First published July 12, 2026 · updated October 4, 2026 · Applies to SafePlan's website and the
SafePlan service for client companies and their crews
SafePlan runs health-and-safety compliance paperwork for construction companies. Doing
that work means holding some personal information about the people on a client company's
crew. This page
says plainly what we collect, why, where it lives, who can see it, and how to get it back
or have it removed. We follow the principles of PIPEDA, Canada's federal private-sector
privacy law.
What we collect
Worker information — names, roles, spoken language, hire dates, and
training/certification records (for example a Working at Heights card and its dates),
supplied by the client's office or by the worker photographing their own card through a
secure link we send.
Site records — weekly site-check forms, site photos, toolbox-talk
logs, and incident details the client's supervisors file, which can name the people
involved.
Contact details — phone numbers and email addresses used to send
secure submission links and reminders.
Business contact information — if you email us from this website,
we receive whatever you send and use it only to respond.
The website itself sets no tracking cookies and runs no analytics or advertising
scripts.
Why we collect it
One reason: to administer the client company's occupational health-and-safety
compliance paperwork — tracking training expiries, filing weekly site checks, keeping
incident records with their legal notice deadlines, and keeping the client's records
binder ready to produce. We do not sell personal information, use it for advertising, or
share it with anyone outside that work.
Whose data it is
The records are the client's own. SafePlan is the administrator, not
the owner. A client can ask for a complete export of their workspace at any time and
receives it in a usable format. Workers can ask their employer, or us directly, what we
hold about them.
Where it lives and who can see it
Records are stored with Google Firebase (Firestore and Cloud Storage) in the
Montréal, Canada region — the data stays in Canada.
Each client company has its own isolated workspace. Access rules are written and
tested so that one client's people can never see another client's records,
and those rules are re-tested automatically whenever the system changes.
Within a client's workspace, access follows roles: owners and their coordinator see
their company's records; a worker's secure link is minted on that worker, accepts only
that worker's own submissions, and lives for seven days (a generic link works once).
On SafePlan's side, access is limited to the people doing the administrative work —
today that is the founder and the service's operator tooling. Every filed record keeps
a history of who did what, when.
Data is encrypted in transit and at rest by the storage provider (this is standard
Google Cloud infrastructure encryption — we state it because it is real, and we claim
nothing beyond it).
Uploaded files are checked server-side before they are accepted (file type verified
from the file's actual content, not its name).
Who else touches the data, and for what
Named here because a policy that says only "secure cloud" is hiding the list. As of
October 4, 2026:
Google Cloud / Firebase (Firestore, Cloud Storage, Cloud Functions,
Authentication) in the Montréal, Canada region — where every record lives and every
upload is checked.
Calendly — booking a call on the website happens on Calendly's own
pages under Calendly's own policy; we receive the booking, not your calendar.
Your phone's speech recognition — the foreman's "say it instead"
button uses the browser's own dictation (on an iPhone or Android phone, the phone
maker's service). The words come back as text; no audio passes through SafePlan.
Not yet in use, named so this list is complete: Resend (outbound
email on a client's written authorization — held off until then), Google Vertex AI
in the Montréal region (reading dates off card photos — held off; today a person types
them), and Postmark (receiving email sent to a client's document-intake address — a US
company a forwarded email would pass through; switched off, so clients send documents
through their own workspace, which goes straight to Montréal). This page changes before
any of them is switched on.
No SMS gateway. A worker's upload link is texted from the operator's
own phone; no message service holds your crew's numbers.
Two kinds of link, and their rules. A worker's upload link is minted on
that worker, accepts only that worker's own submissions, and lives for seven days; a
generic link works once. A client may ask us to mint a verification link
— a page a general contractor can bookmark that shows the client's records status as
counts, never a worker's name. It is minted only on the client's request, the request is
recorded on the link, each visit is counted, and the client can have it revoked at any
time — after which the page answers as if the link never existed.
How long we keep it
For as long as we administer the client's program, because the point of the service is
an always-current record set. Health-and-safety records often have their own legal
retention periods that belong to the employer — so when a contract ends, we
export everything to the client first, then delete the workspace on the
client's written instruction. We don't keep copies of a former client's records beyond
what the wind-down requires.
When we would disclose
Only three cases: to the client whose records they are; to a person the client directs
us to provide them to (for example an auditor the client engages); or where the law
compels disclosure. Nothing else.
Questions, corrections, complaints
Email hello@safeplan.ca or call 647-897-3378.
If a record we hold about you is wrong, we will correct it with the client's confirmation.
If you are unsatisfied with our answer, you can contact the Office of the Privacy
Commissioner of Canada.
Changes to this policy
If we change what we collect or how we handle it, this page changes first and the date
at the top moves. We won't quietly expand what we do with your information.