This policy explains what data OHSE.app ("we", "us") collects when you use our tools (Site Report, Site Inspection, Site Induction, and the other tools on this site), how we use it, and the choices you have. We try to collect and hold on to as little personal data as we reasonably can, and to be plain about the rest.
This policy covers two groups of people: subscribers (the account holders, project managers, site managers, and companies who sign up to use our tools) and workers (people who complete a site induction, inspection, or report that a subscriber has set up, without holding an account themselves).
For subscribers: your name, email address, company details, and billing information handled by our payment processor, Stripe. For projects you create: project names, addresses, and any site records, reports, or inspection data you enter.
For workers completing a site induction, the form may collect: full name, date of birth, contact details, home address, photo, signature, next-of-kin details, and, where relevant to a role or site requirement, health/medical information and competency card details. Some of this (health information) is a "special category" of data under UK GDPR, which is why we only collect it where it's genuinely needed for the induction, and only with the worker's knowledge that they're providing it directly, on their own form.
We don't sell personal data, and we don't use worker data for marketing.
The detailed content of a site induction, home address, phone number, health/medical information, next-of-kin details, competency card details, and the worker's photo and signature, is never stored on our servers. It exists only in the completed PDF, which is emailed to the worker and to the relevant site contacts; we don't keep a copy of that PDF on our servers, the email is the only copy.
We do keep a short summary record for each worker, so a subscriber's dashboard can show who's been invited, started, or completed their induction: name, email address, date of birth, invitation and completion dates, the induction's unique share code, and the result of any knowledge-test check (pass/fail, score, and number of attempts). Date of birth is kept because it doubles as the worker's one-time login credential and forms part of that audit record; it is not removed after submission.
We use the following processors to run the service: Upstash (database hosting), Vercel (application hosting), Resend (transactional email delivery), and Stripe (payment processing). Each of these providers may process data on servers outside the UK/EEA as part of how they operate their infrastructure; where that happens, it's covered by their own standard contractual safeguards.
We don't use advertising or tracking cookies. Where you're logged in, we use a browser-stored login token (not a tracking cookie) purely to keep you signed in between visits.
Under UK GDPR you can ask us to access, correct, or delete the personal data we hold about you, or ask us to restrict how we use it. To make a request, use our contact form, and please tell us clearly what you're asking for and enough detail for us to find your record.
We keep subscriber account and project data for as long as the account is active, plus a reasonable period afterwards for legal and accounting purposes. The worker summary record described in Section 4 (name, email, date of birth, dates, share code, and knowledge-test result) is kept for as long as the project it belongs to exists, so it remains available as an audit trail. The fuller induction content, address, medical information, next-of-kin details, competency details, photo and signature, and the induction PDF itself, is never retained on our end; it exists only in the emailed copies described in Section 4.
We'll update this page if how we handle data changes, and update the date at the top when we do.
Questions about this policy or a data request? Reach us via our contact form.