Privacy Policy

Version of 23 October 2026

This policy explains what personal information SafetyFileBuilder keeps, why, and what you can do about it. It is written to meet South Africa's Protection of Personal Information Act (POPIA). See also our Terms of Use.

1. Who is responsible

Company

Britt Boerdery (Pty) Ltd, trading as SafetyFileBuilder

Registration number

1966/012354/07

Registered address

36 Charl Road, Lichtenburg, 2740, South Africa

Information Officer

Ian Britt (director)

Privacy requests

privacy@safetyfilebuilder.com

We have two roles. For your own account we are the responsible party. For the information your company keeps about its employees, clients and suppliers in its safety files, your company is the responsible party and we are its operator: we process that information only to provide SafetyFileBuilder to your company.

2. What we keep

• Your account: email address, name, the company you work for, when you agreed to these terms, and who invited you.
• Your company's information: business details, people (names, industry numbers, designations, contact details and ID numbers), certificates, medical fitness certificates, training and competency records, equipment registers and test certificates, client details and contacts, safety files, daily records and the documents you upload.
• Special personal information: medical fitness certificates contain health information. They can be opened only by your company's owners and editors, and are used only for the safety file and the law that requires them. ID numbers are encrypted before they are saved.
• Emails you send through the site: the recipient, subject, message and attachments you chose, so you can see what was sent.
• Problem reports: what you write, plus the page you were on, your browser and screen size.
• Technical records: short-lived server logs (such as addresses visited and errors) to keep the site working and secure.
• Payments: handled by Paddle. We receive only what we need, such as what you bought - never your card details.

3. Why we keep it

• To run your account and show your company's information to you and the people your company invites.
• To build and check safety files, send reminders before certificates or tests expire, and send emails you ask us to send.
• To run the AI features you choose to use.
• To fix problems, keep the site secure, and keep backups.
• To meet legal duties, such as tax records for payments.

We do not sell personal information, and we do not use it for advertising profiles. We never show one company's information to another company, and we do not use your company's information to build anything for other users.

4. Who helps us run SafetyFileBuilder

These companies process information for us, under contracts that require them to protect it:

• Supabase - database and sign-in.
• Cloudflare - website hosting, file storage and protection against bots. Cloudflare Web Analytics counts page visits without cookies and without following you across sites.
• Paddle - payments: your name, email, country and payment details are handled by Paddle, not by us.
• An email service - to send sign-in emails, reminders and the emails you send through the site.
• Anthropic (Claude) - only when you use an AI feature: the question or document involved and the information needed to answer it. Under Anthropic's commercial terms this is not used to train its AI.

Some of these companies store information outside South Africa, in countries with data-protection laws similar to POPIA, or under contracts that give the same protection.

5. Cookies

We use only cookies the site needs to work: sign-in cookies to keep you signed in, and a cookie that remembers your choices on the site. We do not use advertising or tracking cookies. When you buy credits, Paddle's checkout may set its own cookies, which are needed to take the payment.

6. How long we keep it

• Your account and your company's information: until you delete them, or your company asks us to.
• Files above 250 MB after a storage plan ends: deleted 90 days after the end date (see the Terms).
• Backups: nightly copies are kept for 35 days, and monthly copies for 12 months. Deleted information disappears from backups when they expire.
• Problem reports: until the problem is dealt with, and at most 2 years.
• Payment records: as long as tax law requires.

7. Keeping it safe

Information is sent encrypted, files are private by default and served only after checking who is asking, and the database refuses access to anyone who is not a member of the company. If a security breach affects personal information, we will tell the companies and people affected and the Information Regulator as the law requires.

8. Your rights

• See the information we hold about you, and correct it.
• Have your account deleted.
• Object to how we use your information.
• Complain to the Information Regulator of South Africa (inforegulator.org.za) if you are not happy with how we handle your information.

If you are an employee and your employer keeps your information on SafetyFileBuilder, please ask your employer first, as they decide what is kept. You may also contact our Information Officer, and we will help your employer respond.

9. Changes

If we change this policy, we will ask you to agree to the new version the next time you visit. The date of this version is shown at the top.