Answers
Frequently asked questions
Everything you need to know about MySafetyFile, safety file compliance, pricing, and the platform. If your question isn't here, contact us.
Getting started
Do I need to register before generating a safety file?+
Yes, but registration is free and takes under 2 minutes. You do not pay anything to register — you only pay R500 when you generate a file.
How long does it take to generate a safety file?+
About 8 minutes from start to download. This includes filling in your project details and completing the payment.
Can I use one account for multiple projects?+
Yes. One account handles unlimited projects. Each safety file costs R500.
Do I need any technical knowledge or OHS expertise to use MySafetyFile?+
No. The platform guides you through a straightforward form. You need to know your project details — site address, scope of work, contractor name — and the system handles the rest.
AI Recommendation
What is AI Recommendation?+
AI Recommendation is our intelligent document selection engine. When you provide your project scope of work or upload a risk assessment, the AI reads through all 350+ documents in our library and recommends the exact subset your safety file needs — based on your specific trade, site conditions, and hazards. No more manually selecting from hundreds of options.
Do I have to use AI Recommendation?+
No. You can also build your file using Manual Selection (choose documents yourself from the full library) or Industries & Hazards (select by industry type and applicable hazard categories). AI Recommendation is the default recommended method because it produces the most accurate document set for your specific project.
How accurate is the AI Recommendation?+
The AI is trained on South African OHS Act requirements and Construction Regulations 2014, and has been refined by our team of SAIOSH-registered safety practitioners. It consistently recommends the document sets that pass Department of Labour and principal contractor audits.
What information does the AI need to make recommendations?+
A brief scope of work description is enough to get started. The more detail you provide — trade types, site hazards, number of workers, equipment being used — the more precise the recommendation. You can also upload an existing risk assessment document.
Pricing & payment
How much does a safety file cost?+
R500 per safety file. There is no registration fee, no monthly subscription, and no hidden charges.
Is there a monthly subscription fee?+
No. MySafetyFile charges R500 per file generated. If you don't generate a file in a given month, you pay nothing.
What payment methods are accepted?+
Visa, Mastercard, Zapper, InstantEFT, SnapScan, and Mobicred.
Do I pay when I register?+
No. Registration is completely free. You pay only when you generate a safety file.
Can I get a refund if I'm not happy with the file?+
Contact us at info@mysafetyfile.co.za within 24 hours of purchase and we will review your case. See our Terms of Service for the full refund policy.
Bundle discounts
Are there discounts for generating multiple safety files?+
Yes. MySafetyFile offers bundle pricing for consultants and contractors who generate files regularly. Contact us at info@mysafetyfile.co.za to discuss a bundle package suited to your volume.
Is there a discount for resellers?+
Yes. Approved resellers earn 25% commission (R125) on every R500 safety file purchased through their referral link. Visit our Resellers page to apply.
Do you offer discounts for training providers or industry associations?+
Yes. We work with OHS training providers, trade associations, and HR companies who can offer MySafetyFile to their members at a discount. Contact us to discuss a partnership arrangement.
Is there a members discount programme?+
Yes. Registered MySafetyFile users get exclusive discounts on occupational health services including OHS training (up to 30% off), thermography screening (up to 25% off), occupational health medicals (up to 30% off), and Annex 3 medicals (up to 30% off).
The safety file
What documents are included in the safety file?+
Your safety file contains 314 documents across 8 categories: 12 Policies, 42 Procedures, 47 Risk Assessments, 51 Inspection Registers, 43 Safety Plans, 63 Legal Appointments, 15 Construction Documents, and 41 Toolbox Talks.
Is the file site-specific?+
Yes. Each file is generated with your specific project details — site address, scope of work, contractor name, and project dates. It is not a generic template you fill in by hand.
Do I need to edit any of the documents after downloading?+
No. The documents are pre-populated with your project details. They are ready to print and present on site.
