Safety 101 Privacy Policy

ERP 101, LLC

Effective Date: October 1, 2024

Introduction

Welcome to our Privacy Policy for safety101.com operated by ERP 101 LLC dba Safety 101 (“Safety 101” or “we” or “us”) in the United States and its related domains, social media channels, mobile applications, services, information, web postings, products and tools (collectively, “Website” or “Service(s)”).

We respect your privacy and the privacy of your employees, contractors, and agents, and we are committed to protecting personal data we obtain through your use of the Website and Services. This Privacy Policy will inform you as to how we look after personal data when you visit our Website or use our Services (regardless of where you visit it from) and tell you about your privacy rights.

By using our Website, you consent to the data practices described in this Privacy Policy and you agree to the Website Terms of Service [www.safety101.com/tos] as if fully incorporated herein. If you do not agree with the data practices described in this Privacy Policy, you should not use our Website.

1.  Overview
2. The Data We Collect
3. How We Collect Personal Data
4. How We User Personal Data
5. Disclosures of Personal Data
6. Web Accisibility Statement
7. Data Security
8. Data Retention
9. Your Rights
10. California Resident’s Privacy Rights
11. HIPAA
12. Storage of Medical Records in Safety 101

1. Overview

Safety 101 includes:

1. Mobile Inspection
2. Employee Training Tracker
3. Employee Portal
4. Incident Manager
5. OSHA Recording
6. Document Manage
7. Reports

Purpose of this Privacy Policy

This Privacy Policy aims to give you information on how we collect and process personal data through your use of this Website, including any data you may provide through this Website when you use our service.

This Website is not intended for children and we do not knowingly collect data relating to children consistent with the U.S. Children’s Online Privacy Protection Act. If we learn that we have received information directly from a child under age 13 without the parent or legal guardian’s verified consent, we will use that information only to respond to the child/parent/guardian to inform the child that he or she may not use the Website.

It is important that you read this Privacy Policy together with any other Privacy Policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Privacy Policy supplements the other policies and is not intended to override them.

Safety 101 Contact Information

Our contact details are:

• David Groulx
• Email address: support@safety101.com
• Postal address: 2943 Foxboro Lane Holland, MI 49424

Changes to this Privacy Policy

We will notify you whenever this Privacy Policy is updated.

Third-Party Links

This Website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Website, we encourage you to read the Privacy Policy of every website you visit.

2. The Data We Collect

Personal data, or personal information, means any information about an individual from which that person can be identified.

We or our service providers may collect, use, store and transfer different kinds of personal data about you or your employees, contractors, or agents or other Personal Data you submit to us, which we have grouped together as follows:

• Identity Data includes first name, middle name, last name, username or similar identifier, date of birth, gender, address, job title, hire date.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Financial Data includes payment card details, account numbers, expiration dates.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this Website.
• Usage Data includes information about how you use our Website, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
• Privacy Concern Case data concerning an injury or illness. See Terms of Service Agreement for more on privacy concern cases.

3. How We Collect Personal Data

We use different methods to collect data including through:

Direct interactions. You may give us personal data by using the Website or filling in forms or by corresponding with us by post, phone, e-mail or otherwise. This includes personal data you provide when you:

• Use the Website or Services;
• Apply for our products or services;
• Create an account on our Website;
• Subscribe to our service or publications;
• Request marketing to be sent to you;
• Conduct a survey; or
• Give us some feedback.

Automated Technologies or Interactions

As you interact with our Website, we may automatically collect data about your equipment, browsing actions and patterns.

Third-party sources

We may receive personal data about you from various third parties including our third-party service providers. We may employ other companies and individuals to perform functions upon our behalf. They have access to user information needed to perform their functions, but may not use it for other purposes.

Cookies Policy

We may place “cookies” on the browser of your computer. Cookies are small pieces of information that are stored by your browser on your computer’s hard drive. Cookies may enhance the convenience and use of the Website. For example, the information provided through cookies may be used to recognize you as a previous user of the Website (so you do not have to enter your personal information every time), offer personalized information for your use, and otherwise facilitate your experience using the Website. You may choose to decline cookies if your browser permits, but doing so may affect your ability to access or use certain features of the Website.

Web Beacons

We may also utilize web beacons on our Website. A “web beacon,” also known as an Internet tag, pixel tag or clear GIF, links web pages to web servers and their cookies and may be used to transmit information collected through cookies back to a web server. The information collected through these automated means may include information that we gather and store about your visit to, and use of, the Website, such as your IP address, type of browser and operating system used, date and time you access the Website, pages you visit, and, if you linked to the Website from another website, the address of that website. This data does not include personal information and is not treated as personal information under this Privacy Policy, but it may include the IP address of your device. We may link an IP address to information that is personally identifiable. 

