Terms of Use

Version of 23 October 2026

These terms are the agreement between you and Britt Boerdery (Pty) Ltd, trading as SafetyFileBuilder. Please read them with our Privacy Policy. By creating an account or using SafetyFileBuilder you agree to both.

1. Who we are

Company: Britt Boerdery (Pty) Ltd
Trading name: SafetyFileBuilder
Registration number: 1966/012354/07
VAT number: 4290110370
Registered address: 36 Charl Road, Lichtenburg, 2740, South Africa
Information Officer: Ian Britt (director)
Support: support@safetyfilebuilder.com
Privacy and legal requests: privacy@safetyfilebuilder.com

SafetyFileBuilder is run from South Africa. We call ourselves "we" or "us" below.

2. Your account and your company

You must be 18 or older to open an account.
An account is for one person. You can use it for the company you work for, and you confirm that you are allowed to keep that company's safety information on its behalf.
The person who sets up a company on SafetyFileBuilder is its owner, and decides who else may see and change its information, and in which role. Add only people you trust.
You can ask us to delete your account at any time (see section 1 for how to reach us).

3. What SafetyFileBuilder is, and what it is not

SafetyFileBuilder helps you compile, check and keep health and safety files and the records that go with them.
It does not give legal, safety or engineering advice, and it does not approve a safety file. Your client decides whether a file is accepted.
The duties under the Mine Health and Safety Act, the Occupational Health and Safety Act and other law stay with the employer, the client and their appointed people. Risk assessments, method statements, legal appointments and other safety documents must be checked and signed by a competent person.
Checklists and warnings on the site help you find gaps. They may not cover every requirement of every client or law, and requirements change, so always check against your client's current requirements.

4. AI

AI can be wrong. Anything the AI drafts is marked as a draft until a person checks it.
When the AI reads your client's documents, fills in a template or suggests where something goes, check the result. When it is not sure, it asks you.
The AI never signs, approves or sends anything on its own. Only a person can approve a document.
AI use is paid for in advance with credits. The cost is shown before you use it.

5. What you add belongs to you

Everything you add - company details, people, certificates, documents, photos, records and notes - stays yours or your company's. We do not own it.
You allow us only to store it, make backup copies, process it to provide the features you use (including AI features you choose to use), and show it to you and the people your company lets use it.
We never sell your information and never show one company's information to another company.

6. Your employees' information

Safety files hold personal information about employees, such as names, ID numbers, contact details, medical fitness certificates and training records. For this information your company is the responsible party under the Protection of Personal Information Act (POPIA), and we process it for you as an operator.
You confirm that your company has a lawful reason to keep this information (for example, the safety law that requires it), that employees have been told how it is used, and that you add only what the safety file needs.
Medical certificates are special personal information. Use them only for the safety file and the law that requires them.

As your company's operator (POPIA sections 20 to 22), we agree that:

We process this information only to provide SafetyFileBuilder to your company, as these terms and your use of the site instruct us, or where the law requires it. We do not use it for anything else.
We keep it confidential. Only people who need to, to run and support the service, can reach it, and they are bound to keep it confidential.
We keep reasonable technical and organisational security measures in place (POPIA section 19), including encryption in transit, encrypted ID numbers, access only for members of your company, medicals only for its owners and editors, and nightly backups.
We use the service providers named in our Privacy Policy (section 4) to store and process it, under written terms that protect it at least as well as these. Some store it outside South Africa (POPIA section 72). We will update that list before we add a provider that processes your company's information.
If we have reason to believe your company's personal information has been accessed or obtained by someone without authority, we will tell your company's owners as soon as we can, with what we know, so your company can notify the Information Regulator and the people affected (POPIA section 22). We will help where we can.
We will help your company answer requests from employees to see, correct or delete their information, as far as the site allows.
When your company deletes information or its account, we delete it from the site, and it disappears from backups when they expire (at most 12 months). Before that, your company can download its files.

7. Clients' documents

Your clients' procedures, standards and templates belong to them. Upload only documents you are allowed to keep and use.
Documents you upload are visible only to your company. We do not share them with other users.

8. Storage

Every company gets 1 GB of storage free, shared by everyone who uses that company. A file counts once, however many safety files use it. Photos and scans are made smaller when they are uploaded. For each document you edit on the site, the last 10 versions are kept and count towards the space; older versions are deleted.
A company that needs more can buy a storage plan: 10 GB, 50 GB or 200 GB for one year, paid once. The price is shown before you pay. Plans add up, and buying the same plan again continues it after the current year.
We email the company's owners 30 days and 7 days before a plan ends.
If a company uses more space than it has (for example because a plan ended), it becomes read-only: you can still view and download everything, but not add files until it fits again. We email the owners when this starts, after 60 days and a week before the end. If it still does not fit after 90 days, we delete files until it does: first older versions of edited documents, then what is in the Bin, then the most recently added files. Each deletion is noted in the safety file's project log. Buying a plan or removing files at any time in those 90 days stops this.
We never take away the free 1 GB.

9. Payments

Payments are handled by our reseller, Paddle, who is the seller of record and handles payment details, tax and receipts. Paddle's own terms also apply to your purchase. When you can get your money back is explained in our Refund Policy. AI credits are sold in packs of US$5, $10, $20 and $50 (1 credit = 1 US cent) and do not expire; an account can hold at most US$100 of unused credits. Storage plans are sold per company for one year.

10. Keeping your data safe

We back up the database every night and work hard to keep the site running and your data safe, but no website can promise that nothing will ever be lost or that it will always be available. Keep your own copies of signed documents and certificates that matter to you, and download your finished safety files when you need them.

11. Our responsibility

SafetyFileBuilder is provided as it is. As far as the law allows, we are not liable for indirect loss, for a safety file being rejected or work being delayed, for fines, incidents or injuries, or for what users add. Nothing in these terms takes away rights you have under the Consumer Protection Act or other law that cannot be excluded.

12. Ending

You can stop using SafetyFileBuilder at any time, download your files and ask us to delete your account. We may suspend or close an account that breaks these terms.

13. Changes

If we change these terms, we will ask you to agree to the new version the next time you visit. The date of this version is shown at the top.

14. Law

These terms are governed by the law of the Republic of South Africa.