Rapid Safe Systems ("we", "us", or "our") is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, store, and disclose your personal information when you visit our website https://www.rapidsafesystems.au and use our software services (collectively, the “Services”).

We comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) and are aligned with global standards, including the General Data Protection Regulation (GDPR) for international users.

By using our Services, you consent to the terms of this Privacy Policy.

1. What Personal Information We Collect

We collect and hold the following types of personal and business-related information:

a. Account and Identity Information

• Full name
• Email address
• Business name and ABN (Australian Business Number)
• Company logo or branding (if uploaded)
• Role or position within the organisation

b. Payment and Subscription Information

• Payment method (processed via Stripe)
• Subscription details and billing history (via Outseta)

Note: We do not store full credit card information. Payments are securely processed through Stripe.

c. User-Generated Content

• Project details, SWMS entries, safety procedures, and any documents or notes uploaded or created within the platform

d. Usage Data and Technical Information

• IP address
• Browser and device information
• Log files (e.g. login dates/times, feature usage)
• Cookies and similar tracking technologies (see Section 6)

2. How We Use Your Information

We use your personal information for the following purposes:

• To create and manage your account
• To generate and store SWMS and other project documentation
• To provide support and respond to enquiries
• To personalise your user experience
• To manage billing, subscriptions, and renewals
• To improve our Services and product offerings
• To send administrative emails, updates, and notifications
• To comply with legal and regulatory obligations

We do not sell or rent your personal information to third parties for marketing purposes.

3. Disclosure of Your Information

We may disclose your personal information to:

• Service providers who help operate our platform, such as:
  • Outseta (for authentication, CRM, billing)
  • Stripe (for secure payment processing)
  • Cloud hosting and analytics providers
• Government agencies or regulators where required by law
• A third party in connection with a business merger, acquisition, or sale (you will be notified if your data is transferred under new ownership)

All third parties are contractually required to comply with data protection standards and only use your data for the purpose it was disclosed.

4. Data Storage and Security

We take reasonable steps to protect your personal information from misuse, loss, unauthorised access, or disclosure. This includes:

• Secure cloud storage on Australian-based or GDPR-compliant servers
• Role-based access control
• Encryption of data in transit (HTTPS) and at rest
• Regular backups and logging
• Two-factor authentication for administrators

You are responsible for keeping your login credentials confidential.

5. Data Retention

We retain your personal and project data only as long as reasonably necessary for our business purposes, or as required by law. If your account is deleted or inactive:

• We may retain anonymised or aggregated data for analytics
• You may request complete data deletion (see Section 7)

6. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Authenticate users
• Remember your settings and preferences
• Analyse user behaviour and improve performance
• Deliver relevant content

By using our website, you consent to our use of cookies. You may disable cookies through your browser settings, but some features of the site may not function correctly.

7. Your Rights and Choices

Under Australian law and international standards (e.g. GDPR), you have the right to:

• Access the personal information we hold about you
• Correct or update inaccurate information
• Request deletion of your data (subject to legal obligations)
• Withdraw consent (e.g. opt-out of marketing emails)
• Lodge a complaint with the OAIC (or relevant authority in your country)

To exercise any of these rights, contact us at nic@rapidsafesystems.au. We may require identity verification.

8. International Users

Although our primary operations are in Australia, if you access the Services from outside Australia:

• Your information may be transferred to or processed in jurisdictions with different data protection laws
• We take steps to ensure that your data receives adequate protection (e.g. using trusted processors, standard contractual clauses)

9. Children's Privacy

Our Services are designed for business use and are not intended for children under 16. We do not knowingly collect personal information from children.

If you believe we might have any information from or about a child under 16, please contact us at nic@rapidsafesystems.au.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will:

• Post the updated version with a new “Effective Date”
• Notify you of material changes by email or through the platform
• Your continued use of our Services constitutes your acceptance of the revised policy.

11. Contact Us

For any questions, complaints, or requests regarding your privacy, please contact:

📧 Email: nic@rapidsafesystems.au

📍 Business: Rapid Safe Systems Pty Ltd

🌐 Website: https://www.rapidsafesystems.au