Effective date: 1st January 2026     Last reviewed: 1st April 2026

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This Privacy Policy explains how Rely on Fire Check Ltd (a company registered in England and Wales), trading as FIRE-DOCS, collects, uses, stores, and protects your personal data when you visit fire-docs.com, use the FIRE-DOCS Professional portal at app.fire-docs.com, or otherwise interact with our products and services.

We are committed to handling your personal data responsibly and in full compliance with the UK General Data Protection Regulation (UK GDPR)and the Data Protection Act 2018.

Please read this policy carefully. By using our website or services, you acknowledge that you have read and understood how we handle your personal data. We may update this policy from time to time - the effective date at the top of this page will reflect any changes.

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1. Who We Are

Data Controller:

Rely on Fire Check Ltd

Trading as: FIRE-DOCS

Registered Office: Unit 10, Halegrove Court, Cygnet Drive,Stockton-on-Tees, TS18 3DB

Email: info@fire-docs.com

For all data protection queries, please contact us at info@fire-docs.com.

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2. What Personal Data We Collect

2.1 Website visitors

When you visit fire-docs.com, we may collect:

•      IP address and browser/device information (via cookies and analytics — see Section 7)

•      Contact form submissions (name, email address, enquiry details)

•      Any information you voluntarily submit when requesting a call back or further information

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2.2 FIRE-DOCS Professional subscribers

When you subscribe to FIRE-DOCS Professional we collect:

•      Full name and job title

•      Company name and address

•      Email address and telephone number

•      Login credentials (email address and password)

•      Billing information and payment history (no full card details are stored - payments are processed by our third-party payment provider)

•      Subscription status, access logs, and portal usage data

•      Any communications you send to us relating to your account or subscription

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2.3 Testimonials

Where you agree to provide a testimonial for use in ourmarketing materials, we collect:

•      Your name

•      Your job title and company name

Testimonial data is collected and used only with your explicit prior consent. See Section 5.4 for more detail.

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2.4 Telephone calls

Calls to our team may be recorded for the purposes of staff training and monitoring customer service standards.

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3. How we Use Your Personal Data

3.1 Delivering our services

•      To set up, manage, and maintain your FIRE-DOCS Professional subscription and portal access

•      To process payments and issue invoices

•      To provide you with template documents, logbooks, labels, CPD webinars, and other subscribed products

•      To send you service-related communications, including subscription reminders, renewal notices, and account updates

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3.2 To respond to enquiries

•      To respond to contact form submissions, email, or telephone enquiries

•      To send you information you have requested about our products and services

3.3 To improve our services

•      To analyse usage of our website and portal (in aggregate, anonymised form) so we can improve our products and user experience

•      To request feedback on your experience, where you have consented to receive such communications

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3.4 For marketing (with your consent)

•      To send you promotional emails, product updates, discounts, or newsletter communications — but only where you have opted in, or where we have a legitimate interest in contacting you as an existing customer about related products

•      You may unsubscribe from marketing communications atany time by clicking the unsubscribe link in any email or by contacting us at info@fire-docs.com

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4. Our Lawful Basis For Processing

Under UK GDPR, we rely on the following lawful bases:

•      Contract - processing necessary to fulfil your subscription or purchase (e.g. setting up your account, processing payment, providing access)

•      Legitimate interests - where we have a genuine business interest that does not override your rights (e.g. improving our services, contacting existing customers about related products)

•      Consent - for marketing communications, testimonial use, and any non-essential cookies (you may withdraw consent at any time)

•      Legal obligation - where we are required to retain records for tax, accounting, or regulatory compliance purposes

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5. Specific Processing Activities

5.1 Subscriber portal accounts

Your login credentials for app.fire-docs.com are held securely. Passwords are stored in encrypted form and are never visible to ourstaff. You are responsible for keeping your login credentials confidential. You can update your password at any time within the portal.

If you cancel or do not renew your subscription, your account data (name, contact details, and login credentials) will be retained for up to 90 days to allow for reactivation. After which it will be deleted or anonymised. Billing and transaction records are retained for 6 years from the date of the transaction in accordance with UK financial and tax regulations.

5.2 Email marketing

If you subscribe to our mailing list or opt in to receive marketing communications, your email address and name will be held in our email marketing platform. You may unsubscribe at any time.

5.3 Telephone recordings

Call recordings are retained for a maximum of 12 months and are accessible only to authorised members of our team for training and quality assurance purposes.