Is the file compliant with South African legislation?+
Yes. All documents are aligned with the Occupational Health and Safety Act 85 of 1993 and the Construction Regulations 2014 — the two pieces of legislation that govern construction safety compliance in South Africa.
What is the unique identification code on each document?+
Every document in your safety file carries a unique ID code. This allows principal contractors and inspectors to verify the document's authenticity and confirm it belongs to a specific project file.
The process
What are the three ways to create a safety file?+
There are three methods: (1) Manual Selection — you browse and choose documents yourself from the full library; (2) AI Recommendation — the AI reads your scope of work and recommends the exact documents your project needs; (3) Industries & Hazards — select your industry type and applicable hazard categories, and the system builds your document list. All three methods produce the same audit-ready output.
Can I save a partially completed safety file and come back to it?+
Yes. Your project information is saved in your account. You can return to a project at any time before payment to update details or modify your document selection.
What happens after I pay?+
Your complete safety file is generated immediately and made available for download from your dashboard. You can download it multiple times and re-access it from your account at any time.
Can I update my safety file after generating it?+
You can generate a new safety file for a project if site conditions change. Each generation is a separate R500 payment. We recommend reviewing and updating your safety file whenever your scope of work, appointed persons, or site hazards change.
Is the safety file in PDF format?+
Yes. The complete safety file is delivered as a downloadable PDF package containing all your project-specific documents, ready to print or submit digitally.
Compliance & legal
Do I need a safety file for small construction projects?+
Yes. The Construction Regulations 2014 require a health and safety plan for all construction work. There is no minimum project size exemption under the regulations.
Will the safety file pass a Department of Labour inspection?+
The file is generated against the OHS Act 85 of 1993 and Construction Regulations 2014 — the same standards the Department of Labour uses. Our team includes SAIOSH Corporate Members with direct experience of what inspectors check on site.
Does the file meet principal contractor requirements?+
Yes. The file is designed to meet the documentation requirements that principal contractors typically require before allowing a sub-contractor on site.
Who developed the documents?+
The documents were developed by our team of ISO Auditors, Safety Consultants, and Construction Safety Officers — all SAIOSH-registered practitioners. MySafetyFile is a SAIOSH Corporate Member.
For consultants
Can I generate files for my clients under my own branding?+
Yes. Consulting firms can integrate their logo and branding into the safety file. This allows you to deliver professionally branded documents to your clients.
Can I manage multiple clients from one account?+
Yes. Your account includes a dashboard where you can view and manage all client projects, redownload files, and verify document codes.
How is file tracking handled?+
Each file is tied to a specific client and project in your dashboard. You can see which files have been generated, when they were generated, and download them again at any time.
Reseller programme
How does the reseller commission work?+
Approved resellers earn 25% commission (R125) on every R500 safety file purchased through their unique referral link. Commission is paid directly to your bank account on the last day of each month.
Who can become a reseller?+
Safety consultants, HR companies, trade associations, training providers, and anyone with a network of contractors or construction businesses can apply.
How do I apply to become a reseller?+
Visit our Resellers page and complete the application form. Our finance team will verify your details and set you up with a unique reseller code and marketing materials.
Security & privacy
Is my data secure?+
Yes. All data is transmitted over SSL-encrypted connections. MySafetyFile is POPIA compliant — we collect only the information necessary to generate your safety file, and we do not sell your data to third parties.
Who can verify my safety file?+
Anyone with your file's reference number can verify it using the file verification system. This includes principal contractors, site managers, and Department of Labour inspectors.
Do you store my project documents or share them with third parties?+
No. We do not share your project information with third parties. Your project data is used only to generate your safety file. We comply fully with the Protection of Personal Information Act (POPIA).
What happens to my data if I close my account?+
Your account data is retained for a reasonable period in accordance with our Privacy Policy and POPIA requirements. You can request deletion of your personal data by contacting us at info@mysafetyfile.co.za.