Privacy Policy

1. Introduction

This policy explains what LifeSafety.ai Limited does with personal data — what we collect, why we hold it, who sees it, and what you can ask us to do about it. It covers our website, our iOS and Android apps, and the health and safety platform our customers log into (the "Platform").

We are registered in England and Wales and based in Milton Keynes. Our processing is governed by the UK General Data Protection Regulation, the Data Protection Act 2018 and, for cookies and electronic marketing, the Privacy and Electronic Communications Regulations 2003.

One distinction matters throughout. For data about you as a visitor, enquirer or account holder, we are the controller — we decide why it is processed. For the safety records your employer uploads to the Platform (risk assessments, incident reports, training records and so on), your employer is the controller and we are the processor acting on their instructions. If your query concerns records held by your employer, they are usually the right first point of contact.

2. Who we are

3. What we collect

What we hold depends on how you deal with us. Browsing the site leaves far less behind than running a site team on the Platform.

3.1 Information you give us

• Account information: Name, email address, telephone number, job title, company name, and business address
• Billing information: Payment card details, billing address, VAT number
• Communications: Information you provide when contacting our support team
• Platform content: Data you upload including risk assessments, incident reports, training records

3.2 Information collected automatically

• Device information: IP address, browser type, operating system, device type
• Usage data: Pages visited, features accessed, actions taken
• Log data: Server logs including access times and system activity

3.3 Mobile app data

The apps ask for a few permissions that the website does not, because reporting an incident from a live site needs a camera and a location. Each is used only for the feature it belongs to, and each can be withdrawn in your device settings.

• Contact information: Name, email address, and phone number for account authentication and communication purposes
• Location data: Precise location when you use location-based features such as incident reporting, site diary entries, or check-in. Location access can be controlled via your device settings.
• Photos and videos: Camera and photo library access to attach evidence to incident reports, safety inspections, and audit documentation
• User-generated content: Text, audio recordings, and other content you create in the app, including reports, notes, and safety observations
• Device identifiers: Unique device ID, advertising identifier (where permitted), and push notification tokens
• User ID: Internal account identifier linking your app activity to your LifeSafety.ai account

We use this for the features themselves — incident reporting, location tagging, photo uploads — and, in aggregate, to see which features get used and where the app crashes. Our collection follows the Apple App Store and Google Play privacy requirements.

4. Why we are allowed to process it

UK GDPR requires a lawful basis for each purpose. Ours are:

• Performance of a contract — running your account, providing the Platform, taking payment, and supporting you when something breaks.
• Legitimate interests — keeping the service secure, investigating misuse, fixing faults, and understanding which features earn their place. We weigh this against your interests, and you can object (see section 10).
• Legal obligation — tax and accounting records, and responding to lawful requests.
• Consent — marketing emails and non-essential cookies. You can withdraw consent whenever you like, without affecting what came before.

5. How we use your information

In practice, that means we use your data to create and administer accounts, deliver the Platform and its modules, process payments and issue invoices, answer support requests, send service messages such as maintenance and security notices, investigate incidents affecting the service, and produce aggregate statistics that tell us what to build next.

We do not use your safety records to build advertising profiles, and we do not make decisions about you by automated means that produce legal or similarly significant effects.

6. Who we share it with

We do not sell personal data, and we never have. We do rely on a small number of suppliers to run the service — cloud hosting, payment processing, email delivery, error monitoring and customer support tooling. They act on our written instructions, may only use the data to perform their service, and are bound by contract to protect it.

Beyond that, we disclose personal data only where the law requires it, where it is necessary to establish or defend legal claims, to protect someone's safety, or where you have asked us to. If our business is ever sold or reorganised, data may transfer with it; you would be told, and this policy would continue to apply until replaced.

7. Where your data is held

Where your data lives depends on where you are. Customers in the UK and Europe are hosted in UK data centres; customers in the United States are hosted in US data centres. Your data stays in its home region — we do not move a European tenant onto US infrastructure, or the reverse. Other regions are available on request.

Some limited transfers still happen — a supplier with support teams in another country, for instance. Where that involves data leaving its home region we put safeguards in place first, including the UK International Data Transfer Agreement or Standard Contractual Clauses, and assess the destination before anything moves.

8. How long we keep it

We keep personal data for as long as your account is active, and afterwards only where we still need it — to meet accounting and tax obligations, to resolve disputes, or to enforce our agreements. Safety records uploaded by a customer are retained according to that customer's own retention policy, since they control them; on request at the end of a contract we return or delete them. Marketing contact details are removed once you unsubscribe. Server logs are held for a short operational period and then discarded.

9. Keeping it secure

Data is encrypted in transit (TLS 1.2 or above) and at rest (AES-256). Access inside the Platform is role-based, administrator accounts require multi-factor authentication, and staff access to production systems is limited to those who need it for their job.

Around that we run regular security assessments and penetration testing, train staff on data protection, keep documented incident-response procedures, and take regular backups with disaster recovery in mind. No system is perfectly secure, so if a breach ever affects your rights we will tell the ICO within 72 hours where required, and tell you where the risk to you is high.

10. Your rights

Under UK GDPR you can ask us to:

• Give you a copy of the personal data we hold about you
• Correct anything inaccurate or incomplete
• Erase data we no longer have a good reason to keep
• Restrict how we process it while a question is resolved
• Port it to you, or another provider, in a machine-readable format
• Stop processing based on legitimate interests, and stop direct marketing outright
• Withdraw consent you previously gave

Email privacy@lifesafety.ai and we will respond within one month. There is no charge unless a request is manifestly unfounded or excessive. We may need to confirm your identity first. If we hold the data as a processor for your employer, we will point you to them and help them answer.

If you are unhappy with how we have handled things, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would rather you came to us first so we can put it right.

10.1 Mobile app controls

• Device permissions: Revoke camera, location, or photo library access in your iOS or Android settings at any time
• Push notifications: Turn off notification permissions in device settings
• Data export: Request a copy of your app data in your account settings, or email privacy@lifesafety.ai
• Account deletion: Email support@lifesafety.ai with the subject "Delete Account"

11. Cookies

Analytics and other non-essential cookies only run once you accept them, and you can change your mind at any time. Our Cookie Policy lists what each one does.

12. Changes to this policy

We update this policy when our processing changes or the law moves. The date at the top always reflects the current version, and if a change materially affects you we will say so directly rather than rely on you noticing.

13. Contact us