Privacy Policy
Last updated: 27 December 2025
Safety Mind Limited (“SafetyMind”, “we”, “us”, or “our”) is committed to protecting your privacy and handling your personal data in a transparent and secure manner. This Privacy Policy explains how we collect, use, store, and protect personal data when you use the SafetyMind website, web portal, and mobile application (together, the “Platform”).
1. Who We Are
Safety Mind Limited provides a digital health, safety, environmental, and compliance management platform for construction contractors in the United Kingdom.
For the purposes of UK data protection law, Safety Mind Limited acts as:
- Data Controller for its own business data and platform users
- Data Processor when processing employee and site data on behalf of contractor clients
2. What Data We Collect
2.1 Personal Data
- Name, job title, employer
- Email address and phone number
- Login credentials (stored securely)
- Digital signatures
- Training records and certifications
- Health questionnaires and occupational health declarations
- Drug and alcohol testing records (where enabled by the client)
- Location data based on postcodes (no live GPS tracking)
2.2 Site & Operational Data
- Daily site diaries and inspection records
- Risk assessments, method statements, permits
- Incident, accident, and near-miss reports
- Photos and documents uploaded via the platform
- Plant and equipment pre-use checklists
- Delivery tickets and fuel usage records
2.3 Environmental & Social Value Data
- Mileage and delivery distance records
- Waste, water, and fuel usage data
- Carbon emissions calculations
- Social value metrics (including local employment distance calculations)
3. How We Use Your Data
- To provide and operate the SafetyMind Platform
- To support health, safety, and environmental compliance
- To generate reports, statistics, and KPIs
- To send alerts and notifications for expiring certifications
- To enable digital signatures and audit trails
- To improve platform functionality and user experience
- To meet legal and regulatory obligations
4. Legal Basis for Processing
- Legal obligation – compliance with UK health, safety, and environmental laws
- Contractual necessity – delivery of services to our clients
- Legitimate interests – improving safety, compliance, and system performance
- Consent – where explicitly required
5. Health & Special Category Data
Certain data, such as health questionnaires or drug and alcohol testing records, may be classified as special category data under UK GDPR. This data is collected only where legally required, securely stored, and access restricted.
6. Data Sharing
We do not sell personal data.
Data may be shared with:
- Authorised contractor administrators
- Regulatory authorities where legally required
- Trusted service providers (hosting, notifications, analytics)
- Professional advisers (legal or compliance)
7. Data Security
We implement appropriate technical and organisational measures including encryption, role-based access control, secure authentication, audit logs, and regular backups.
8. Data Retention
Data is retained only for as long as necessary to meet legal, contractual, and operational requirements within the construction industry.
9. Your Rights
Under UK GDPR, individuals have the right to access, correct, delete, restrict, or object to the processing of their personal data, subject to legal limitations.
10. Cookies
The SafetyMind platform uses cookies to support secure login sessions, platform functionality, and usage analytics. Cookie preferences can be managed via browser settings.
11. Children’s Data
SafetyMind is not intended for use by individuals under the age of 16, and we do not knowingly collect children’s personal data.
12. Changes to This Policy
We may update this Privacy Policy periodically. Any changes will be published on this page and, where appropriate, notified to users.
13. Contact Us
If you have any questions about this Privacy Policy or how your data is handled, please contact us at:
Email: safetymindstech@gmail.com