Legal
Privacy Policy
Last updated September 2026. This policy should be reviewed by qualified legal counsel before being relied on commercially.
1. Who we are
FireOptix is a trading name of Optix Group Limited ("we", "us" or "our"), a company registered in England and Wales under company number [company number to be inserted], with its registered office at [registered office address to be inserted]. For the purposes of UK data protection law, we are the controller of personal data processed to operate the FireOptix marketing site and manage Customer accounts, and we are a processor of personal data contained within data that Customer organisations submit to the Platform, as explained further below.
2. Scope of this policy
This policy explains how we handle personal data in two distinct capacities: (a) as controller, in respect of data about visitors to our marketing site and about the individuals at Customer organisations who register for or administer accounts ("Account Data"); and (b) as processor, in respect of personal data that Customer organisations submit to the Platform in the course of using it ("Platform Data"), which may include personal data about staff and contractors. Where we act as processor, the Customer organisation is the data controller of that data, and requests relating to Platform Data should ordinarily be directed to that organisation in the first instance.
3. Account Data we collect
Name, work email address, phone number (if provided) and role of individuals who register for, administer or use accounts on behalf of a Customer organisation; billing and organisation details necessary to invoice for the Platform; and technical and usage data such as IP address, browser type, device information and pages visited, collected via cookies and similar technologies as described in clause 9.
4. Platform Data we process
As processor, we process the personal data that Customer organisations choose to submit to the Platform in order to use its features, which for FireOptix may include fire risk assessment records; fire door check results; alarm and equipment servicing records; and defect and remedial actions.
5. How and why we use Account Data
We use Account Data to: (a) create and administer accounts and provide the Platform, on the basis that this is necessary to perform our contract with Customer; (b) respond to enquiries and provide support, on the basis of contract performance or our legitimate interest in providing good customer service; (c) send service communications, such as security or billing notices, on the basis of contract performance or legal obligation; (d) send marketing communications where you have opted in, or, for existing customers, about similar products and services unless you have opted out, on the basis of consent or legitimate interests as applicable, always with an easy means of opting out; and (e) monitor, secure and improve the Platform and marketing site, on the basis of our legitimate interests.
6. How we use Platform Data
We process Platform Data solely on the documented instructions of the relevant Customer organisation, in order to provide the Platform's functionality back to that organisation. We do not use Platform Data for our own marketing purposes, and we do not sell Platform Data.
7. Sharing and disclosure
We may share personal data with: (a) infrastructure and hosting providers who store and process data on our behalf, under contracts requiring appropriate technical and organisational security measures; (b) professional advisers, auditors and insurers, where necessary; (c) law enforcement, regulators or other third parties where required by law, or to protect our rights, property or safety, or that of our customers or others; and (d) a buyer or successor in the event of a merger, acquisition, or sale of some or all of our assets, subject to that party agreeing to protect personal data consistently with this policy. We do not sell personal data to third parties for their own marketing purposes.
8. International transfers
Where personal data is transferred outside the UK or the European Economic Area, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or reliance on a jurisdiction benefiting from a UK adequacy regulation.
9. Cookies
Our marketing site uses only cookies that are strictly necessary for the site to function correctly. The Platform itself uses session-based authentication cookies rather than tracking or advertising cookies. You can control cookies through your browser settings, though disabling essential cookies may affect the site's functionality.
10. Data retention
We retain Account Data for as long as the relevant account is active, and for a reasonable period afterwards to comply with legal, accounting or reporting obligations, or to resolve disputes. Platform Data is retained in accordance with the instructions of the relevant Customer organisation, which is responsible for determining retention periods appropriate to assessment, inspection and remedial records.
11. Security
We use appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, and against accidental loss, destruction or damage, including encryption in transit, role-based access controls, and regular review of access permissions. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
12. Your rights
Subject to applicable law and, in respect of Platform Data, subject to the role of the relevant Customer organisation as controller, individuals have the right to: request access to their personal data; request correction of inaccurate data; request erasure of their data; object to or restrict certain processing; request data portability; and withdraw consent at any time where processing is based on consent. To exercise these rights in respect of Account Data, contact us using the details in clause 15. You also have the right to lodge a complaint with the Information Commissioner's Office (ico.org.uk) or another supervisory authority.
13. Automated decision-making
We do not use Account Data or Platform Data to make decisions about individuals based solely on automated processing that produce legal or similarly significant effects.
14. Children's data
The Platform is intended for use by business and organisational users. It is not directed at children, and we do not knowingly collect Account Data from children.
15. Changes to this policy and contact
We may update this policy from time to time to reflect changes to our practices or for legal or regulatory reasons. Material changes will be notified by email or via the Platform; the "last updated" date above indicates when this policy was last revised. Questions about this policy, or requests relating to your personal data, can be sent to hello@fireoptix.co.uk.