Privacy Policy

Information We Collect

ContraSafe is a contractor safety management platform. We collect and process the following categories of personal and organizational data:

• Account information: Name, email address, and role (administrator or contractor user) for authentication and access control.
• Worker identity data: Employee names, ID or passport numbers, job titles, and contact details provided by contractor organizations for workforce management.
• Medical records: Medical fitness certificate expiry dates and uploaded certificate documents. We do not store medical test results — only the certificate expiry and the uploaded document.
• Signatures: Typed names used as digital acknowledgements for PPE issuance and other confirmations. A typed name is an acknowledgement of receipt, not a legally binding electronic signature unless separately agreed.
• Uploaded documents: Safety files, risk assessments, audit reports, incident evidence, training certificates, equipment inspection records, and PPE issue records.
• Analytics and AI conversations: Usage analytics events and AI assistant conversation prompts and responses.

How We Use Information

• To manage contractor safety compliance, document review, audits, and PPE tracking.
• To enforce company isolation — contractor users access only their assigned contractor/project records.
• To generate compliance reports and audit documentation.
• To provide AI-assisted guidance on safety management topics. AI guidance is general information, not professional certification or legal approval.

Sensitive File Storage

Employee IDs, medical fitness certificates, incident evidence, and other sensitive documents are stored in private storage. Access is authorized before short-lived file links are issued. We avoid permanent public links for sensitive evidence.

Medical information is restricted to authorized users (administrators and assigned reviewers). We collect only the information needed for the configured workflow.

International Processing

ContraSafe is a cloud-based platform. Your data may be processed by our service providers in data centres outside your country. By using ContraSafe, you acknowledge that your data may be transferred to and processed in countries with different data protection laws. We take measures to ensure appropriate safeguards are in place.

Data Retention

• Account data: Retained while your account is active and deleted upon account deletion request.
• Organizational safety records: Safety files, audit records, incident reports, PPE issue records, and corrective actions may be retained for the period required by applicable safety legislation and organizational policy, even after account deletion. These records are organizational safety records, not personal account data.
• AI conversations: Retained for service improvement and abuse prevention. Reports of AI responses are reviewed by administrators.

Account Deletion

You can request deletion of your personal account data at any time. This is distinct from the retention of organizational safety records, which may be justifiably retained for legal and safety compliance purposes.

Upon deletion, your personal account data (name, email, authentication) will be removed. Organizational safety records associated with your contractor will be retained per applicable retention requirements, with access restricted to authorized users.

AI Assistant

The ContraSafe AI assistant provides general safety management guidance. It is country and project neutral — it will ask for your relevant country and project before giving jurisdiction-specific guidance. AI answers are not professional certification or final legal approval.

Each AI response includes a "Report response" control. Reports are reviewed by administrators to improve response quality and address concerns.

Your Rights

• Access your personal data held in the system.
• Request correction of inaccurate personal data.
• Request deletion of your personal account data.
• Object to processing of your personal data.
• Receive an export of your personal data.

Privacy Contact

For privacy enquiries, data access requests, or account deletion requests, please contact your organization's ContraSafe administrator or submit a request through the in-app or public deletion request page.

Service Providers

ContraSafe uses cloud infrastructure providers for hosting, database storage, file storage, and AI services. These providers process data on our behalf under appropriate data processing agreements. Specific provider details are available upon request from your administrator.