This privacy policy (Policy) sets out how Safety Suite Pty Ltd ACN 093 606 770 (Safety Suite or we, our, us) collects and treats your personal information. SafetySuite respects your privacy and is committed to protecting information. We provide a range of modules designed to meet organisational Safety requirements. This privacy policy explains how we collect, store, use and disclose your personal information regarding individuals who interact with the SafetySuite Cloud Service. The policy also explains where and why your information may be disclosed to third parties, and the security measures used by SafetySuite to help protect your personal information. This Privacy Policy is guided by the Australian Privacy Principles that are the cornerstone of the privacy protection framework in the Privacy Act 1988 (Cth) (Privacy Act).   
  
By providing us with personal information, you consent to the terms of this Policy and the types of disclosure covered by this Policy. Where we disclose your personal information to third parties, we will request that the third party follow this Policy regarding handling your personal information.  
  
It is helpful to understand that SafetySuite acts as a data processor in the delivery of the SafetySuite Cloud Services. This means that SafetySuite processes personal data on behalf of the customer (organisation). The organisation acts as a data controller and determines the purposes and means of processing personal data. SafetySuite Cloud Service ensures the security and accessibility of the information in alignment with the Australian Privacy Principles.   
 
What is Personal Information?  
  
Personal information is any information or an opinion about an identified individual or an individual who can be reasonably identified from the information or opinion. Information or an opinion may be personal information regardless of whether it is true.  
  
Personal Information We Collect 
  
The types of personal information we collect depends on the nature of our engagement with you. Examples of personal information we may collect include, but are not limited to:  
(a) name  
(b) email address  
(c) home or work addresses  
(d) work information (e.g. employer, your role / position)  
(e) gender  
  
If you do not provide us with your personal information, we may not be able to provide you with our products or services, communicate with you or respond to your enquiries.  

  

How Do We Collect Your Personal Information  
  
We collect personal information from you in a variety of ways, including:  
(a) when you interact with us electronically or in person;  
(b) when you access our website or use our products or services;  
(c) when we provide our products or services to you (or your employer or other organisation); and  
(d) we may receive personal information from your employer or third parties. If we do, we will protect it as set out in this Policy.  
  
Only necessary information is collected to enable us to interact with you and provide our products and services.   
  
We may collect information about how you access, use and interact with our website, including by using a range of tools such as Google Analytics or other web analytic tools. 

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We use cookies on the website. A cookie is a small text file that the website may place on your device to store information. We may use persistent cookies (which remain on your computer even after you close your browser) to store information that may speed up your use of our website for any of your future visits to the website. We may also use session cookies (which no longer remain after you end your browsing session) to help manage the display and presentation of information on the website. You may refuse to use cookies by selecting the appropriate settings on your browser.  However, please note that if you do this, you may not be able to use the full functionality of the website.  

  
How We Use Personal Information 
  
Personal information is used in the provision of our products and services and to comply with our legal and contractual obligations. 
  

Who Do We Disclose Your Personal Information To, And Why?   
  
We may disclose personal information for the purposes described in this Policy to:  
(a) our employees and related bodies corporate;  
(b) third party suppliers and service providers (including providers for the operation of our website and/or our business or in connection with providing our products and services to you);  
(c) our existing or potential agents, business partners or professional advisors.  
  
We may also disclose personal information where (i) we are required or authorised by law to do so; (ii) you have expressly consented to the disclosure or the consent may be reasonably inferred from the circumstances; or (iii) we are otherwise permitted to disclose the information under the Privacy Act.  

  
SafetySuite will not access your personal information for any reason other than described in this Policy, and only when expressly authorised by you or your organisation (where applicable).   
  
If there is a change of control in our business or a sale or transfer of business assets, we reserve the right to transfer to the extent permissible at law our user databases, together with any personal information and non-personal information contained in those databases. This information may be disclosed to a potential purchaser under an agreement to maintain confidentiality. We would only disclose information in good faith and where required by any of the above circumstances. 

  

Do We Use Your Personal Information For Marketing?
 

We will use your personal information to offer you products and services we believe may interest you, but we will not do so if you tell us not to. [These products and services may be offered by us, our related companies, our other business partners or our service providers.]    
 

Where you receive electronic marketing communications from us, you may opt out of receiving further marketing communications by following the opt-out instructions provided in the communication.  

  
How We Store and Security of Personal Information  
  
We store most personal information about you in computer systems and databases operated by either us or our external service providers.  
  
