OHS SMART
Version 2026-09-04 · Protection of Personal Information Act 4 of 2013
OHS SMART is a South African software service that helps you compile health and safety files, audits and incident records. This policy explains how we collect, use, store and share personal information.
The responsible party for this service is the operator of OHS SMART. The information officer for privacy requests is reachable at christoffswart17@gmail.com. The live app is at https://ohs-smart.co.za.
This policy is written in plain language so you can see what happens to your information. It is not legal advice.
We process personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA) and, where it applies, the Promotion of Access to Information Act 2 of 2000 (PAIA).
We only process information that we need to run the account, take payment, generate documents you ask for, support you, and keep the service secure. We do not sell your personal information.
When you register we collect: full name, email address, password (stored by our login provider in hashed form — we cannot read your password), residential or postal address, identity (ID) number, cell number, workplace / employer, and occupation. You cannot finish registration without these details.
When you use the app we also collect company profiles (trading name, address, phone, COIDA number, logo), sites (name, address, client, scope of work), named appointments and employees you type in, generated safety-file content, audit findings and photos, incident reports and photos, uploaded files and folders (for example client specifications and COIDA letters), ratings and suggestions, and assistance-chat messages.
We record technical and usage information needed to run the service: sign-in times, the page you are on while signed in (so the operator can see who is online for support), and whether a safety file was generated. Payment card numbers are collected by PayFast, not by us.
Some of this is special personal information under POPIA (for example an identity number). Incident records and photos may include health-related or injury information that you choose to store. You must only capture what you are allowed to process as the employer or contractor.
We use your information to create and secure your account, identify you if you reset a password (email, ID number and cell number), generate and store safety documents for the companies and sites you add, process PayFast payments and keep billing records, send transactional email (for example account registered), answer assistance chat and ratings, prevent abuse, and administer the service.
The operator (christoffswart17@gmail.com) may view profile details, company and site records, uploaded files, generated files, and the package or plan on the account for support, billing and administration. Identity numbers and other personal details are not published on public pages. Other customers cannot see each other’s sites.
We share information only with operators who help us run the app, and only as needed:
• Vercel — hosts the website.
• Supabase — account login, database and file storage.
• PayFast — card and EFT payments. PayFast’s own privacy terms apply to card data.
• Resend — sending transactional email.
These providers may process information outside South Africa. Where that happens, we rely on them as operators and take reasonable steps to keep the information protected. We do not share your information with advertisers. We may disclose information if a South African law or court requires it.
We use cookies and similar storage so you can stay signed in and so the app can remember your session. We do not use advertising cookies or sell browsing data. You can block cookies in your browser; some features (including staying signed in) will then not work.
We keep your account and workspace while the account exists. You may delete your profile in Account. Deleting a profile removes companies, sites and files created under that account from the live app. Copies may remain for a short time in backups or logs, and we may keep billing records for as long as tax and payment laws require.
Deleting a profile does not refund money already paid. If a cancellation settlement is still outstanding, it remains payable.
Access to the app is protected by your password. Cloud storage and login are handled by our providers. You must keep your password private. Generated trial safety files are watermarked Preview and are not for site use; that watermark does not replace your duty to protect personal information in documents you download.
No internet service is completely secure. If we become aware of a security compromise that affects your personal information, we will take steps required by POPIA, including notifying you and the Information Regulator where that is required.
You may ask us what personal information we hold about you, ask us to correct it (use Account for your own profile details), object to processing where the law allows, or ask us to delete your profile.
Send privacy requests to christoffswart17@gmail.com. We will need enough detail to confirm it is you. You may also lodge a complaint with the Information Regulator (South Africa): JD House, 27 Stiemens Street, Braamfontein, Johannesburg; website https://inforegulator.org.za; email POPIAComplaints@inforegulator.org.za.
OHS SMART is for adult employers, contractors and safety practitioners. It is not aimed at children under 18. Do not create an account for a child.
If you type in workers’ names, ID numbers, medical or incident facts, or upload photographs of people, you are also a responsible party for that information. You must have a lawful reason under POPIA (for example employment or OHS compliance) and you must not upload more than the site file needs.
We may update this policy. The current version is dated 2026-09-04 and is published at https://ohs-smart.co.za/privacy. Continued use of the app after a change means you have had a chance to read the updated policy.
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