Privacy notice

Who we are

SafeMonday is operated by Raventech Ltd, a company registered in England and Wales. Raventech Ltd is the controller for the personal data described here.

Company number: TODO: add the Companies House number.

Registered office: TODO: add the registered office address.

Privacy questions: support@safemonday.com.

What this notice covers

It covers manager accounts, the mailing list, near-miss reports, toolbox-talk attendance, billing, and the diagnostics we use to run the service. It does not make a workplace compliant, and it is not advice about an employer’s own privacy notice to its workers. SafeMonday helps a workplace keep a record of near-miss reports, toolbox talks and who attended. That record can support evidence of instruction and consultation. It does not, by itself, make a workplace compliant with the health and safety law that applies where you operate.

Accounts

When a manager creates an account we store the email address, an optional name, and later the organisation name, site name and country. Sign-in is a magic link. We do not ask for a password. The lawful basis is contract: we need the account to provide the service the organisation asked for.

A new account, and anyone who joins the mailing list, is added to our ActiveCampaign list when that integration is switched on. We send the email, first name if we have it, and the organisation, site and country as tags when we have them. ActiveCampaign is used to keep that contact list. You can ask us to remove you.

Reports and attendance

A near-miss report stores what happened, where, a severity, an optional note, and optional photo or voice files. If the person chooses anonymous, no name is stored, even if one was typed. We do not store an IP address with the report. A photo or a voice note can still identify someone, and the form says so before they attach one.

Signing in to a talk stores the name the person types, the time, and an optional signature image. The organisation’s managers can read and export that record. The organisation decides the lawful basis for collecting worker information and should tell people what the poster is for. We process those records on the organisation’s instructions in order to provide the product.

Billing

Card payments are handled by Stripe. We store the Stripe customer and subscription identifiers, the plan, the currency and the subscription status. We do not store card numbers. Stripe’s own privacy notice covers the payment data they hold.

Other processors

Records and files sit in Supabase when it is configured. The app is hosted on Cloudflare Workers. Transactional email goes through Resend when that is switched on; otherwise it is not sent to a third party. When a model drafts a talk, it receives what happened, where, the severity and the note. It does not receive the reporter’s name. If the model is unavailable, the draft is written inside the app. PostHog and Sentry run only when their keys are set. Each of those providers processes data only for the purpose above.

Some of those providers store data outside the United Kingdom. Where a transfer needs a safeguard, we rely on the provider’s UK transfer arrangements, such as the UK International Data Transfer Addendum or standard contractual clauses, rather than inventing a separate scheme.

How long we keep it

Account, report and attendance data stay while the organisation is a customer. After the account closes we delete or anonymise it unless we still need it to defend a claim or to meet a legal duty. Billing records are kept for as long as UK tax rules require. Mailing-list contacts stay until you ask to be removed or the list is deleted.

Your rights

If we are the controller, you can ask for a copy of your personal data, ask us to correct it, delete it, or restrict it, and you can object to direct mail. You can complain to the Information Commissioner’s Office (ico.org.uk). Where the organisation you work for is the controller of a report or an attendance record, ask them first; we will help them respond.

Children

The product is for people who run a workplace. It is not directed at children.