We take active measures to protect the personal information we hold from misuse, interference and loss, and from unauthorised access, modification or disclosure. Our reasonable steps include both technical and organisational measures, such as: 
 

• Technical: encryption in transit and at rest, network segmentation, web application firewalls, DDoS mitigation, endpoint protection, vulnerability management and secure software development practices.  

• Organisational: staff training, access governance (IAM/MFA/RBAC), vendor due diligence, incident response and breach management procedures.  
   
   

Where personal information is no longer needed for any purpose permitted under the APPs, we will take reasonable steps to destroy it irretrievably or to de-identify it, unless retention is required by law or court/tribunal order. Our destruction and de-identification processes include secure wiping/sanitisation of media, shredding and pulping of physical records, and application of appropriate de-identification techniques.  

  

Data Processing  
  
The organisation will be responsible for meeting any legal requirements applicable to content uploaded/submitted to the SafetySuite Cloud Service. This could include establishing a legal basis for processing, providing individuals or regulatory authorities with sufficient information about their personal data, and responding to data rights requests concerning the personal data they control.   
  
If you would like to make any requests or queries regarding personal data we process on your organisation’s behalf, including accessing, correcting or deleting your data, please contact your organisation’s support directly.   
  
Artificial Intelligence Systems  
 

SafetySuite uses artificial intelligence systems and tools in the delivery and support of our Services. Any information that is input into these AI systems, or that appears within AI‑generated outputs, is handled in accordance with the Australian Privacy Principles (APPs) and the Privacy Act 1988 (Cth).  

When we deploy AI tools—such as chatbots, content‑generation systems, or productivity assistants—we take active steps to identify and manage privacy risks. Our measures include:  
 
 

• Conducting Privacy Impact Assessments (PIAs) before implementing AI tools.  

• Maintaining human oversight where personal information is involved.  

• Ensuring transparency when users interact with AI‑enabled features.  

• Applying appropriate security safeguards throughout the AI lifecycle.  

• Restricting access so only authorised users/systems can submit or retrieve data.  

  

All personal information processed by or through AI systems is subject to the same protections and obligations described in this Privacy Policy. AI‑generated outputs that include or infer personal information are treated as personal information for the purposes of the APPs.  
 
How You Access And Control Your Information  
  
Our products and services are intended for use by organisations. Where our products and services are made available to you through our customer (your organisation), that organisation is the data controller of your personal data, and therefore your data privacy questions and requests should initially be submitted to your organisation in its capacity as your data controller. SafetySuite is not responsible for the organisation’s privacy or security practices.  
  
Where we hold your personal information for other reasons, you may access or request correction of the personal information that we hold about you by contacting us. Our contact details are set out below. There are some circumstances in which we are not required to give you access to your personal information.  
 

There is no charge for requesting access to your personal information, but we may require you to meet our reasonable costs in providing you with access (such as photocopying costs or costs for time spent on collating large amounts of material).  

We will respond to your requests to access or correct personal information in a reasonable time and will take all reasonable steps to ensure that the personal information we hold about you remains accurate and up to date.  

We reserve the right to refuse to provide you with information that we hold about you, in certain circumstances set out in the Privacy Act.  
 

Policy Changes  
  
SafetySuite may make changes to this Policy as required by our business operations and the changing international regulations. All changes to this Policy are at our sole discretion and all modifications will be effective immediately upon posting of the modifications on our website. Please check back from time to time to see if there have been any changes made.   
  
Questions, Concerns, Or Complaints  
  
If you have any questions or concerns about our collection, use or disclosure of personal information, or if you believe that we have not complied with this Privacy Policy or the Act, please contact us (our contact details are set out below).  Our team will investigate the complaint and determine an appropriate response.   
  
We take any privacy complaint seriously. We will work in collaboration during this process with all relevant information you have provided.   
  
We expect our procedures will deal fairly and promptly with your complaint. However, if you remain dissatisfied, you can also make a formal complaint with the Office of the Australian Information Commissioner (which is the regulator responsible for privacy in Australia).   
  
Complaints must be made in writing.  
  
Phone:    1300 363 992   
Mail:         Director of Compliance   
                    Office of the Australian Information Commissioner   
                    GPO Box 5218   
                    Sydney NSW 2001   
  
Website:  www.oaic.gov.au   
  
Contact Us  
  
Please direct any privacy issues or queries to SafetySuite by emailing:   
  
privacy@safetysuiteglobal.com