Data Protection & Governance Framework

EntireFM maintains strict adherence to the core data protection principles set out in Article 5 of the UK GDPR: Lawfulness, Fairness, and Transparency; Purpose Limitation; Data Minimisation; Accuracy; Storage Limitation; and Integrity and Confidentiality (Security).

All CAFM platform features, automated dispatch algorithms, mobile engineering applications, and client reporting tools are architected under strict Privacy by Design principles. Data Protection Impact Assessments (DPIAs) are conducted prior to deploying new technologies, automated processing, or AI models.

EntireFM classifies all corporate, operational, and customer information into four structured tiers:

• PUBLIC: Information approved for public dissemination (marketing guides, public legal policies).
• INTERNAL: General business communications, standard operational procedures, and anonymised analytics.
• CONFIDENTIAL: Commercial contracts, client asset registers, rate cards, and financial invoice details.
• RESTRICTED: Highly sensitive personal data, portal authentication credentials, contractor criminal record checks (where required for sensitive sites), and bank details.

EntireFM maintains a formal Incident Response Protocol to identify, contain, assess, and remediate suspected personal data breaches.

All third-party cloud providers, IT subcontractors, and specialist service vendors undergo rigorous data protection due diligence and are bound by written Data Processing Agreements compliant with UK GDPR Article 28.

All EntireFM employees, helpdesk operators, commercial estimators, and management personnel undergo mandatory data protection training upon onboarding and annually thereafter. Internal audits of access logs and data retention are conducted semi-annually.