Privacy Policy

1. Introduction

This Privacy Policy explains how Ksafety LTD, trading as KSafety ("KSafety", "we", "us", or "our"), collects, uses, stores, shares, and protects personal data when you visit ksafety.pro, create an account, use the KSafety web application, contact support, subscribe to a paid plan, or interact with our services.

KSafety provides digital food safety and health & safety record management tools for hospitality businesses. Customers remain responsible for deciding what information they upload and for ensuring they have a lawful basis to process any personal data relating to their staff, contractors, customers, or suppliers.

For privacy questions, contact hello@ksafety.pro.

2. Who We Are

3. Who Is Responsible For Your Personal Data?

For personal data collected directly through the KSafety website, account registration, billing, support, marketing, and service administration, Ksafety LTD, operating the KSafety platform, usually acts as a data controller.

For personal data that a business customer uploads into KSafety about its own staff, contractors, suppliers, incidents, training records, operations, or compliance records, the customer will usually act as the data controller and KSafety will usually act as a data processor. This means the customer decides why and how that data is used, and KSafety processes it to provide the platform.

4. Personal Data We Collect

We may collect and use different categories of personal data depending on how you use KSafety. We aim to collect only information that is necessary for providing, securing, improving, and supporting the service.

Customers should avoid uploading unnecessary sensitive personal data. Where a customer uploads health information, accident details, disciplinary information, or other sensitive information, the customer is responsible for ensuring it has a lawful basis and appropriate safeguards.

5. How We Use Personal Data

6. Customer-Entered Compliance Records

KSafety is a recordkeeping and compliance management tool. Customers decide what information to enter into the app. This may include information about staff, site operations, suppliers, incidents, audits, risks, corrective actions, training, and compliance checks.

Customers are responsible for ensuring that personal data entered into KSafety is accurate, relevant, lawful, and not excessive. Customers should tell their staff and authorised users how KSafety is used in their business and should update their own staff privacy notices where necessary.

7. AI-Assisted Features

If KSafety includes AI-assisted features, we may process text, records, prompts, uploaded content, or selected app data to generate suggestions, templates, summaries, corrective-action wording, audit observations, or plain-English guidance. AI outputs are intended to support recordkeeping and decision-making; they do not replace professional advice or customer review.

We will aim not to use customer data to train public AI models unless this is clearly disclosed and permitted. Where third-party AI providers process information on our behalf, they should be assessed as processors or sub-processors where appropriate.

8. Sharing Personal Data

We do not sell personal data. We may share personal data with trusted service providers where needed to operate KSafety.

A current list of key sub-processors may be provided here when confirmed: [ADD SUB-PROCESSOR LIST OR LINK IF AVAILABLE].

9. International Transfers

Some service providers may process data outside the United Kingdom. Where this happens, we will use appropriate safeguards, such as adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another lawful transfer mechanism where required.

10. Data Retention

11. Your Rights

Depending on the circumstances and lawful basis, individuals may have rights to access, correct, delete, restrict, object to processing, and request portability of their personal data. Where processing is based on consent, individuals may withdraw consent at any time. These rights are not absolute and may depend on the lawful basis and context.

To exercise your rights, contact us at hello@ksafety.pro. If your request concerns records entered by your employer or another KSafety customer, we may need to refer your request to that customer because they may be the controller of the data.

12. Complaints

We hope you will contact us first so we can resolve any privacy concern. You can contact us at hello@ksafety.pro.

You may also complain to the UK Information Commissioner's Office. The ICO website is ico.org.uk.

13. Security

We use reasonable technical and organisational measures designed to protect personal data. These may include access controls, HTTPS/TLS, role-based permissions, backups, monitoring, logging, supplier checks, and security review. No online service can be guaranteed to be completely secure, and customers must also protect their own accounts, passwords, devices, and user permissions.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Where changes are material, we will take reasonable steps to bring them to your attention, such as by updating the website, sending an email, or displaying an in-app notice.

15. Contact

For privacy-related enquiries, contact us at hello@ksafety.pro or write to us at Ksafety LTD, 66 Paul Street, London EC2A 4NA.