Privacy Policy
Safety Assistance Limited
Effective Date: 8 October 2026
Last Updated: 8 October 2026
1. Introduction
Safety Assistance Limited (“Safety Assistance”, “we”, “us” or “our”) is committed to protecting your privacy and handling your personal information responsibly, securely and transparently.
This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit our websites, use our software applications, engage our consultancy services or otherwise interact with us.
This Privacy Policy applies to:
- Safety Assistance Limited: www.safetyassistance.co.uk – our corporate website and health and safety consultancy services.
- Fast RAMS: www.fastrams.com – our risk assessment and method statement (RAMS) creation and management software.
- Safety Mate®: www.safetymate.co.uk – our health and safety management software platform.
- Any associated mobile applications, online portals, digital services and communications operated by Safety Assistance Limited.
Throughout this Privacy Policy, these are collectively referred to as our “Services”.
We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (as amended) and the Privacy and Electronic Communications Regulations (PECR), where applicable.
Please read this policy carefully to understand how we handle your personal information and your rights.
2. Who We Are
Safety Assistance Limited is a company registered in England and Wales under company number 14664242.
Our registered office is:
Safety Assistance Limited
54 St James Street
Liverpool
L1 0AB
United Kingdom
Email: info@safetyassistance.co.uk
Telephone: 0333 335 5187
Website: www.safetyassistance.co.uk
For the purposes of applicable data protection legislation, Safety Assistance Limited is generally the Data Controller for personal information collected through its corporate website, business operations, customer relationships and direct communications.
Where we process information on behalf of a business customer through Fast RAMS or Safety Mate®, we may act as a Data Processor, with the customer acting as the Data Controller.
Our responsibilities in such circumstances are governed by applicable data processing agreements and contractual arrangements.
3. Information We Collect
The personal information we collect depends on how you interact with our Services.
3.1 Personal and Contact Information
When you contact us, request information, arrange a consultation, book a demonstration or register for our Services, we may collect:
- Full name
- Email address
- Telephone number
- Postal or business address
- Company or organisation name
- Job title or professional role
- Number of employees or business locations
- Details of your enquiry or service requirements
- Correspondence and communications with us
3.2 Account and Registration Information
When using Fast RAMS, Safety Mate® or other account-based Services, we may collect:
- Name and account identifiers
- Email address and login credentials
- Company or organisation details
- Job title, department or assigned responsibilities
- Account preferences and settings
- Subscription and account status
- User roles and access permissions
- Account activity and relevant audit records
We use this information to create and administer accounts, authenticate users, manage access and deliver our Services.
3.3 Health and Safety Information
Our software applications and consultancy services may involve the collection, creation, storage or processing of workplace health and safety information.
Depending on the Services used, this may include:
- Risk assessments and method statements
- Workplace inspections and audits
- Health and safety policies and procedures
- Training and competency records
- Employee and contractor information
- Accident, incident and near-miss reports
- Site and workplace information
- Photographs, attachments and supporting documentation
- Safety observations, corrective actions and compliance records
- Document acknowledgements, approvals and electronic signatures
Some records may contain personal information about employees, contractors, visitors or other individuals.
Certain records, such as accident reports and occupational health information, may also contain special category personal data, including health information.
Where we process such information on behalf of an organisation, that organisation will generally be responsible for determining the lawful basis for processing and ensuring that appropriate privacy information is provided to affected individuals.
Where Safety Assistance Limited acts as a Data Controller for such information, we will ensure that an appropriate lawful basis and, where required, an additional condition for processing special category data apply.
3.4 Payment and Transaction Information
When you purchase or subscribe to our Services, we may collect and process:
- Billing name and address
- Subscription and payment status
- Transaction references
- Payment history
- Invoices and receipts
Payments may be processed by third-party payment providers, including Stripe, Apple In-App Purchases and Google Play, depending on the Service and purchasing method.
We do not directly store complete payment card numbers or card security codes.
Payment providers process relevant financial information under their own privacy policies and applicable security requirements.
3.5 Technical and Usage Information
When you access our websites or applications, certain technical information may be collected automatically, including:
- Internet Protocol (IP) address
- Browser type and version
- Device type and operating system
- Device and application identifiers
- Pages visited and features used
- Date, time and duration of interactions
- Application performance information
- Error reports, diagnostic data and crash logs
- Security-related events and authentication activity
We use this information where necessary to operate, maintain, secure, troubleshoot and improve our Services.