4. How We Use Personal Data

We will only use personal data when the law allows us to. Most commonly, we will use personal data in the following circumstances: (a) where we need to perform the contract we are about to enter into or have entered into with you; (b) where it is necessary for our legitimate interests (or those of a third party) and your interests and rights do not override those interests; (c) where we need to comply with a legal or regulatory obligation. We use your data in the following ways:

• To provide the Services to you;
• To register you as a new client;
• To process and deliver your order, manage payments, fees, and charges;
• To manage our relationship with you;
• To enable you to complete a survey;
• To administer and protect our Website;
• To deliver relevant Website content and advertisements to you;
• To use data analytics to improve our Website, products/services, marketing, customer relationships and experiences;
• To make suggestions and recommendations to you about goods or services that may be of interest to you.

Marketing and Outreach

We strive to provide you with choices regarding certain personal data uses, particularly around marketing. You can manage the marketing and outreach we provide to you by opting out, which is described in the “Opting Out” section below.

Opting Out

You can ask us to stop sending you marketing messages at any time by replying to a marketing email with unsubscribe” in the subject line, clicking “unsubscribe” in the marketing email itself, or by Contacting us at any time.

5. Disclosures of Personal Data

We do not sell, trade, or otherwise transfer to outside party’s personally identifiable information. This does not include trusted third parties who assist us in operating our site, conducting our business, or servicing you, so long as those parties agree to keep this information confidential.  Those trusted third-party partners might:

• Provide you and members with various services
• Provide database maintenance and security
• Help us manage transactions
• Help us process and fulfill orders or requests

We may also release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others’ rights, property, or safety.

Disclosure in the Event of Merger, Sale, or Other Asset Transfers

If we are involved in a merger, acquisition, financing due diligence, reorganization, bankruptcy, receivership, purchase or sale of assets, or transition of service to another provider, then your Personal Information may be transferred as part of such a transaction, as permitted by law and/or contract. By providing your personal information to us, you consent to such a transfer.

6. WEB Accessibility Statement

We are committed to making the Website’s content accessible and user friendly to everyone. If you are having difficulty viewing or navigating the content on this website, or notice any content, feature, or functionality that you believe is not fully accessible to people with disabilities, please call us at 616-228-9440 or email us at support@safety101.com with “Assist with Access” in the subject line and provide a description of the specific feature you feel is not fully accessible or a suggestion for improvement.

7. Data Security

We have put in place appropriate security measures to prevent personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to personal data to those employees; agents, contractors and other third parties who have a business need to know. They will only process personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Data Retention

We will only retain personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of personal data, the purposes for which we process personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

9. Your Rights

Under certain circumstances, you have rights under data protection laws in relation to personal data. Your employees, contractors, and/or agents may have similar rights:

• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request restriction of processing your personal data.
• Request transfer of your personal data.
• Right to withdraw consent to us processing your personal data.

If you wish to exercise any of the rights set out above, or if you have a complaint please Contact us. Safety 101 commits to resolve complaints about our collection or use of your personal information. Inquiries or complaints regarding the processing of personal data should first be directed to Safety 101 at support@safety101.com.

10. California Resident’s Privacy Rights

Safety 101 does not track its Users over time and across third-party websites to provide targeted advertising and therefore or does not respond to Do Not Track (DNT) signals.

California’s “Shine the Light” law permits individual California residents to request certain information regarding our disclosure of certain categories of Personal Information to third parties for those third parties’ direct marketing purposes. To make such a request, please contact us at support@safety101.com. This request may be made no more than once per calendar year.

11. Health Insurance Portability and Accountability Act (HIPAA)

HIPAA does not apply to Safety 101.

HIPAA applies only to covered entities and their business associates. The United States Office of Civil Rights has guidelines on what types of organizations are covered entities. They are:

• Healthcare providers – doctors, clinics, nursing homes
• Health plans – insurance companies, HMO’s, company health plans, government programs that pay for healthcare.
• Health care clearinghouses – organizations that enable the exchange of healthcare data between the provider and the payer (insurance company)

As this list indicates, Safety 101 is not a covered entity nor is it a business associate of its covered entity clients.

Additionally, Safety 101 does not collect the type of personal health information (PHI) defined by HIPAA:

1. Information about care given for physical and/or mental well being of an individual.
2. Notes, charts or any paperwork pertaining to doctor, hospital or clinic visits.
3. Enrollment in any health plans or other health programs associated with health care.
4. Any health care payment or claims.

12. Storage of Medical Records in Safety 101

Safety 101’s user access model is designed to authorize individuals to record, investigate and correct safety incidents. It is not designed to protect employee medical records.

The protection of employee medical records is regulated by HIPAA and carries with it a different set of user access requirements such as employee authorization. This is why employee medical records cannot be stored in Safety 101.

Our understanding of best practices for protecting employee medical records is to limit access to select HR personnel and grant further access on a strict “need-to-know” basis.