Privacy Policy

SafeDocs is operated by Sabina Shera Valmont, based in Saint Lucia. The SafeDocs brand covers two connected products: the marketing website at yoursafedocs.com and the workforce operating platform at app.yoursafedocs.com.

If you have any questions about this policy or how your data is handled, contact us at businessautopilot@yoursafedocs.com.

This Privacy Policy applies to:

• The SafeDocs marketing website (yoursafedocs.com), including the Compliance Calculator, Workforce Operations Health Check, and Learning Corner
• The SafeDocs platform (app.yoursafedocs.com)
• Any forms, tools, or services hosted on either domain

Toolkit purchases made through our third-party toolkit store are subject to that provider's own privacy policy in addition to ours.

On the website

When you interact with yoursafedocs.com, we may collect:

• Contact form submissions: your name, email address, subject, and message
• Workforce Operations Health Check responses: your answers to assessment questions, business type, and size indicator used to generate your recommendation
• Workforce Operations Health Check usage events: anonymous, cookie-free technical events (such as which step you reached, whether a report was unlocked, or which resource link you followed) used to understand how the tool is used. These events use a temporary, randomly generated identifier and are not linked to your identity unless you submit the report request form, at which point that identifier is associated with your submission. We do not use cookies, browser fingerprinting, or a third-party analytics vendor to collect these events, and we do not record your IP address as part of them.
• Server logs: IP address, browser type, device type, pages visited, and time of visit, collected automatically by our hosting provider
• Cookies: see Section 10 and our Cookie Policy for full details

On the platform

When you use app.yoursafedocs.com, we collect:

• Business account data: company name, registration number, business email, phone number, and plan tier
• User account data: email addresses and access roles of team members you invite to your workspace
• Employee records: all information you enter about your employees, including full names, National Insurance numbers, tax account numbers, bank account details, employment history, pay rates, leave records, HR documents, and disciplinary records
• Payroll data: salary and hourly rates, pay run calculations, NIC contributions, PAYE deductions, and payslip records
• System activity: a full audit log of every create, update, and delete action in your workspace, recording which user took the action and when

Website data

• To respond to contact form enquiries
• To generate your Workforce Operations Health Check result and plan recommendation
• To understand how the Workforce Operations Health Check is used, using the anonymous usage events described in Section 3, so we can improve it
• To monitor and improve website performance and user experience

Platform data

• To provide the SafeDocs platform service under your subscription
• To calculate payroll, NIC contributions, and PAYE in accordance with Saint Lucia law
• To generate HR documents and file them to the correct employee records
• To send automated email notifications about workspace activity, such as payroll confirmation, compliance alerts, contract expiry warnings, and similar events
• To maintain a permanent audit trail as required for legal and compliance purposes
• To provide customer support when requested

We do not use your data for marketing without your explicit consent. We do not sell your data to any third party under any circumstances.

All platform data is stored in a managed cloud database operating under industry-standard security practices. The following measures are in place:

• Tenant isolation: every database query is enforced at row level. No user can access another business's data under any circumstances. This is enforced at the database level, not the application level alone.
• Encryption: bank account details are encrypted at rest. All data is transmitted over HTTPS only.
• Authentication: platform access requires authenticated login. Session tokens are handled securely and are not stored in browser localStorage.
• Audit logging: every create, update, and delete action is permanently recorded with the user ID, timestamp, affected record, and the nature of the change.
• Payroll lock: confirmed payroll runs are permanently locked and cannot be edited or deleted after confirmation.

SafeDocs uses carefully selected third-party service providers to operate its infrastructure, including database and storage, email delivery, and payment processing for toolkit purchases. Each provider is bound by their own data processing terms and has been selected based on their security standards.

We do not share your data with any third party for advertising, marketing, or profiling purposes, and we do not sell your data to anyone. Data is shared with service providers only to the extent necessary to deliver the SafeDocs service.

For platform subscribers requiring a full list of sub-processors engaged to process employee personal data, this is available in our Service Privacy Policy and on request at businessautopilot@yoursafedocs.com.

If you use SafeDocs to manage employee records, you are the data controller for your employees' personal information. SafeDocs acts as a data processor on your behalf: we process employee data only as you direct through the platform, and only to provide the service.

As the data controller, you are responsible for:

• Having a lawful basis to collect and process your employees' personal information
• Informing your employees that their personal data is held in a digital workforce management system
• Complying with any applicable data protection obligations in your jurisdiction

• Website contact enquiries: retained for up to 24 months for business correspondence purposes
• Workforce Operations Health Check responses: retained for up to 12 months
• Workforce Operations Health Check usage events: retained for up to 12 months, then deleted
• Platform data: retained for the duration of your active subscription and for 12 months following subscription termination, after which it is permanently deleted. You may request earlier deletion at any time.
• Audit logs: retained permanently as they form part of the compliance and legal record
• Payroll records: retained in line with Saint Lucia Inland Revenue Department record-keeping requirements

You have the right to:

• Access: request a copy of the personal data we hold about you
• Correction: request that inaccurate or incomplete data be corrected
• Deletion: request that your personal data be deleted, subject to any legal retention requirements that apply
• Portability: request your data in a structured, machine-readable format
• Objection: object to how we process your data in certain circumstances

To exercise any of these rights, contact us at businessautopilot@yoursafedocs.com. We will respond within 30 days.

We use cookies on the SafeDocs website for functional and analytical purposes. For a full breakdown of the cookies we set, their purpose, and how to control them, see our Cookie Policy.

You can manage your cookie preferences at any time using the cookie settings link in the footer.

We may update this Privacy Policy from time to time as the platform evolves or legal requirements change. The current version is always available at yoursafedocs.com/privacy. The effective date at the top of the page reflects when the current version was published.

Material changes will be communicated by email to active platform subscribers at least 14 days before they take effect.

For any questions about this Privacy Policy or how your data is handled: