Privacy Policy | MySafetyFile

My Safety File, a division of Business Made Safe Holdings (Pty) Ltd ("MySafetyFile", "we", "us", or "our"), is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and all applicable South African privacy legislation.

This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and your rights as a data subject. By using our website (mysafetyfile.co.za) or our application (app.mysafetyfile.co.za), you consent to the practices described in this policy.

1. Who we are

The responsible party for your personal information is:

Company: Business Made Safe Holdings (Pty) Ltd
Trading as: MySafetyFile
Address: Junction Corner of Stanley & Dock Rd, Cape Town, South Africa
Email: info@mysafetyfile.co.za

2. What personal information we collect

We collect the following categories of personal information:

Account and registration information

Full name
Email address
Phone number (optional)
Company name and registration details
Password (stored in hashed form — we never store plaintext passwords)

Project and safety file information

Construction site address
Contractor details
Scope of work
Project dates
Names of persons appointed in safety roles

Payment information

Payment transactions are processed by our payment service providers (Peach Payments and its gateway partners). We do not store your card details. We retain a record of successful transactions for accounting and support purposes.

Usage information

IP address and approximate location
Browser type and version
Pages visited and time spent
Referring URL

3. Why we collect your personal information

We collect and process your personal information for the following purposes:

To create and manage your account
To generate your safety file documents
To process payments
To provide customer support
To send transactional communications (order confirmations, receipts)
To send service updates where you have consented
To improve our platform and services
To comply with legal obligations

We will not process your personal information for any purpose incompatible with the purposes listed above without obtaining your consent.

4. Legal basis for processing

We process your personal information on the following grounds:

Contract performance: Processing necessary to provide the services you have purchased or registered for
Legitimate interest: Improving our platform and preventing fraud
Legal obligation: Complying with South African tax and financial record-keeping requirements
Consent: Where you have opted in to marketing communications

5. How we share your personal information

We do not sell your personal information. We share it only in the following circumstances:

Service providers: We use third-party service providers to help us operate our platform, including payment processors, cloud hosting providers, and email delivery services. These providers are bound by data processing agreements and may only process your information as instructed by us.
Legal requirements: We may disclose personal information where required to do so by law, court order, or government authority.
Business transfer: In the event of a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction. We will notify you before your information is transferred.

6. How long we retain your information

We retain your account information for as long as your account is active, and for a period of five years after account closure to comply with South African financial record-keeping requirements.

Safety file documents generated on our platform are retained for one year from the date of generation, after which they may be deleted. You should download and store your safety file documents separately.

7. Your rights under POPIA

Under POPIA, you have the right to:

Access: Request a copy of the personal information we hold about you
Correction: Request that inaccurate information be corrected
Deletion: Request that your personal information be deleted, subject to our legal retention obligations
Objection: Object to the processing of your personal information on grounds relating to your particular situation
Withdraw consent: Where processing is based on consent, withdraw that consent at any time
Lodge a complaint: Lodge a complaint with the Information Regulator of South Africa

To exercise any of these rights, contact us at info@mysafetyfile.co.za. We will respond within 30 days.

8. Cookies and tracking

Our website uses cookies and similar tracking technologies to improve your experience. We use:

Essential cookies: Required for the site to function (session management, security)
Analytics cookies: To understand how visitors use our site (with your consent)

You can control cookie settings through your browser. Disabling essential cookies may affect the functionality of our platform.

9. Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, disclosure, alteration, or destruction. These include encryption in transit (HTTPS), hashed password storage, and access controls limiting who within our organisation can access personal data.

No system is completely secure. If you suspect a breach involving your account, contact us immediately at info@mysafetyfile.co.za.

10. Third-party links

Our website contains links to third-party websites (including our payment processor and app platform). We are not responsible for the privacy practices of those sites and recommend you review their policies before providing personal information.

11. Changes to this policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes by email. The current version is always available at mysafetyfile.co.za/legal/privacy-policy/.

12. Contact and complaints

For privacy-related queries or to exercise your data subject rights, contact us at:

Email: info@mysafetyfile.co.za
Address: Junction Corner of Stanley & Dock Rd, Cape Town, South Africa

You also have the right to lodge a complaint with the Information Regulator of South Africa at inforeg.org.za.