Privacy & POPIA Policy

This policy explains how HSE Prompts SA processes personal information in line with the Protection of Personal Information Act, 4 of 2013 (POPIA).

1. Information we collect. Account details (name, email, password — stored hashed); content you create (organisations, sites, workers, documents, training records); usage and billing metadata. We process this to provide the service, manage your account and meet legal obligations.

2. Worker and third-party data. When you add workers or upload site photos, you are the responsible party for that personal information. You must have a lawful basis to process it. Do not upload images containing identifiable faces, ID numbers or vehicle plates unless necessary and lawful — our tools warn you where personal information is detected.

3. AI processing. Text and images you submit to AI features are sent to our AI model provider to generate output. Do not submit special personal information unless necessary. Outputs are drafts requiring competent-person review.

4. Lawful basis & purpose limitation. We process personal information to perform our contract with you, for our legitimate interests in operating the service, and to comply with law. We use it only for the purposes described here.

5. Security. Passwords are hashed; access is authenticated; data is transmitted over encrypted connections. No method is perfectly secure, but we take reasonable technical and organisational measures.

6. Retention. We retain personal information for as long as your account is active or as required by law, and delete or anonymise it thereafter on reasonable request.

7. Your POPIA rights. You may request access to, correction of, or deletion of your personal information, and may object to processing, by contacting us. You may also lodge a complaint with the Information Regulator (South Africa).

8. Sharing. We share personal information only with operators (e.g. hosting, AI and payment providers) under appropriate safeguards, or where required by law. We do not sell personal information.

9. Information Officer / contact. Privacy requests: support@hseprompts.co.za.

This is a template provided for convenience and should be reviewed by your own legal/POPIA advisor before public launch.