3.6 Information You Provide Through Communications
If you contact us through email, telephone, website forms, customer support or other communication channels, we may retain information contained in those communications to respond to your enquiry, maintain records and provide support.
3.7 Information From Other Sources
We may also receive personal information from your employer, organisation administrator, authorised account users, business partners or service providers.
For example, an organisation may create accounts for its employees or upload workplace records to Fast RAMS or Safety Mate®.
Where this occurs, our handling of that information will depend on our role as Data Controller or Data Processor and the applicable contractual arrangements.
4. How We Use Your Personal Information
We process personal information for legitimate business purposes and only where we have an appropriate lawful basis.
These purposes include:
Providing our Services
To deliver consultancy services, operate our websites and applications, manage user accounts, generate documents and provide requested software functionality.
Managing Customer Relationships
To respond to enquiries, arrange demonstrations, provide quotations, manage subscriptions and maintain customer relationships.
Processing Payments
To administer purchases, payments, invoices, refunds and subscriptions.
Providing Customer Support
To investigate technical issues, resolve enquiries, respond to complaints and provide assistance.
Improving Our Services
To understand how our websites and applications are used, identify problems, improve performance and develop new functionality.
Maintaining Security
To protect our systems, detect unauthorised access, prevent fraud and maintain the integrity of our Services.
Communicating With You
To provide important service notices, security information, account notifications, technical updates and other operational communications.
Marketing and Promotions
To provide information about our products, services, offers and developments where permitted by law.
You can opt out of direct marketing communications at any time.
Complying With Legal Obligations
To meet applicable regulatory, financial, tax, legal and other statutory obligations.
5. Lawful Bases for Processing
Under UK GDPR, we must have a valid lawful basis for processing personal information.
Depending on the circumstances, we may rely on the following:
| Lawful Basis | Purpose |
|---|---|
| Contractual necessity | To provide requested services, administer subscriptions, operate accounts and fulfil contractual obligations. |
| Legal obligation | To comply with applicable laws, regulations, tax requirements and lawful requests. |
| Legitimate interests | To manage our business, provide customer support, maintain security, improve our Services and communicate with existing business contacts where appropriate. |
| Consent | Where required for certain marketing activities, optional tracking technologies or other specific processing activities. |
| Other applicable lawful bases | Where permitted by law and justified by the circumstances, including where necessary to protect an individual’s vital interests. |
Where we rely on legitimate interests, we consider the potential impact on individuals and ensure those interests are not overridden by their rights and freedoms.
Where consent is the lawful basis for processing, you may withdraw that consent at any time.
Withdrawal of consent does not affect the lawfulness of processing carried out before it was withdrawn.
Where special category personal data is processed, we will also identify an appropriate additional condition under applicable data protection legislation.
6. Information Processed Through Fast RAMS and Safety Mate®
Fast RAMS and Safety Mate® are software products provided by Safety Assistance Limited.
These platforms allow users and organisations to create, manage, maintain and share health and safety information.
6.1 Customer-Provided Information
Business customers and authorised users may upload or generate information that includes personal data.
This information remains subject to applicable data protection requirements and the contractual arrangements between Safety Assistance Limited and the relevant customer.
Where we act as a Data Processor, we process customer-provided personal data on the customer’s documented instructions, except where otherwise required by law.
6.2 User Access and Permissions
Our Services may provide different levels of user access.
Customers and their authorised administrators may be responsible for managing user permissions, allocating appropriate access and ensuring that information is only available to authorised individuals.
6.3 Documents and Uploaded Content
Our applications may allow users to upload, store, export, download or share documents, photographs and other information.
Users and organisations are responsible for ensuring they have appropriate authority to upload and process personal information through the Services.
We recommend that users avoid including unnecessary personal or sensitive information in documents and records.
6.4 Artificial Intelligence Features
Certain Safety Mate® features may use artificial intelligence to assist with preparing, drafting, translating or managing health and safety documentation.
Where personal information is included in content submitted to these features, it may be processed to deliver the requested functionality.
We aim to limit such processing to what is necessary to provide the relevant service and apply appropriate technical and organisational safeguards.
