How your information is handled
FixDocket, the repair record used by your property manager
Who is responsible
Your property manager decides what is collected and how long it is kept: in data-protection terms they are the controller. FixDocket stores and processes it on their instructions, as their processor. Questions and requests about your information go to your property manager first; they have the tools to act on them.
FixDocket is operated by Northvale Technologies Ltd, a company registered in England and Wales, number 17453725, whose registered office is 277 Great Clowes Street, Salford M7 2HE.
What is collected
- What you report: the problem, any detail you add, and any photos you upload.
- If you choose to give them: your name and a phone number or email address, so access can be arranged.
- The flat or unit the report is for, which comes from the QR code you scanned or the link you were sent.
- If you reported by phone, email or in person instead, what you told your property manager, as they typed it in.
- The date and time of each step: the report, each change of status, each upload, each time a link is opened.
- Nothing else. The report form does not set tracking cookies and does not ask you to create an account.
Why
To get the repair done and to keep a record of it: who reported what, when it was answered, what it cost, and who signed it off. That record is what your property manager relies on if there is ever a dispute about a repair.
Who sees it
- Your property manager's staff.
- A contractor sent to do the work, through a link that shows them this one job and expires after 30 days. They do not see your contact details on the PDF record.
- The landlord, if the manager shares the job with them, through a link that expires after 90 days.
Where it is stored
In the United Kingdom. Your report and photos are held on servers in London and never leave the UK to be stored. The few outside services FixDocket relies on to run -- sending email, keeping bots off the form, reporting errors -- are chosen for keeping their processing in the UK or the EU.
Technical details
Servers and database: DigitalOcean, London (LON1), with photos in object storage in the same region. Email is sent through Resend from EU infrastructure. The report form uses Cloudflare Turnstile to keep bots out; Turnstile checks your browser, not you, and we never see its result beyond pass or fail. Error reports go to Sentry in the EU and are stripped of personal data. The website pages -- the front page, this notice and the pages linked from them -- count visits with Cloudflare Web Analytics, which sets no cookies, stores nothing on your device and does not identify you; the report form and job links do not carry it. More on the security page.
How long it is kept
A repair record is kept for six years after the job is closed -- the period within which a repair can still be disputed in England and Wales -- unless your property manager erases it sooner. When a record is erased, everything in it goes: the report, the photos, the timeline, and every link that pointed at it. FixDocket keeps only a note that an erasure happened -- which unit, when, and how many items -- with nothing of the content. Erased data drops out of database backups within seven days.
Your rights
You can ask your property manager for a copy of what is held about a repair you reported, ask them to correct it, or ask them to erase it. They can erase a single job, a flat, or a whole building from their console; the erasure takes effect at once, and backups follow within seven days, as described above. If you are not satisfied with how a request is handled you can complain to the UK Information Commissioner's Office at ico.org.uk.
This notice covers the repair-reporting pages and the links sent from them. If FixDocket has emailed you about the product, see the notice for business contacts. It was last revised in September 2026.