Privacy Policy

DoorReg Privacy Policy

DoorReg is a fire door surveying, inspection and compliance record management platform operated by Northstone Group Ltd (company number 16735981).

This Privacy Policy explains how personal information is collected, used, stored, shared and protected when using the DoorReg Android application, web application and associated services.

1. Who is responsible for your data?

Northstone Group Ltd operates and maintains the DoorReg platform. Where DoorReg is supplied to a council, housing provider, contractor or other client organisation, that organisation will generally determine the purposes for which its operational records and associated personal information are processed.

Northstone Group Ltd may act as a data processor on behalf of client organisations and as a data controller for certain business administration, account management and support activities, depending on the circumstances.

2. Information we process

DoorReg may process the following categories of information:

• User account information, including names, email addresses and assigned roles.
• Authentication and account access information.
• Organisation, building, floor, door and location records.
• Fire door inspections, checklist responses, defect reports and remedial records.
• Photographs captured or uploaded as inspection evidence.
• QR code and door identification references.
• Inspection dates, timestamps, activity records and audit history.
• Technical information reasonably necessary for authentication, security, synchronisation and troubleshooting.

Inspection photographs and records may incidentally contain personal information, such as individuals or identifying details visible within a building. Users should avoid capturing unnecessary personal information.

3. How information is collected

Information may be supplied by client administrators, entered by authorised users, captured using the device camera, imported into the platform or generated through normal application activity.

DoorReg accounts are created and managed by authorised administrators. The application does not provide public self-registration.

4. Why information is processed

Information is processed to:

• Authenticate users and manage access permissions.
• Conduct and record fire door surveys and inspections.
• Record defects, supporting photographs and remedial work.
• Maintain building compliance records and audit trails.
• Generate reports and authorised data exports.
• Synchronise information between devices and cloud services.
• Maintain platform security, reliability and technical support.
• Meet applicable contractual and legal obligations.

5. Offline storage and synchronisation

DoorReg supports offline surveying. Where enabled, building information, inspection records, photographs and related operational data may be downloaded to or stored locally on an authorised device.

Information recorded while offline may remain on the device until an authorised synchronisation or upload takes place. Once synchronised, relevant records and photographs may be transferred to the DoorReg cloud platform.

Locally stored information may remain available for offline operation until removed through the application's available data management functions, account administration or other applicable device management procedures.

6. Cloud services and third-party providers

DoorReg uses Supabase to provide services including user authentication, database functionality and cloud storage for operational records and photographs.

Information may be processed by Supabase and its underlying infrastructure providers as necessary to deliver these services, subject to applicable contractual and security arrangements.

DoorReg does not currently integrate Google Analytics, Firebase Analytics or Sentry for user analytics or crash reporting.

7. Sharing and access to information

Operational information may be accessible to authorised users within the relevant client organisation according to their assigned permissions.

Northstone Group Ltd may access information where reasonably necessary to provide authorised technical support, maintain the service, investigate security issues or fulfil contractual obligations.

Information may also be processed by service providers supporting the platform, including Supabase, or disclosed where legally required.

DoorReg does not sell users' personal information.

8. Data security

DoorReg uses authenticated access, role-based permissions, protected database policies and access controls designed to restrict information to authorised users.

Cloud services use encrypted connections. However, no electronic system can guarantee absolute security.

Users and client organisations are responsible for protecting their login credentials, securing their devices and following applicable organisational security policies.

9. Data retention

Retention of client inspection records, photographs and associated operational information is determined by applicable legal obligations, contractual arrangements and the requirements of the relevant client organisation.

Some fire safety and compliance records may need to be retained for extended periods.

Account and operational information may be deleted, anonymised or retained as appropriate under applicable contractual, legal and record-keeping requirements.

10. Account deletion and data requests

DoorReg user accounts are created and managed by authorised client administrators. Users cannot independently register or delete their accounts through the application.

Users wishing to request account deletion should contact their organisation's administrator or email info@doorreg.co.uk.

Northstone Group Ltd will review requests and, where appropriate, coordinate with the relevant client organisation to remove or deactivate account access and address associated personal information.

Deleting an account does not necessarily require deletion of inspection records, audit trails or other information that must be retained for legitimate compliance, legal or contractual purposes.

11. Your data protection rights

Depending on the circumstances and applicable UK data protection law, individuals may have rights to request access to, correction of, deletion of or restriction of processing of their personal information, as well as other applicable rights.

Where a client organisation controls the relevant information, requests may need to be referred to that organisation for consideration.

You may also raise concerns with the UK Information Commissioner's Office at ico.org.uk.

12. International data processing

DoorReg's service providers may process information in locations outside the United Kingdom, depending on the hosting arrangements and services used.

Where applicable, international transfers of personal information must be supported by appropriate data protection safeguards.

13. Children's information

DoorReg is a professional application intended for authorised personnel carrying out building inspection and compliance activities. It is not designed for use by children.

14. Changes to this policy

Northstone Group Ltd may update this Privacy Policy to reflect changes in DoorReg, its services or applicable legal requirements.

The latest version will be published on this page with an updated revision date.

15. Contact us

For privacy enquiries, account deletion requests, data protection questions or product support, contact:

Northstone Group Ltd
Company number: 16735981
Email: info@doorreg.co.uk

Last updated: 21 October 2026.