Privacy Policy

Last updated: 2026-06-22

1. Who We Are

CanopyBeacon is operated by Northern Edge Software Ltd (“we”, “us”, “our”), a UK company providing operational management platforms for fire and rescue services. We act as a data processor on behalf of your Brigade (the data controller) under a Data Processing Agreement executed at contract signature.

Data protection enquiries: [email protected]

2. Data We Collect

Account data: name, email, employee number, rank, station, role
Operational data: incident reports (METHANE), BA wearer telemetry, near-miss reports, training records, duty management, fleet and facilities data
Special category data: casualty information within METHANE reports, wellbeing assessments, occupational health records (processed under substantial public interest — Fire and Rescue Services Act 2004 and Schedule 1 DPA 2018)
Usage data: login timestamps, session activity, feature usage for audit and security purposes
Device data: push notification tokens; camera access for digital evidence capture (mobile only)

3. Lawful Bases (UK GDPR Art. 6 & 9)

Public task (Art. 6(1)(e)): operational fire-service workflows
Legal obligation (Art. 6(1)(c)): HSE RIDDOR reporting, Fire and Rescue Services Act 2004
Contract (Art. 6(1)(b)): SaaS subscription between Northern Edge Software Ltd and the Brigade
Substantial public interest (Art. 9(2)(g), Schedule 1 DPA 2018): special category data in emergency response
Vital interests (Art. 9(2)(c)): casualty data where life is at risk

4. Recipients & Subprocessors

AWS — App Runner application hosting and Amazon Location basemap delivery in ap-southeast-2
Neon — managed PostgreSQL, the primary data store; configured endpoint ap-southeast-2
Tigris — S3-compatible object storage for uploaded documents and evidence files
Cloudflare — CDN and static site hosting (Pages) for the web application
SMTP email provider — not currently configured in production
Stripe — billing integration; currently configured in test mode
Sentry — error monitoring, not currently configured in production
Firebase / Google — push notifications only; no content data (Google Cloud DPA)
PostHog EU — analytics, if enabled and consent granted; EU cloud endpoint only
MQTT provider — BA telemetry, not currently configured in production

The API and configured Neon database endpoint run in ap-southeast-2. Object-storage residency must be confirmed against the executed provider contract before this policy is published.

5. Retention

Operational records: 7 years (UK statutory limitation for negligence claims)
Audit logs: 10 years
Financial records: 6 years (Finance Act)
Account data: deleted within 30 days of account deactivation
Database backups: retained for the period configured with our database provider, after which they are destroyed

6. Security

Data is encrypted in transit using TLS. Encryption at rest, backup retention, and deletion controls are governed by our production provider configurations and contracts. Passwords are hashed using bcrypt with 12 salt rounds. Access is governed by role-based permissions. Authentication uses JWT tokens with 24-hour expiry and 7-day refresh tokens. We conduct regular security reviews in accordance with OWASP guidance.

7. Your Rights

Under UK GDPR you have the right to access, rectify, erase, restrict processing, data portability, and object to processing. Contact your Brigade's DPO or email [email protected]. We respond within one calendar month. You may also lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint.

8. Automated Decision-Making

We do not carry out solely automated decision-making that produces legal or similarly significant effects (Art. 22 UK GDPR).

9. Cookies & Tracking

See our Cookie Policy for full details on cookies and local storage used by this platform.

10. Changes to This Policy

Material changes will be notified to Brigade administrators. Continued use of the platform after the effective date of any change constitutes acceptance of the updated policy.