Privacy policy

This policy explains how SentinelPro handles personal information. It covers the SentinelPro app for phones and tablets, the SentinelPro web platform it syncs with, and this website (sentinelpro.uk). SentinelPro is provided by Helix-FMS Ltd (“we”, “us”, “our”).

1. The short version

• No location data. The app does not ask for location permission and never records where you or your device are.
• No analytics, advertising or tracking. The app has no third-party analytics, advertising, tracking or crash-reporting software, and we never sell your data.
• Your password is never stored on the device.
• The camera is used only when you take a survey photo. The app cannot see your photo library.

2. What the app collects

• Account details. Your name and email address, used to sign you in and to record who carried out each survey. An administrator at your organisation, or we, create your account; you cannot register from within the app.
• Survey records. The answers you record against each survey point: fire-stopping and fire-door inspection details, measurements, conditions and your comments.
• Survey photos. Photos you take with the device camera and attach to a survey point, as evidence of what was inspected.
• A sign-in token. When you sign in, the app keeps a token so you stay signed in. Your password is sent once to sign you in and is not kept.
• Your device's make and model. For example “Samsung Galaxy Tab Active3”, sent when you sign in so you and your administrator can see which devices are signed in to your account. It is not taken from the name you have given your device.
• Error reports, only if you send them. The app keeps a log of its own errors on the device. It is sent only when you tap Send in Settings, and contains the errors, your user number and the app version. It never contains your password or sign-in token.

3. What the app does not collect

No location data. Survey points are placed using coordinates, but those coordinates are a position on a floor-plan drawing: how far across and down the drawing the point sits. They describe a place on a picture, not a place in the world, and cannot be used to work out where you or your device were.

• No photo library access. The app only takes new photos with the camera. It never opens a photo picker and cannot read photos already on your device.
• No analytics, crash-reporting, advertising or tracking tools, and no profiling or tracking across other apps or websites.
• No contacts, microphone, calendar or health data.
• No fingerprint or face data. If you turn on unlock with fingerprint or face, your device checks it. The app only learns whether the check passed. Your unlock PIN is checked on the device and is not sent to us.

4. Where app data is held

SentinelPro is built to work without signal, so survey answers and photos are saved on your device first and stay there until you sync. When you sync, they are uploaded to the SentinelPro platform over an encrypted (HTTPS) connection. All communication between the app and the platform uses HTTPS.

Your sign-in token and account details are kept in the device's secure storage (the Android Keystore, or the iOS Keychain). Signing out removes them from the device and ends that sign-in on the platform.

5. This website

• Enquiries. If you use our contact form to book a demo, request a quote or ask a question, we receive the details you enter: your name, email address, and optionally your phone number, company, team size, the surveys you carry out and your message. They are emailed to us and used only to reply and to deal with any business that follows. We do not add you to a mailing list.
• Cookies. The website sets one cookie, which is needed for it to work. It keeps the contact form secure and shows you a message after you send it. We use no analytics or advertising cookies.
• Server logs. Like most websites, our servers record your IP address, the pages requested and the time, to keep the site secure and working.

6. Who is responsible for your information

SentinelPro is a business service used by organisations. Under UK data protection law (the UK GDPR and the Data Protection Act 2018):

• For survey records and photos, the organisation you carry out surveys for decides why and how the information is used, so it is the controller. Helix FMS Ltd runs the platform for that organisation as a processor, and acts on its instructions.
• For website enquiries, and for running SentinelPro accounts and keeping the service secure, Helix-FMS Ltd is the controller.

So a request to see, correct or delete survey records is decided by that organisation. We will always pass your request on and help them deal with it.

7. Why we use your information

• To provide SentinelPro under the agreement with your organisation, and to keep it secure (legitimate interests, and the contract with your organisation).
• To reply to enquiries you send us and deal with any business that follows (legitimate interests, or steps you ask us to take before a contract).
• To meet legal obligations, such as keeping business records.

8. Who we share it with

We do not sell personal information. We share it only with:

• Your organisation, and other organisations it chooses to share drawings with in SentinelPro.
• Our hosting, network and email providers, who run our servers, protect the website from attacks and deliver our email. They act on our instructions.
• Authorities, where the law requires it.

Where information is held or handled outside the UK, for example by a provider in the European Union, we make sure it is protected as UK data protection law requires.

9. How long we keep it

• Survey records, photos and accounts are kept for as long as your organisation's agreement with us requires. When an agreement ends, we delete or return the data as that agreement says.
• Website enquiries are kept as long as we need them to reply and to deal with any business that follows, and no more than 2 years after our last contact with you.
• Data on your device is removed when you remove the app. Work that has not been synced is lost if the app is removed, so sync regularly.

10. Your rights

You can ask for a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it. You can also object to how we use it or ask us to limit it. To make a request, email us, or see data deletion for what to include in a deletion request. We reply within one month.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk. We would appreciate the chance to put things right first.

11. Children

SentinelPro is a professional tool for businesses and is not intended for children.

12. Changes to this policy

If this policy changes, we update the date at the top. If a change materially affects how your information is handled, we will tell you in the app or by email.

13. Contact us

SentinelPro is provided by Helix-FMS Ltd (trading as Helix FMS), a company registered in England and Wales under company number 13579041, whose registered office is at Unit 25 Gothenburg Way, Hull, HU7 0YG, United Kingdom. Email us or use our contact page. See also our terms and conditions.