uploaded evidence, filenames and associated record references.
- Billing: Stripe customer/subscription references, plan, payment status, paid-access dates and limited confirmation records. Stripe collects payment-card and billing details on its hosted pages; card numbers and security codes are not stored in the app database.
- Communications: support correspondence, reminder preferences, invitations, email-queue and delivery/bounce status, optional leaving reasons/comments and confirmed cancellation or discount outcomes.
- Technical information: request/security logs, IP and browser information available to hosting/authentication services, access and audit events, storage/processing usage and backup/deletion references.
Required account and premises fields are needed to provide a workspace. Without them, setup may not complete. Optional contacts, feedback and preferences can be left blank. Do not include unnecessary personal information or sensitive health, identity or financial documents in notes or uploads.
3. Why we use it and our lawful bases
- Provide your account and subscription
- Contract, or steps you request before a contract, where you are our customer. For staff or representatives of an organisation, legitimate interests in providing that organisation’s requested service and managing authorised access.
- Protect, operate and recover the app
- Legitimate interests in keeping workspaces secure, preventing misuse and duplicate transactions, maintaining reliable records, testing recovery and resolving faults. Access is restricted according to role.
- Support, optional feedback and service improvement
- Legitimate interests in answering requests and understanding problems with the service. Cancellation feedback is optional and is not proof that a subscription has been cancelled.
- Billing and legal obligations
- Contract and, where applicable, legal obligations to keep accounting records, handle lawful requests and meet regulatory duties. Legitimate interests may also apply to establishing or defending legal claims.
- Customer-controlled logbook records
- We process these under the customer’s documented instructions. The organisation must identify its own lawful basis, provide appropriate privacy information and obtain any necessary authority for the records it uploads.
Operational email supports the account and chosen reminder settings; it is not an email-marketing subscription. We do not sell logbook records, publish private evidence, or use logbook contents to target advertising. Any future optional marketing would require its own lawful arrangements.
4. Who can access or receive information
Authorised members of your organisation can access information according to their role. An Owner can invite or remove people and change permissions. Removing a membership does not remove the person’s authorship from historical records.
Private platform administration can access limited cross-account identity, usage, support and billing-feedback information. Administrative support and removal operations are guarded and audited. Private files are not public links; authorised access is required. Access needed for support, security, legal requests or recovery is limited to that purpose.
We use these service providers for the app:
- Netlify: application hosting, server processing and associated operational logs.
- Neon: database, authentication and private primary evidence storage.
- Cloudflare R2: private encrypted independent backups and minimal recovery/deletion markers.
- Resend: application invitations, operational reminders and delivery-status processing when enabled. Authentication messages may also be sent through the authentication provider.
- Stripe: hosted payments, subscription management, invoices and payment-related checks. It also handles some information under its own controller responsibilities.
- Email/support services, including IONOS: correspondence sent to our support mailbox.
Providers receive information needed for their function, not unrestricted permission to use your workspace for their own advertising. We may also disclose necessary information to professional advisers or competent authorities where justified or legally required. We do not automatically send app records to assessors listed on the separate information website.
5. Locations and international processing
The service is not represented as UK-only processing. The Neon database project is in Frankfurt, Germany; the independent backup bucket uses EU jurisdiction. The app’s Netlify functions currently run in Ohio, United States, and public static pages use a distributed delivery network. Resend states that its customer data is stored in the United States. Stripe processes payment information globally. Authentication, support and provider account administration may involve further international processing; an EU storage choice does not mean that all processing stays in the EU.
Relevant safeguards can include applicable UK adequacy regulations or approved contractual safeguards, such as standard contractual clauses with the UK Addendum. The providers publish their arrangements: Neon processing agreement, Netlify data protection information, Cloudflare processing agreement, Resend processing agreement and Stripe processing agreement.
Contact us for the safeguards relevant to your information. Before public paid launch, the account-specific provider agreements and transfer assessment must be completed; these links are not a claim that an independent legal audit or certification has taken place.
6. Retention, backups and deletion
Logbook history is retained while the workspace remains available so members can read, correct, export and follow up existing faults. Cancelling paid renewal does not start automatic record deletion. The customer must decide the retention needed for its premises records and tell us when authorised removal is appropriate.
Deletion requests are reviewed for identity, authority, shared records, legal holds and financial obligations. Approved permanent removal normally has a seven-day cancellation safeguard. That safeguard does not limit statutory rights or deadlines; tell us if a request is urgent. Auth credentials and sessions are handled separately from retained organisational history.
Independent encrypted backups have a rolling retention period of 31 days, including 30-day deletion protection. Removed content may remain in a protected backup until expiry and is not restored for ordinary use. A separate minimal ledger records deletion request/account-or-organisation identifiers, scope and removal-start time so recovery does not revive deleted data. It contains no names, email addresses or file contents and currently has no automatic expiry; continued retention is reviewed against that recovery purpose.
Account, support, security and transaction records are retained according to whether they are still needed for service operation, dispute resolution, recovery or legal obligations. Company accounting records are generally required for six years from the end of the relevant financial year, and sometimes longer. This does not require keeping every uploaded photograph for six years. We explain applicable holds when responding to closure or erasure requests; financial-linked deletion needs separate review.
Invitation links normally expire after seven days. Short-lived verification-flow cookies expire after 20 minutes. Expiry of a link is not a promise that the related audit or invitation record is immediately erased. There is no blanket automatic purge of every support or audit record after a fixed number of days.
7. Your choices and data-protection rights
You can review personal reminder preferences, ask your Owner about membership and permissions, and use permitted logbook exports. Downloaded files are outside the app’s access controls, so store and share them securely.
Depending on the circumstances, you may request access, correction, erasure, restriction or portability of your personal information. You can object to processing based on legitimate interests. If processing relies on consent, you may withdraw it without affecting earlier lawful processing. Rights are not absolute; we will explain any applicable exception and verify identity proportionately.
Contact our privacy email above. If your request concerns an employer’s or other organisation’s logbook, we may need to refer it to that controller and assist it. Corrections to historical safety entries are normally appended rather than silently replacing the original evidence.
We do not use the app to make solely automated decisions with legal or similarly significant effects about you. Automated permission, payment-state and due-date checks run the service; ask support to review an apparent error.
You can complain to the Information Commissioner’s Office. You do not have to complain to us first, although we welcome the chance to resolve a concern.