AI-generated content is intended to support users and should be reviewed by an appropriately competent person before being relied upon for health and safety decisions.
6.5 Data Export and Account Closure
Depending on the functionality available within the relevant Service, customers may be able to access, download or export their documents and records.
Following account closure or termination, information will be retained or deleted in accordance with our contractual obligations, applicable retention requirements and data processing arrangements.
7. Sharing Your Personal Information
We do not sell personal information to third parties.
We may share personal information with trusted organisations where reasonably necessary to provide, maintain or support our Services.
These may include:
Technology and Hosting Providers
Organisations providing cloud hosting, data storage, infrastructure and software support.
Payment Service Providers
Payment processors, including Stripe, Apple and Google, where applicable.
Analytics and Performance Providers
Services that help us understand website and application performance, subject to applicable privacy and consent requirements.
Communication Providers
Services used for email delivery, notifications and customer communications.
Professional Advisers
Our accountants, legal advisers, insurers and other professional service providers where necessary.
Regulators and Public Authorities
Where disclosure is required by law, regulation, court order or other lawful authority.
Business Transfers
In connection with a merger, acquisition, restructuring or sale of business assets, subject to appropriate safeguards and legal requirements.
Where third parties process personal information on our behalf, we require appropriate contractual, confidentiality and security protections.
8. International Data Transfers
Some of our service providers may operate internationally or process information outside the United Kingdom.
Where personal information is transferred internationally, we will ensure that appropriate safeguards are in place as required by applicable data protection legislation.
These safeguards may include:
- Transfers to countries recognised as providing an adequate level of data protection.
- The use of an International Data Transfer Agreement (IDTA) or other approved contractual safeguards.
- Additional technical, organisational or contractual protections where necessary.
Where we act as a Data Processor, international transfers will also be governed by relevant customer agreements and documented instructions.
You may contact us for further information about applicable transfer safeguards.
9. Data Retention
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to:
- Provide and administer our Services.
- Maintain customer and contractual records.
- Comply with legal, accounting and regulatory requirements.
- Resolve disputes and respond to complaints.
- Protect our legitimate business interests.
- Establish, exercise or defend legal claims.
The applicable retention period depends on the nature of the information, the purpose for which it was collected, contractual obligations and relevant legal requirements.
Where we process information on behalf of a business customer, retention and deletion arrangements may be determined by the customer’s instructions and the applicable service agreement.
When information is no longer required, we will take appropriate steps to delete, anonymise or otherwise securely dispose of it.
Information contained in backup systems may remain for a limited additional period in accordance with established backup and recovery procedures.
10. Cookies and Similar Technologies
Our websites and applications may use cookies and similar technologies, including local storage and software development kits (SDKs), to provide functionality, maintain security, remember preferences and understand how our Services are used.
These technologies may include:
Essential Technologies
Necessary for website operation, security, authentication and other requested functionality.
Functional Technologies
Used to remember preferences and improve usability.
Analytics Technologies
Used to understand usage patterns, measure performance and identify opportunities for improvement.
We will provide relevant information about the technologies used and obtain consent where required by applicable law.
Where consent is required, non-essential technologies will not be activated unless an appropriate consent or other lawful exception applies.
You can manage relevant cookie preferences through the controls provided on our websites or through your browser settings.
You may also control certain application permissions and tracking settings through your device.
Disabling some technologies may affect the availability or performance of particular features.
11. Mobile Application Permissions
Our mobile applications may request access to certain device features where required to provide functionality.
Depending on the application and features used, these permissions may include:
Camera and Photographs
To capture or attach photographs to risk assessments, inspections, reports or other documentation.
Files and Device Storage
To upload, save, download or export documents and attachments.
Network Access
To connect to our systems, retrieve information and synchronise data.
Notifications
To provide relevant account, task or service notifications where supported.
Permissions are requested as appropriate to the functionality being used.
You can manage relevant permissions through your device settings, although disabling certain permissions may restrict some application features.
12. Data Security
We take the security of personal information seriously and implement appropriate technical and organisational measures designed to protect information against unauthorised access, alteration, disclosure, loss or destruction.
Depending on the Service, these measures may include:
- Secure hosting and infrastructure
- Encryption in transit and, where applicable, at rest
- Authentication and account security controls
- Role-based access permissions
- Security monitoring and logging
- Appropriate backup and recovery arrangements
- Access restrictions for authorised personnel
- Security assessments and maintenance procedures
Although we take reasonable steps to safeguard information, no internet-based service or electronic storage system can be guaranteed to be completely secure.
