1.Controller and contact
Pyrguard, operated by Fire Safety Partnership, is the data controller for account data and for the documents you upload. Contact us at d.kirk@firesafetypartnership.co.uk for any privacy question, including a data subject request.
Where you upload a fire risk assessment containing personal data belonging to your own organisation's residents, staff or clients, you are the controller of that data and we act as your processor for the purpose of producing your report.
2.What we collect
- Account data: name, email address, sign-in identifiers and, where used, your Google account identifier.
- Uploaded documents and the text extracted from them, including any personal data your assessment happens to contain.
- Report data: findings, scores, section references and revision history generated from your document.
- Feedback you submit on a report, so we can improve the checking criteria.
- Billing data: plan, subscription status and payment references. Card details are handled by our payment processor and never reach our servers.
- Technical data: log records, error reports and basic usage events needed to run and secure the service.
3.Why we use it and our lawful basis
- To provide the audit you requested and keep your report history — performance of a contract.
- To take payment and manage subscriptions — performance of a contract.
- To secure the service, prevent abuse and diagnose faults — legitimate interests.
- To improve checking criteria using feedback, in de-identified form wherever possible — legitimate interests.
- To send service messages about your account — performance of a contract. Marketing email is only sent with consent and can be withdrawn at any time.
4.Who processes data for us
We use a small number of processors under contract, each limited to what is needed to run the service: our cloud hosting and database provider (application hosting, authentication, encrypted file storage), our AI processing provider (generating your audit from extracted document text), and our payment processor (checkout, subscriptions, invoices).
Your documents are not sold, published, shared with other Pyrguard users, or supplied to insurers, enforcing authorities or your assessor. Text sent for AI processing is used to produce your report, not to train public models.
Some processors operate outside the UK. Where that happens, transfers are covered by adequacy regulations or by standard contractual clauses with appropriate safeguards.
5.How long we keep it
- Uploaded documents and reports: kept while your account is active so you can revisit and compare revisions, and deleted within 30 days of you deleting them or closing your account.
- Account data: kept for the life of the account, then deleted within 30 days of closure.
- Billing records: kept for six years to meet tax and accounting obligations.
- Technical logs: kept for a short operational period, normally no more than 90 days.
6.Your rights
You have the right to access your data, correct it, delete it, restrict or object to processing, and receive a portable copy. Where processing relies on consent you can withdraw consent at any time.
Email d.kirk@firesafetypartnership.co.uk and we will respond within one month. If you are unhappy with our response you can complain to the Information Commissioner's Office at ico.org.uk.
7.Security
Traffic runs over HTTPS/TLS and uploaded files and report data are encrypted at rest. Access is restricted to your authenticated account and enforced by server-side database rules. Full detail is on the Confidentiality page.
You can reduce risk further by redacting resident or staff names before uploading, where those details are not needed for the audit.
8.Cookies
We use cookies and equivalent browser storage that are strictly necessary to keep you signed in and to operate the checkout. We do not use advertising cookies or sell data to advertisers.
9.Changes to this policy
We will update this page when our processing changes and will notify account holders of material changes before they take effect.