Data & Privacy
What SafetySmartAI collects, where it goes, and how to have it removed
Last updated: October 2026
Data we collect
Account details
Includes: Your name, email address, and app role
Why we use it: To create and secure your account, sign you in, and address notifications to you.
Required to use the app
People named in your records
Includes: Employee names, employee or badge IDs, job titles, department, site, and the owner, supervisor, or invite emails you add
Why we use it: Training, competency, certification, and incident records have to show who was involved, and reminders need somewhere to go.
Optional — records accept an employee ID instead of a name
Health and injury records
Includes: Injury and illness details recorded on OSHA forms (body part, treatment, days away, outcome), respirator fit tests, hearing conservation, bloodborne pathogen exposures, occupational health entries, and drug and alcohol test results
Why we use it: Regulatory recordkeeping and follow-up, exactly as you choose to record it.
Optional — only what you enter
Photos you upload
Includes: Photos attached to observations, incidents, inspections, and field records
Why we use it: To keep the evidence with the record it belongs to.
Optional
Files and documents you upload
Includes: Safety data sheets, training material, certificates, evidence files, and documents saved into the app
Why we use it: To keep your document library and supporting evidence in one place, and to summarize documents you ask about.
Optional
What you type, and the AI output
Includes: Prompts, incident descriptions, observations, and meeting notes you write, plus the documents, analyses, and answers generated from them
Why we use it: To produce the document or answer you asked for, and to show your recent queries back to you.
Optional — you choose what to write
Subscription records
Includes: Plan, billing cycle, status, purchase history, and monthly usage counts
Why we use it: To manage your plan, allowances, and billing. Card details are entered on the Base44 Payments checkout page and never reach the app.
Required for paid plans
Where your data goes
Our cloud platform
Your account, records, and uploads are stored on the hosting and database providers the app runs on.
AI processing
Text, photos, and documents you submit for a document, analysis, or answer are processed by AI models through our AI provider to produce that result.
Base44 Payments
Subscription charges are handled on the Base44 Payments checkout page. We receive the plan and purchase record, never your card details.
Your own Google Drive
Only when you press Save to Drive, and only with your permission, the document is written into your own Drive.
Email delivery
Reminders, alerts, and reports are emailed to the address on your account, or to the owner and supervisor addresses you add.
When the law requires it
We disclose data only where we are legally required to, or to protect someone from serious harm.
Everything listed above leaves your device only so the app can do what you asked of it. We do not sell your data.
What we never do
- The app shows no advertising and contains no advertising SDKs.
- We never read your Advertising ID or any device identifier.
- We do not track your location.
- We do not access your contacts, calendar, or call logs.
- We do not record or store audio or video. Voice dictation uses your device, and no recording reaches us.
- We do not collect biometric data.
- We do not sell your data, and we do not share it with data brokers.
How we protect it
Encryption and access
All traffic between your device and the app is encrypted in transit over HTTPS. Evidence photos and personal records are held in private storage and opened only through short-lived links, and every account is isolated so you see your own records.
How long we keep it
Account and record data is kept while your account is open. Usage history and generated content are kept for up to 12 months. Deletion requests remove your data sooner.
Deleting your data
Delete your account in the app
- Open Branding & Account from the side menu.
- Scroll to the Delete Account panel and choose Delete My Account.
- Confirm. Your account, profile, subscription record, and the records you created are permanently removed.
What deletion covers
- Your account, profile, and subscription record are removed.
- The records you created, including their details and attachments, are removed.
- Records that another person in your organization created stay with their account.
- A minimal audit history of record changes is retained for safety and compliance purposes.
Ask us to delete instead
You can also ask us to remove specific records, uploads, or your whole account without closing it. Send the request through our contact page and we will confirm once it is done, normally within 30 days.
Questions about your data
Reach us through the contact page for any access, correction, or deletion request. We aim to respond to every privacy inquiry within 30 days.