GDPR Data processing modelFire and safety compliance records for premises open to the public

PrivateHuman resourcesPublic

This data processing operation supports the upkeep of safety documentation for public-access buildings, particularly with regard to fire risk assessments, accessibility obligations, and regulatory compliance requirements.

Purposes (1)

A purpose is the objective pursued by the setting up of your file. It indicates what the processing of personal data will be used for, its purpose. This purpose must be clear and understandable

To ensure compliance with safety regulations and protect individuals accessing the premises.

To ensure the health, safety, and welfare of individuals accessing the premises—whether employees, service users, visitors, or members of the public—by maintaining up-to-date records related to fire safety, accessibility compliance, and other statutory obligations applicable to premises open to the public. This includes: - Fire risk assessments and safety procedures - Incident logs and inspection records - Accessibility audits - Compliance certificates - Contact details of responsible persons

Legal obligation

Under the Regulatory Reform (Fire Safety) Order 2005, organisations that manage premises accessible to the public (e.g. employers, landlords, public authorities) are classified as “responsible persons”. They have a statutory duty to: - Carry out and review fire risk assessments; - Maintain documentation on safety measures; - Ensure the premises are safe for public access. Similarly, under the Health and Safety at Work etc. Act 1974 and the Equality Act 2010, there are obligations to ensure that premises are safe and reasonably accessible to all individuals, including those with disabilities. Failure to meet these duties may result in enforcement action, including prohibition notices or prosecution.

Data categories (3)

Personal data is any information relating to an identified or identifiable natural person. A natural person can be identified either directly (eg surname and first name) or indirectly (eg phone number, social security number, email or postal address, but also voice or image)

State of fire service personnel

Data details

Function optional

First nameoptional

name

optional

Data conservation rules

Active base:

1 year

Operational use and immediate compliance needs under the Regulatory Reform (Fire Safety) Order 2005 and Health and Safety at Work etc. Act 1974.

Intermediate archiving:

6 years

Civil liability limitation period under the Limitation Act 1980, section 2 (tort) or section 5 (contract), to defend against potential claims relating to premises safety or accessibility.

Destruction

Controls data

Data details

Observations to which these have given riserequired

Dates of various checks and verificationsrequired

Data conservation rules

Active base:

1 year

Operational use and immediate compliance needs under the Regulatory Reform (Fire Safety) Order 2005 and Health and Safety at Work etc. Act 1974.

Intermediate archiving:

6 years

Civil liability limitation period under the Limitation Act 1980, section 2 (tort) or section 5 (contract), to defend against potential claims relating to premises safety or accessibility.

Destruction

Development data

Data details

Name of the architect or technician responsible for supervising the workoptional

Name of the contractor in charge of the workoptional

Data conservation rules

Active base:

1 year

Operational use and immediate compliance needs under the Regulatory Reform (Fire Safety) Order 2005 and Health and Safety at Work etc. Act 1974.

Intermediate archiving:

6 years

Civil liability limitation period under the Limitation Act 1980, section 2 (tort) or section 5 (contract), to defend against potential claims relating to premises safety or accessibility.

Destruction

Data subject (1)

A data subject is any person whose data is collected, retained or processed by the data processing. e.g. In a recruitement process, any candidate for a position proposed in recruitement management process

Visitors

Created at:07/08/2023

Updated on:06/14/2025

Nb using:4

GDPR Data processing modelFire and safety compliance records for premises open to the public

Purposes (1)

Data categories (3)

State of fire service personnel

Controls data

Development data

Data subject (1)

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