FieldAgentLog is a working tool for the people who look after residential blocks: field agents and managing-agent staff who carry out fire-safety checks, cleaners who attend sites, and inspectors who are sent a one-off link for a single visit. This policy explains what it records about you, why, and what you can ask us to do about it.
It covers the FieldAgentLog website at fieldagentlog.com and the FieldAgentLog apps for iPhone and Android. They are the same service in different wrappers and handle information the same way.
Who we are
Gena Property Management Limited (company number 07311491, registered office 38 Gorst Road, London, SW11 6JE) is the data controller for the information described here. For anything to do with this policy, including a request for a copy of your information or for it to be deleted, contact info@genapm.com.
What we collect, and why
| Information | Why we hold it |
|---|---|
| Your email address and name | To sign you in, and to record who carried out a visit. The name appears on the block's fire-safety record next to the checks you completed. |
| Your password | Stored only as a cryptographic hash by our sign-in provider. Nobody at Gena can read it. |
| The checks you record | Each verdict of pass, fail or not applicable, any note you write, and the date and time. This is the fire-safety record the building is required to keep. |
| Photographs you take | Evidence of a fault, attached to the check or the issue report it belongs to. |
| Location, in two specific places | See below. It is never collected in the background. |
Location
Location is only ever used when it is doing something you asked for, and the app never tracks you in the background. Background location is switched off in the apps at build time, not merely left unused.
- Sorting blocks by distance. When you tap to sort your blocks by how near they are, the app reads your position and does the sums on your own device. That position is not sent to us or to anyone else.
- Confirming attendance. When a cleaner checks in or out of a site, and when anyone reports an issue, the app takes a single position reading and stores it with that record. It corroborates that the person was where the record says they were.
Inspectors without an account
An inspector sent a visit link does not need an account and we do not create one. The link itself identifies the visit. What gets recorded is the name they type, the checks they complete, and any photographs they attach.
Information kept on your device
FieldAgentLog is built to work in stairwells, basements and car parks where there is no signal. Work in progress, including photographs, is saved on the device first and sent when a connection comes back. Until then it stays on the phone. Signing out does not discard work that has not been sent, because that work belongs to whoever did it.
What we do not do
There is no analytics, no crash reporting, no advertising and no third-party tracking code in the website or in either app. We do not profile you, we do not build an advertising identity for you, and we do not sell or rent your information to anyone.
We use no cookies for advertising or analytics. Signing in stores a token on your device so you stay signed in, and that is all.
Who else sees it
- Your employer or the managing agent who engaged you. Fire-safety records are the point of the app. The organisation responsible for the block can see the visits carried out on it and who carried them out.
- Supabase, which provides the database, file storage and sign-in that the service runs on, as our processor.
- Netlify, which hosts the website.
- Apple and Google, which distribute the apps. Their own privacy terms cover anything they collect through the App Store or Google Play.
One outbound call is worth naming because it is easy to misread as tracking. To group nearby blocks into a sensible route, the app sends the blocks' postcodes to postcodes.io, a public UK postcode lookup, and gets back coordinates. It never sends your position, your name or anything else about you.
We may also disclose information where the law requires it, or where it is needed to establish or defend a legal claim, including after a fire-safety incident.
Our legal basis
- Legitimate interests, for running the service and keeping an accurate record of who attended a building and what they found. That record is what makes the app worth having, for residents most of all.
- Legal obligation, because those responsible for residential buildings are required to create and keep fire-safety records, and this is where those records are made.
- Contract, where you use FieldAgentLog as part of work you do for us or for a managing agent using the service.
How long we keep it
Fire-safety records are kept as part of the building's safety history, which typically means they outlast any individual's involvement with the building. Account details are kept while the account is in use and removed when it is closed. If you want to know what is held about you specifically, or want it removed, write to info@genapm.com and we will tell you what we can and cannot delete, and why.
How it is protected
Everything travels over HTTPS, and our hosting provider encrypts it at rest. Access is restricted at the database level so an account can only reach the blocks it has been given, and inspection links are single-purpose, expire, and are stored only as a hash so that possession of our database does not hand anyone a working link.
Your rights
Under UK data protection law you can ask for a copy of your information, ask for it to be corrected or deleted, object to how we use it, ask us to restrict its use, or ask for it in a portable form. Write to info@genapm.com.
If you are unhappy with how we have handled a request, you can complain to the Information Commissioner's Office at ico.org.uk. We would rather you came to us first so we get the chance to put it right.
Children
FieldAgentLog is a workplace tool and is not intended for anyone under 18. We do not knowingly collect information about children.
Changes
If this policy changes, the date at the top changes with it. Where a change materially affects how your information is used, we will say so in the app rather than rely on you re-reading this page.