Terms of Use

Version of 23 October 2026

These terms are the agreement between you and Britt Boerdery (Pty) Ltd, trading as SafetyFileBuilder. Please read them with our Privacy Policy. By creating an account or using SafetyFileBuilder you agree to both.

1. Who we are

Company: Britt Boerdery (Pty) Ltd
Trading name: SafetyFileBuilder
Registration number: 1966/012354/07
VAT number: 4290110370
Registered address: 36 Charl Road, Lichtenburg, 2740, South Africa
Information Officer: Ian Britt (director)
Support: support@safetyfilebuilder.com
Privacy and legal requests: privacy@safetyfilebuilder.com

SafetyFileBuilder is run from South Africa. We call ourselves "we" or "us" below.

2. Your account and your company

You must be 18 or older to open an account.
An account is for one person. You can use it for the company you work for, and you confirm that you are allowed to keep that company's safety information on its behalf.
The person who sets up a company on SafetyFileBuilder can invite colleagues and decide what they may see and change. Invite only people you trust.
You can ask us to delete your account at any time (see section 1 for how to reach us).

3. What SafetyFileBuilder is, and what it is not

SafetyFileBuilder helps you compile, check and keep health and safety files and the records that go with them.
It does not give legal, safety or engineering advice, and it does not approve a safety file. Your client decides whether a file is accepted.
The duties under the Mine Health and Safety Act, the Occupational Health and Safety Act and other law stay with the employer, the client and their appointed people. Risk assessments, method statements, legal appointments and other safety documents must be checked and signed by a competent person.
Checklists, scores and reminders on the site help you find gaps. They may not cover every requirement of every client or law, and requirements change, so always check against your client's current requirements.

4. AI

AI can be wrong. Anything the AI drafts is marked as a draft until a person checks it.
When the AI files a document, reads a date or suggests where something goes, check the result. When it is not sure, it asks you.
The AI never signs, approves or sends anything on its own. Emails it drafts are sent only when you press Send.
AI use is paid for in advance with credits. The cost is shown before you use it.

5. What you add belongs to you

Everything you add - company details, people, certificates, documents, photos, records and notes - stays yours or your company's. We do not own it.
You allow us only to store it, make backup copies, process it to provide the features you use (including AI features you choose to use), and show it to you and the people you invite or share it with.
We never sell your information and never show one company's information to another company.

6. Your employees' information

Safety files hold personal information about employees, such as names, ID numbers, contact details, medical fitness certificates and training records. For this information your company is the responsible party under the Protection of Personal Information Act (POPIA), and we process it for you as an operator.
You confirm that your company has a lawful reason to keep this information (for example, the safety law that requires it), that employees have been told how it is used, and that you add only what the safety file needs.
Medical certificates are special personal information. Use them only for the safety file and the law that requires them.

7. Clients' documents

Your clients' procedures, standards and templates belong to them. Upload only documents you are allowed to keep and use.
Documents you upload are visible only to your company. We do not share them with other users.

8. Emails sent through the site

When you send an email from SafetyFileBuilder (for example, to book a medical or a calibration), it is sent from our address on your behalf, and replies go to you. You are responsible for what you send and to whom, and you choose which attachments go with it.

9. Storage

Every account gets 250 MB of storage free. A file is stored once, however many safety files use it.
If you need more, you will be able to buy a yearly storage plan. The price is shown before you pay.
When a plan ends and is not renewed, we email you before the end date. The account then becomes read-only for 90 days: you can still view and download everything, but not add more. After those 90 days we delete files above the free 250 MB. We never delete your free 250 MB because a plan ended.

10. Payments

Payments are handled by our reseller, Paddle, who is the seller of record and handles payment details, tax and receipts. Paddle's own terms also apply to your purchase. When you can get your money back is explained in our Refund Policy. AI credits are sold in packs of US$5, $10, $20 and $50 (1 credit = 1 US cent) and do not expire; an account can hold at most US$100 of unused credits.

11. Keeping your data safe

We back up the database every night and work hard to keep the site running and your data safe, but no website can promise that nothing will ever be lost or that it will always be available. Keep your own copies of signed documents and certificates that matter to you, and export your safety files when you need them.

12. Our responsibility

SafetyFileBuilder is provided as it is. As far as the law allows, we are not liable for indirect loss, for a safety file being rejected or work being delayed, for fines, incidents or injuries, or for what users add. Nothing in these terms takes away rights you have under the Consumer Protection Act or other law that cannot be excluded.

13. Ending

You can stop using SafetyFileBuilder at any time, export your files and ask us to delete your account. We may suspend or close an account that breaks these terms.

14. Changes

If we change these terms, 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.

15. Law

These terms are governed by the law of the Republic of South Africa.