Privacy Policy
Last updated: [date]
This policy explains how [Company legal name] (“we”) uses personal information about the people we deal with directly: the businesses that use Zonespan, their users, and visitors to this website. We are the controller for this information. ICO registration number: [ICO registration number].
Information inside a customer's account is different. When a fire and security business uses Zonespan, the details it records about its own customers, sites and staff belong to that business, which is the controller. We only process them on its instructions, under our Data Processing Agreement. If you are one of their customers, contact that business about your information.
What we collect and why
| Information | Why we use it | Lawful basis |
|---|---|---|
| Account details: name, work email, role, company | To set up and run accounts, sign people in and send invitations | Contract |
| Sign-in and security data: login times, two-step login status, device and browser type, IP address | To keep accounts secure and stop misuse | Legitimate interests (security) |
| Billing details: business name, address, VAT number, payment records, the last 4 digits and expiry of the card on file | To charge for the service and keep accounts | Contract; legal obligation (tax records) |
| Support emails and calls, including the call-back we make before resetting an office password | To help with questions and changes you ask for, and to check it's really you | Contract; legitimate interests |
| Phone notification details (an anonymous address from the phone's notification service) | To send engineers notifications about their jobs, if they turn them on | Contract |
| Emails you send to sales@ or support@ | To reply, and if you ask, to set you up | Legitimate interests |
We do not sell personal information, use it for advertising, or make decisions about anyone by automated means.
The demo
The demo on this website uses a made-up company. Opening it doesn't ask for any details about you, and nothing you type into it is saved.
Who we share it with
Only the service providers we need to run Zonespan, all under contracts that protect the information:
| Provider | What they do | Where |
|---|---|---|
| Supabase | Database, sign-in and file storage | UK (London) |
| Stripe | Taking card payments. Card numbers go straight to Stripe and never reach us | UK, EU and United States |
| Resend | Sending emails (invitations, documents, reminders) | United States |
| Cloudflare | Website and app hosting, protection from attacks | Global network |
| Apple, Google, Mozilla, Microsoft push services | Delivering phone notifications (the message is encrypted so only the engineer's phone can read it) | Global |
We may also share information if the law requires it, or with a buyer if our business is sold (they would have to follow this policy).
Information sent outside the UK
Where a provider handles information outside the UK, we make sure it is protected to a standard that is not materially lower than in the UK. We do this using UK adequacy regulations or the ICO's International Data Transfer Agreement or Addendum, as the Data (Use and Access) Act 2025 requires.
How long we keep it
| Information | Kept for |
|---|---|
| Account details | While the account is open, then deleted within 90 days of closure |
| Billing records | 6 years after the end of the financial year (tax law) |
| Security logs | Up to 12 months |
| Support messages | 2 years after the issue is closed |
| Enquiries that don't become customers | 12 months |
Your rights
You can ask to see, correct or delete your information, ask us to limit or stop using it, object to how we use it, or ask for a copy to take elsewhere. Email support@zonespan.co.uk. We reply within one month.
If you're unhappy, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Cookies and storage on your device
This website doesn't use cookies, analytics or trackers. The apps store information on your device only so they work: keeping you signed in, your light or dark theme, and jobs saved for working without signal. We do not use advertising or tracking cookies.
Contact
[Company legal name], [registered address]. Email: support@zonespan.co.uk.
We will post any changes to this policy here and tell account holders about significant changes.