SafetyQuest Logo SafetyQuest

Privacy Policy

Effective date: 2026-01-25 Applicable law: Protection of Personal Information Act, 2013 (POPIA)

Safety Quest cc (“Safety Quest”, “we”, “us”, or “our”) operates the Safety Quest platform used to generate and manage contractor safety documentation (the “Service”). This Privacy Policy explains how we collect, use, disclose, and safeguard personal information.

By using the Service, you agree to the processing of personal information in accordance with this Policy.

1. Who We Are

Safety Quest cc is a South African service provider offering document-generation and management tools for contractor safety files.

For purposes of POPIA, Safety Quest acts primarily as:

  • Responsible Party for account, billing, and platform data; and
  • Operator where we process personal information uploaded by users into Safety Files on their behalf.

2. Information We Collect

We collect personal information in the following categories:

2.1 Account Information

  • Name and surname
  • Email address
  • Phone number
  • Company or employer details
  • Billing information (handled by secure third‑party payment processors)

2.2 Safety File Content (User-Submitted Data)

Users may upload or generate Safety Files that contain personal information of contractors, employees, visitors, or subcontractors, such as:

  • Identification details
  • Contact details
  • Employment or contractor information
  • Training records, medical fitness confirmations, incident records, or other compliance documentation

You warrant that you are lawfully authorised to upload such information.

2.3 Usage and Technical Data

  • IP address
  • Device and browser information
  • Log data and timestamps
  • Pages accessed and feature usage

2.4 Cookies and Tracking

We use cookies and similar technologies for:

  • Session management
  • Security
  • Performance analytics (Google Analytics)
  • Advertising and marketing measurement (Meta/Facebook Pixel)

Analytics and advertising cookies collect information such as your IP address, device and browser information, and how you interact with our website. This information is shared with the relevant provider (Google or Meta), who may process it on servers outside South Africa and may combine it with other information they hold about you, subject to their own privacy policies.

You may disable cookies in your browser, but some features may not function correctly. The specific cookies we use and their lifespans are listed in our Cookies Policy.

3. How We Use Personal Information

We process personal information to:

  • Provide, operate, and maintain the Service
  • Generate and store Safety Files
  • Process payments and manage subscriptions
  • Provide support and customer communication
  • Improve system performance and security
  • Detect fraud, abuse, or technical issues
  • Measure the effectiveness of our marketing and advertising
  • Comply with legal obligations

We do not sell personal information.

4. Lawful Basis for Processing

Under POPIA, we process information on the basis of:

  • Performance of a contract (providing the Service)
  • Compliance with legal obligations
  • Legitimate business interests (security, improvement, fraud prevention)
  • Consent, where required (e.g., marketing communications)

5. Sharing of Information

We may share personal information with:

  • Payment processors for billing
  • Cloud hosting and IT providers who support our infrastructure
  • Analytics and advertising providers (Google and Meta) in respect of the usage and tracking data described in section 2.4
  • Professional advisors (legal, accounting) under confidentiality
  • Regulatory or law enforcement authorities where legally required

All service providers are required to protect personal information.

6. Cross-Border Transfers

Personal information may be processed on servers located outside South Africa. Where cross-border transfers occur, we take reasonable steps to ensure adequate data protection safeguards consistent with POPIA.

7. Data Retention

We retain personal information only for as long as necessary to:

  • Provide the Service
  • Meet legal, tax, or regulatory requirements
  • Resolve disputes and enforce agreements

Users are responsible for exporting or retaining copies of Safety Files required for statutory recordkeeping.

8. Security Measures

We implement reasonable technical and organisational safeguards, including:

  • Access controls
  • Encrypted connections (HTTPS)
  • Secure hosting environments
  • Role-based permissions

However, no system is completely secure, and we cannot guarantee absolute security.

9. Your Rights Under POPIA

Subject to legal limitations, you have the right to:

  • Access your personal information
  • Correct or update inaccurate information
  • Request deletion where lawful
  • Object to certain processing
  • Withdraw consent (where consent is the basis)
  • Lodge a complaint with the Information Regulator of South Africa

Requests may be submitted via our contact details below. We may verify your identity before responding.

10. User Responsibilities

Where you upload personal information of employees, contractors, or third parties, you are responsible for:

  • Ensuring lawful collection and disclosure
  • Providing required notices
  • Obtaining any necessary consents

Safety Quest acts only as a platform operator for such information.

11. Children’s Information

The Service is not intended for individuals under 18. We do not knowingly collect children’s personal information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Continued use of the Service after updates take effect constitutes acceptance.

13. Contact Information

For privacy-related requests or questions, contact Safety Quest through the Service or official contact channels provided on our website.