Plain answers to the fair questions: what the portal collects, why, who touches it, and how long it stays. RobinsFire (trading as Cambs Fire Safe) runs the portal. No advertising trackers run inside it - none.
| What | Why |
|---|---|
| Account details and roles | Signing you in, controlling who can see and do what |
| The fire safety records you keep (tests, incidents, documents, photos of the premises) | That's the product - your evidence of managing fire safety |
| Timing details on records and sign-offs (when, how long a document was open, how far it was read) | Making your records genuinely evidential - a signature without attention is worth little to you |
| Location, when recording a walk-round check (with your device's permission; shown on screen when noted) | Evidencing that the check happened on site |
| Voice notes you choose to dictate | Turned into text for the record, via a transcription provider |
| Your conversations with the AI assistant, and durable facts it learns about your premises (opening hours, building quirks, preferences) | Answering you well, and remembering your building between conversations. Ask the assistant or our team to clear its memory at any time |
| Technical basics (browser type, requests to our server) | Keeping the service running and secure |
For the data we control: performing our contract with you; our legitimate interest in running and improving a fire safety service; legal obligations; and consent where we ask for it (for example your device's location permission). Special category data (the health and mobility information in PEEPs) is processed on your organisation's instructions as controller - the portal exists to help them meet their fire safety obligations to those individuals.
The providers below process data to make the portal work. Some are outside the UK; transfers rely on their UK-recognised safeguards. None of them may use your data for their own purposes.
| Provider | What for |
|---|---|
| Railway | Hosting the application |
| Supabase | Database, file storage and sign-in |
| Anthropic | The AI assistant and AI features - inputs are not used to train models |
| Groq | Voice note transcription |
| Resend | Portal emails (invites, reminders, digests) |
| Apple | Push notifications to our team's devices |
| GoHighLevel | Bookings and customer contact |
| Google Fonts | Typefaces on the public pages (a font request only - no tracking cookies) |
| Data | How long |
|---|---|
| Fire safety records (log book, incidents, training, documents) | While your account is open. They're statutory evidence, so we keep them rather than trim them; on account closure you export them, then we delete within 90 days |
| AI assistant conversations | The most recent part of each thread only - older messages fall away automatically |
| Emailed report and document links | Links expire (typically 7 days); the documents stay in your portal |
| Server logs | Short-term, for security and fault-finding |
The portal stores small preferences on your device (things like restoring an unfinished session or remembering a dismissed banner). No advertising or analytics cookies run inside the portal, so there's no cookie banner - there's nothing to consent to.
Data is encrypted in transit; access is controlled by account and role; customer accounts are walled off from other customers' data and from our internal systems; our own team accesses your data only to provide and support the service. We hold Cyber Essentials certification. If a breach ever affects your data, we'll tell you without undue delay.
For data we control, you have the usual UK GDPR rights: access, correction, deletion, restriction, objection and portability. Much of it you can see and export yourself in the portal. To exercise anything else, contact us or use the Messages tab. If you're unhappy with how we've handled something, you can complain to the Information Commissioner's Office (ico.org.uk) - though we'd rather you told us first so we can fix it.
When this notice changes materially we'll say so in the portal. The version and date at the top are the record.