5.4 Testimonials

Where we display testimonials on our website, brochures, or other marketing materials (including social media), we will always:

•      Obtain your explicit written consent before using your name, job title, and company name

•      Tell you clearly where and how the testimonial will be used

•      Honour any request to remove or amend your testimonial at any time

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If you have provided a testimonial and wish to withdraw your consent for its continued use, please contact us at info@fire-docs.com. We will remove it from active marketing materials as promptly as reasonably practicable.

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6. Sharing Your Personal Data

We do not sell, rent, or trade your personal data. We may share it only in the following limited circumstances:

•      Service providers - trusted third parties who help usdeliver our services, including payment processors, email marketing platforms, and IT/hosting providers. These parties are contractually bound to process your data only on our instructions and in accordance with UK GDPR.

•      Legal compliance - where we are required to disclose information by law, regulation, or order of a court or competent authority.

•      Business transfers - in the event of a merger, acquisition, or sale of part or all of our business, your data may betransferred to the relevant party, subject to equivalent data protection commitments.

We will always inform you of any material changes to how your data is shared.

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7. Cookies and Analytics

Our website uses cookies, small text files stored on your device, to help us understand how the site is used and to improve yourexperience.

We use the following types of cookies:

•      Essential cookies - necessary for the website andportal to function correctly. These cannot be disabled.

•      Analytics cookies - we use Google Analytics to collect anonymised data about website usage (pages visited, time on site, etc.). This data cannot be traced back to individual visitors.

•      Marketing/preference cookies - used to personalise content and, where applicable, support marketing activity. These are only set with your consent.

When you first visit our website, you will be presented with acookie notice allowing you to accept or manage your cookie preferences. You can update your preferences at any time. You can also manage cookies through your browser settings. For guidance, visit www.aboutcookies.org.

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8. Data Retention

We retain personal data only for as long as is necessary for the purposes set out in this policy, or as required by law. Our general retention periods are:

•      Subscriber account data: up to 90 days following cancellation or expiry, then deleted or anonymised

•      Billing and transaction records: 6 years from date oftransaction

•      Marketing contact data: until you unsubscribe or withdraw consent, after which it will be deleted promptly

•      Enquiry and correspondence records: up to 3 years from last contact

•      Call recordings: up to 12 months

•      Testimonial data: for as long as consent remains inplace

Where we are under a legal obligation to retain data for longer, we will do so, but will not use it for any other purpose.

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9. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

•      Right of access - you can request a copy of the personal data we hold about you

•      Right to rectification - you can ask us to correct any inaccurate or incomplete data

•      Right to erasure - in certain circumstances, you can ask us to delete your personal data

•      Right to restrict processing - you can ask us to pause how we use your data in certain circumstances

•      Right to data portability - you can request your datain a structured, machine-readable format where applicable

•      Right to object - you can object to processing based on legitimate interests, including for direct marketing

•      Right to withdraw consent - where processing is basedon consent, you may withdraw it at any time without affecting the lawfulness of prior processing

To exercise any of these rights, please contact us at info@fire-docs.com. We will respond within one calendar month. We will not charge a fee for reasonable requests.

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office(ICO) at ico.org.uk or by calling 0303 123 1113.

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10. Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, disclosure, or destruction. These include:

•      Encrypted storage of passwords and sensitive account data

•      Secure HTTPS connections across our website and portal

•      Access controls restricting data to authorised personnel only

•      Regular review of our systems and practices

While we take reasonable steps to protect your data, no online system is entirely without risk. We encourage you to keep your portal login credentials secure and to notify us immediately if you suspect any unauthorised access to your account.

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11. International Data Transfers

Where we use third-party service providers (such as email marketing platforms or cloud hosting services) that process data outside the UK or European Economic Area, we ensure that appropriate safeguards are in place, for example, standard contractual clauses approved by the ICO, to ensure your data receives equivalent protection.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. The effective date atthe top of this document will be updated accordingly. Where changes are material, we will notify active subscribers by email.

 We encourage you to review this page periodically.

13. Contact Us

All privacy-related queries, requests, or complaints should bedirected to:

FIRE-DOCS — Data Enquiries

Rely on Fire Check Ltd

Unit 10, Halegrove Court, Cygnet Drive, Stockton-on-Tees, TS183DB

Email: info@fire-docs.com

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