Privacy notice
Last updated 26 October 2026.
Who we are
Pioneer Fire is a trading name of Joe Cooper, 126 Highbridge Road, Sutton Coldfield, B73 5QS. We provide fire safety guides and private record-keeping tools for small offices and shops in the UK, and we are the controller of the personal data described here. This notice explains how we use it. You can contact us at joecooper@pioneerfire.co.uk.
What we collect
- Your account: your email address, the time you last signed in, and a link to your Whop membership. Sign-in codes are stored only in scrambled form and expire after 10 minutes.
- Records you save: weekly fire check results and notes, training and drill records, equipment details, risk assessment worksheets, and your team's names and roles. Staff PINs are stored scrambled, not in plain text.
- Attendance and signatures: names and roles typed into a training record or an attendance link, and photos of signed sheets that you upload.
- Reviews: the name, business type, rating and comment you choose to submit.
- Payments: payments are handled by Whop. We do not see your card details. Whop tells us your email, your Whop user ID and whether your membership is active.
- Technical data: basic information about visits, such as pages viewed and device type, collected by our hosting platform to run the site.
If you add other people's details
When you record staff, visitors or attendees, you decide what to enter. For that information you are the one responsible for having a lawful reason and for telling those people. We store it on your behalf, keep it private to your account and only use it to provide the service. Please keep it to names and roles, and do not enter sensitive details such as health information.
Why we use it, and our lawful basis
- To provide your membership, sign you in and keep your records: performance of our contract with you.
- To keep the service secure and prevent misuse, including limiting sign-in attempts: our legitimate interests.
- To show approved reviews on our site: your consent, which you can withdraw by asking us to remove it.
- To meet legal and tax obligations, and to answer support requests: legal obligation and legitimate interests.
Who else handles your data
- Whop hosts the website and processes payments and memberships.
- Neon hosts our database, which is in the AWS London region.
- Resend sends sign-in emails, so it sees your email address and the message we send. It may process data outside the UK under appropriate safeguards.
We do not sell your data. We share it only with these providers to run the service, or where the law requires.
Cookies and storage on your device
We use only what the site needs to work: sign-in cookies, temporary cookies while signing in with Whop, saved pages and checks stored on your device so the site works offline, and a note that you dismissed the install prompt. Signing out clears the saved pages. If our hosting platform adds analytics, it will be described by the platform in its own notice.
How long we keep it
We keep your account and the records you save until you ask us to delete them. If your membership ends you will no longer be able to open the members' area, but your records are kept so they are there if you rejoin, unless you ask us to delete them. Sign-in codes are removed within a day, and expired sign-in sessions are removed automatically. Sessions last up to 30 days. To delete your account and records, email us and we will do it, unless we must keep something by law.
Your rights
You can ask to see the data we hold about you, correct it, delete it, restrict or object to how we use it, or receive a copy you can move elsewhere. Once you sign in, you can download your data or delete your account and records yourself on the account page. You can also email us and we will reply within one month. If you are unhappy, you can complain to the Information Commissioner's Office at ico.org.uk.
Changes
We will update this page if we change how we use data, and change the date at the top.