Aleph Safe is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). This policy explains what we collect, why we collect it, how we use it, and your rights as a data subject.
1. Who We Are
Aleph Safe (Pty) Ltd ("Aleph Safe", "we", "us", "our") is a South African technology company that provides an AI-powered safety file and compliance document generation platform for the construction, mining, and general industry sectors. We are the Responsible Party as defined under POPIA for all personal information collected through our platform at alephsafe.co.za.
2. What Personal Information We Collect
We collect the following categories of personal information:
- Account information: First name, last name, work email address, and password (stored in encrypted form)
- Company information: Company name, registration number, VAT number, physical address, and industry sector
- Professional information: Job role, appointment letter signatory names, and authorised representative details used in document generation
- Payment information: Billing details processed through PayFast. We do not store credit card numbers or banking details on our servers
- Usage data: Pages visited, features used, documents generated, login timestamps, and browser/device information for security and analytics purposes
- Communications: Support requests, feedback, and any correspondence you send us
3. Why We Collect Your Information
We collect and process your personal information for the following lawful purposes:
- To create and manage your Aleph Safe account
- To generate safety documents branded with your company information
- To process subscription payments and manage billing
- To send transactional emails such as account verification, password resets, and document expiry alerts
- To provide customer support
- To improve the platform based on usage patterns
- To comply with applicable South African legislation
- To send product updates and relevant communications (you may opt out at any time)
4. Legal Basis for Processing
Under POPIA, we process your personal information on the following grounds:
- Contract: Processing is necessary to provide the services you have subscribed to
- Consent: Where you have provided explicit consent, such as for marketing communications
- Legitimate interest: For platform security, fraud prevention, and service improvement
- Legal obligation: Where we are required to retain or disclose information by law
5. How We Store and Protect Your Information
Your personal information is stored securely using the following measures:
- All data is encrypted at rest and in transit using industry-standard TLS/SSL encryption
- Passwords are hashed using bcrypt and are never stored in plain text
- Our database is hosted on cloud infrastructure in the European Union, which provides adequate protection under POPIA
- Access to personal information is restricted to authorised personnel only
- We conduct regular security reviews and maintain access logs
- Generated documents are stored in private, access-controlled storage buckets
6. Sharing of Personal Information
We do not sell, rent, or trade your personal information to third parties. We may share information only in the following circumstances:
- Cloud infrastructure and storage: We use third-party cloud infrastructure providers to host our platform, store your data securely, and manage authentication. These providers operate under data processing agreements and are bound to protect your information in accordance with applicable data protection legislation.
- AI document generation: When you generate safety documents, your project description and relevant inputs are processed by an AI service to produce the output. This processing is subject to the AI provider's data processing terms. We do not submit personal employee data or sensitive personal information to AI processing — only project-level details such as site type, activities, and industry classification.
- Payment processing: Subscription payments are processed by a third-party payment provider. We do not store credit card numbers or banking details on our servers. All payment processing is subject to the payment provider's own privacy and security policies.
- Legal requirements: Where required by South African law, court order, or regulatory authority.
- Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity subject to equivalent privacy protections.
All third-party service providers used by Aleph Safe are selected based on their commitment to data security and privacy, and are contractually required to process your information only as directed by us and in accordance with applicable legislation.
7. Your Rights as a Data Subject
Under POPIA, you have the following rights regarding your personal information:
- Right of access: You may request a copy of the personal information we hold about you
- Right to correction: You may request that inaccurate or incomplete information be corrected
- Right to deletion: You may request that your personal information be deleted, subject to legal retention requirements
- Right to object: You may object to the processing of your information for direct marketing purposes
- Right to data portability: You may request your data in a structured, machine-readable format
- Right to lodge a complaint: You may lodge a complaint with the Information Regulator of South Africa at www.inforegulator.org.za
To exercise any of these rights, contact us at privacy@alephsafe.co.za.
8. Cookies and Tracking
We use cookies and similar technologies to improve your experience on our platform. Cookies are used for the following purposes:
- Essential cookies: Required for the platform to function, including session management and security
- Analytics cookies: Used to understand how users interact with our platform so we can improve it
- Preference cookies: Used to remember your settings and preferences
You may accept or decline non-essential cookies using the cookie consent banner displayed when you first visit our platform. Declining cookies will not affect your ability to use core platform features.
9. Retention of Personal Information
We retain your personal information for as long as your account is active or as necessary to provide our services. If you close your account, we will delete or anonymise your personal information within 30 days, except where we are required to retain it for legal or regulatory compliance purposes. Usage logs may be retained for up to 12 months for security purposes.
10. Direct Marketing
We may send you product updates, safety industry news, and promotional communications by email. You may unsubscribe from marketing emails at any time by clicking the unsubscribe link in any email we send, or by contacting us at privacy@alephsafe.co.za. Unsubscribing from marketing communications will not affect transactional emails related to your account or subscription.
11. Children's Privacy
Aleph Safe is a professional business platform not intended for use by persons under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us immediately.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable legislation. We will notify active subscribers of material changes by email. The date at the top of this policy indicates when it was last updated. Your continued use of the platform after any changes constitutes acceptance of the updated policy.
13. Contact Us
If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:
You may also contact the Information Regulator of South Africa directly if you have concerns about how your personal information is handled: www.inforegulator.org.za