Privacy Policy

1. Who We Are

FireLog Assistant is operated by HHnextGen Ltd, a company providing fire safety compliance software to businesses in the United Kingdom. Our platform helps businesses manage fire safety inspections, asset records, corrective actions, and audit-ready evidence.

Contact us at: info@HHnextGen.co.uk

2. What Data We Collect

We collect the following categories of personal data:

• Account information: Name, email address, job role, and business name.
• Inspection records: Data entered during fire safety walkarounds, including checkpoint results, notes, and photographs.
• Device data: GPS coordinates (where enabled), device timezone, and browser/device information.
• Enquiry data: Information submitted via our public enquiry form, including business details and contact preferences.
• Usage data: Log data, session activity, and feature interactions to improve the platform.

3. How We Use Your Data

We use your data to:

• Provide and maintain the FireLog Assistant platform.
• Generate inspection reports and compliance records on your behalf.
• Send service-related notifications (e.g. overdue checks, upcoming inspections).
• Respond to enquiries and provide customer support.
• Improve platform features and user experience.
• Comply with our legal obligations.

4. Legal Basis for Processing

We process your personal data on the following lawful bases under UK GDPR:

• Contract: Processing necessary to provide the platform services you have subscribed to.
• Legitimate interests: Improving the platform, preventing fraud, and ensuring platform security.
• Consent: Where you have provided explicit consent, such as for marketing communications.
• Legal obligation: Where we are required to retain or share data under applicable law.

5. Data Sharing

We do not sell your personal data. We may share data with:

• Service providers: Trusted third parties who assist in operating the platform (e.g. cloud hosting, email delivery), bound by data processing agreements.
• Your organisation: Administrators and managers within your business who have authorised access.
• Legal authorities: Where required by law, regulation, or court order.

6. Data Retention

We retain your data for as long as your account is active or as required by law. Inspection records and audit logs may be retained for up to 7 years to support fire safety compliance obligations. You may request deletion of your account data subject to legal retention requirements.

7. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data.
• Correct inaccurate data.
• Request deletion of your data ("right to be forgotten").
• Restrict or object to processing.
• Data portability.
• Withdraw consent at any time.

To exercise your rights, contact us at info@HHnextGen.co.uk. We will respond within 30 days.

How to request deletion of your FireLog account and data

8. Security

We implement appropriate technical and organisational measures to protect your data, including encryption in transit and at rest, access controls, and regular security reviews. However, no system is completely secure and we cannot guarantee absolute security.

9. Cookies

We use essential cookies to maintain your session and platform functionality. We do not use third-party advertising cookies. You can disable cookies via your browser settings, though this may affect platform functionality.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active users of material changes via email or in-platform notification. Continued use of the platform after changes constitutes acceptance.

11. Contact & Complaints

If you have concerns about how we handle your data, contact us at info@HHnextGen.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.