Users are responsible for maintaining the confidentiality of their account credentials and notifying us promptly of any suspected unauthorised account activity.
13. Your Data Protection Rights
Under applicable UK data protection legislation, you may have the following rights:
Right of Access
To request confirmation of whether we process your personal information and obtain a copy of that information.
Right to Rectification
To request the correction of inaccurate personal information or completion of incomplete information.
Right to Erasure
To request deletion of your personal information in circumstances where the law provides this right.
Right to Restrict Processing
To request that we limit the processing of your personal information in certain circumstances.
Right to Data Portability
To receive certain personal information in a structured, commonly used and machine-readable format and, where applicable, request its transfer to another organisation.
Right to Object
You have the right to object to certain processing of your personal information, including processing based on legitimate interests.
You also have the right to object at any time to the processing of your personal data for direct marketing purposes.
Rights Relating to Automated Decision-Making
You may have rights relating to decisions made solely through automated processing that produce legal or similarly significant effects.
Right to Withdraw Consent
Where processing is based on consent, you may withdraw that consent at any time.
These rights are subject to applicable legal conditions and exemptions.
To exercise your rights, please contact us using the details in Section 19.
Where we process information solely on behalf of a business customer, we may refer your request to the relevant Data Controller or assist them in responding to it.
We will respond to valid requests within the timeframes required by applicable law.
14. Marketing Communications
We may contact you regarding our products, services, updates or offers where we have an appropriate lawful basis and where electronic marketing rules permit.
Marketing communications may relate to Safety Assistance Limited, Fast RAMS or Safety Mate®.
You can unsubscribe from marketing emails using the unsubscribe link provided or by contacting us directly.
Opting out of marketing will not prevent us from sending essential communications relating to your account, subscriptions, security or Services.
15. Children’s Privacy
Our Services are primarily intended for businesses, organisations and professional users.
They are not designed for direct use by children.
We do not knowingly collect personal information directly from children for the purpose of providing individual user accounts intended for children.
However, some business customers may process information concerning young workers, trainees, visitors or other individuals under the age of 18 as part of their legitimate health and safety activities.
Where such information is processed through our Services, appropriate legal obligations and contractual safeguards apply.
16. Third-Party Websites and Services
Our websites and applications may contain links to third-party websites, services or platforms.
These third parties may operate independently and have their own privacy policies and data processing practices.
We are not responsible for the privacy practices of third-party websites that we do not control.
We encourage users to review relevant third-party privacy policies before providing personal information.
17. Providing Personal Information
Certain personal information is necessary for us to respond to enquiries, create user accounts, administer subscriptions or fulfil contractual obligations.
Where information is required, failure to provide it may prevent us from delivering some or all of the requested Services.
Information that is optional will not be treated as a condition of accessing Services unless clearly stated otherwise.
18. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our Services, business operations, technology or applicable legal requirements.
Any updated version will be published on our websites with a revised effective or last-updated date.
Where changes are significant, we may provide additional notice through our websites, applications or direct communications where appropriate.
We encourage users to review this Privacy Policy periodically.
19. Contact Us
If you have any questions about this Privacy Policy, how we handle personal information or wish to exercise your data protection rights, please contact:
Safety Assistance Limited
54 St James Street
Liverpool
L1 0AB
United Kingdom
Email: info@safetyassistance.co.uk
Telephone: 0333 335 5187
Website: www.safetyassistance.co.uk
Please include sufficient information to enable us to identify your request and respond appropriately.
We may request reasonable evidence of identity before disclosing personal information.
20. Complaints and Regulatory Authority
If you have concerns about how we handle your personal information, we encourage you to contact us first so that we can investigate and attempt to resolve the matter.
You also have the right to raise a complaint with the UK’s independent data protection regulator, the Information Commissioner’s Office (ICO).
Information Commissioner’s Office
Website: www.ico.org.uk
You may contact the ICO directly if you believe your personal information has been processed in breach of applicable data protection legislation.
© 2026 Safety Assistance Limited. All rights reserved.
Safety Mate® and Fast RAMS are products of Safety Assistance Limited.