GDPR Data processing modelFire, Safety, and Accessibility Compliance Records for Public Premises

PrivateHuman resourcesPublic

Processing of safety documentation and related personal data to comply with statutory obligations on fire safety, accessibility, and workplace health and safety in premises open to the public.

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

Legal basis: Art. 6(1)(c) UK GDPR (statutory duty under Fire Safety Order 2005, HSWA 1974, Equality Act 2010).

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

Job 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 (2)

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

Employees and contractors responsible for safety
Visitors

Created at:07/08/2023

Updated on:08/01/2025

Nb using:4

GDPR Data processing modelFire, Safety, and Accessibility Compliance Records for Public Premises

Purposes (1)

Data categories (3)

State of fire service personnel

Controls data

Development data

Data subject (2)

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