Privacy Policy

This policy is issued by Proper Safe Limited (company number 9393444, NZBN 9429053336729) of Upper Hutt, Wellington, New Zealand. It covers the ProperSafe app portal, the ProperSafe and NeuroSafe applications, and our public websites. Questions and requests: tom.jones@propersafe.co.nz.

• Account information— your name and email address (and, if you sign in with Google, the profile details Google shares), plus your organisation's name and membership. Sign-in is managed by our identity provider, Clerk; we never see or store your password.
• Content you add to the apps — for example hazardous substance registers, uploaded safety data sheets and photos, bow-tie analyses, SOPs, documents you submit for review, and organisation settings such as your logo and contact details. This is mostly business information, but it can include personal information (like names on documents).
• Billing information — subscriptions and payments are processed by Stripe. We store your subscription status and billing history references; your card details go directly to Stripe and never touch our systems.
• Usage and technical information — sign-in events, feature usage (for example AI-credit metering), device and browser information, IP addresses, and server logs used for security and troubleshooting.
• Correspondence — anything you send us by email or through support.

We collect and use this information to:

• provide, operate and support the apps;
• manage accounts, organisations and subscriptions;
• process payments and prevent fraud;
• secure the Services — authentication, access control and abuse detection;
• improve the Services, using aggregated or de-identified information wherever possible;
• communicate with you about the Services, including important service and billing notices; and
• meet our legal obligations.

We do not sell personal information, and we do not use your content for advertising.

Some features send the content you submit (for example a safety data sheet, a photo of a product label, or a document you want reviewed) to third-party AI providers — currently OpenAI, Anthropic and Google Cloud (Document AI) — to power the feature, and product-name queries to a search provider to help locate safety data sheets. We use these providers' business/API services under terms that do not permit them to use your content to train their models. Avoid submitting personal information to AI features where it isn't needed for the task.

We share information only with the service providers we use to run the Services, and only for the purposes above:

• Clerk — sign-in, accounts and organisations;
• Supabase (on AWS infrastructure) — databases and file storage;
• Vercel — application hosting;
• Stripe — payments, subscriptions and GST invoicing;
• OpenAI, Anthropic and Google Cloud — AI features, as described above;
• Search providers — product-name lookups for safety data sheets.

We may also disclose information where the law requires it, or as part of a sale or restructure of our business (in which case this policy continues to apply). Remember that content you add to an organisation's workspace is visible to the other members of that organisation.

Our service providers store information on cloud infrastructure that may be located outside New Zealand (including Australia and the United States). Where personal information is held offshore, we rely on providers that are subject to comparable privacy safeguards and contractual protections, as the Privacy Act 2020 requires. See our Security & Privacy page for how data is protected in transit and at rest.

The apps use essential cookies to keep you signed in and secure — primarily the session cookies set by our identity provider, which work across the ProperSafe apps so one login covers all of them. We don't use advertising or cross-site tracking cookies. If we add analytics cookies in future, we'll update this policy first.

We keep information while your account or organisation is active and for as long as needed for the purposes above. If your organisation is closed, we may delete its content after a reasonable period (normally 90 days); residual copies may persist briefly in backups before cycling out. Billing records are kept as long as tax law requires.

Under the Privacy Act 2020 you may ask for access to, or correction of, personal information we hold about you. Email tom.jones@propersafe.co.nzand we'll respond as soon as we reasonably can (and within any timeframe the Act requires). You can also unsubscribe from any non-essential email using the link in the message.

If you're not satisfied with our response, you can complain to the Office of the Privacy Commissioner (privacy.org.nz).

The Services are workplace tools for businesses and are not directed at children. We don't knowingly collect personal information from anyone under 16.

We may update this policy from time to time. We'll post the updated version here with a new “last updated” date, and for material changes we'll give notice in the portal or by email.