Privacy notice

What we hold, and why

Site Sure holds a record on your organisation's behalf and a little about the people who use it. This notice says what, why and for how long.

Version 2026-10-01.

Who is responsible

Britannia IT Services provides Site Sure and is the controller for the account and billing information described below, and the processor for the fire safety record your organisation keeps. Questions and requests go to hello@residentsafe.co.uk.

What we hold, and why

Account information: names, work email addresses, password hashes, second factor credentials and the devices signed in, so that people can sign in and every entry is attributed to a named person. The record: sites, buildings, assets, rounds, findings and the evidence attached to them, on behalf of your organisation. Rounds: when each entry on a round was captured and, where the phone allows it, where (latitude, longitude and accuracy), so the record shows when and where a check was made. Evidence: photographs of the equipment checked, which may show residents, visitors or the inside of homes. Billing: your Stripe customer and subscription identifiers and what Stripe reports; card details are entered on Stripe's pages and never reach us. Operational logs: request identifiers, source addresses in hashed form where they are kept at all, and timings, to run and protect the service.

Not held in Site Sure

Personal emergency evacuation plans (PEEPs) and other health information about residents are not held in Site Sure. Keep them in your existing system.

The audit chain

Every action on the record is written to an append-only, hash-linked audit chain, and a root of that chain is published nightly. The chain names the person who acted. It cannot be quietly edited, by us or by you: that is the point of it, and it is why a request to erase an entry is answered by redaction of its content rather than removal of the event.

Lawful basis

We process account and billing information to perform the contract with your organisation and to meet our legal obligations; operational logs on our legitimate interest in running a secure service. The record is processed on your organisation's instructions.

Where it is held, and who else sees it

Site Sure runs on Cloudflare, with the database in Western Europe and evidence in Cloudflare's object storage. Stripe processes payments. Email is sent through Cloudflare. We do not sell data and we do not use it for advertising. We disclose it only when the law requires or when your organisation asks us to. The data is held in the European Union and European Economic Area, which the UK recognises as giving adequate protection; any onward transfer relies on the contractual safeguards in our processors' terms.

How long

The record is kept for as long as your organisation subscribes, and for twelve months after cancellation before it is deleted, because a fire safety record may be called for after the relationship ends. Sign-up requests that are never completed are deleted after a week. Operational logs are kept for ninety days.

Your rights

People whose information we hold can ask what we hold, ask for it to be corrected, and, subject to the audit chain described above, ask for it to be erased. Ask your organisation's administrator first, since they control the record; or write to hello@residentsafe.co.uk. You can complain to the Information Commissioner's Office at ico.org.uk.

Changes

We will update this notice as the service changes and tell administrators by email when the change matters to them.