This Privacy Policy explains how J-Safe Compliance LLC (“J-Safe,” “we,” “us,” or “our”) collects, uses, stores, and protects information in connection with our EHS compliance services and the J-Safe Compliance Calendar portal (together, the “Service”). It applies to the businesses that engage us (“Clients”), the individuals authorized to use the portal (“Authorized Users”), and visitors to our website.
Two roles, one policy. For information about our own business relationship with a client — account and billing details — we act as the party that decides how that information is used. For the safety and compliance records a client loads into their portal (employee training records, inspection logs, hazard reports, chemical and fleet data), we act only as a service provider processing that information on the Client’s behalf and under the Client’s direction. The Client controls that data; we host and safeguard it.
1. Information We Collect
Information you provide directly
• Account & contact information — name, business name, job title, work email, work phone, and mailing/site address of the Client contact and Authorized Users.
• Onboarding information — details about a Client’s operation collected during setup (for example, NAICS code, site characteristics, and the applicability questionnaire used to build the compliance calendar).
• Billing information — we use a third-party payment processor (Stripe) to collect payment. Card and bank-account details are entered directly with the processor; we do not store full payment card or bank numbers on our systems.
• Communications — messages, support requests, and correspondence you send us.
Client Content (processed on the Client’s behalf)
Clients and their Authorized Users upload and maintain records within their portal, which may include: employee names and roles; training assignments and completion dates; facility inspection and corrective-action records; hazard and near-miss reports; chemical inventories and safety data sheets; and, for Client-designated administrators, vehicle and DOT-related test records. We refer to this collectively as “Client Content.” Client Content is entered at the Client’s discretion and remains under the Client’s control.
Information collected automatically
• Usage & log data — basic technical information such as access times, pages viewed, and general device/browser information, collected by our website and portal platforms to operate and secure the Service.
• Cookies — our website and portal use cookies and similar technologies needed to keep you logged in, remember preferences, and understand general usage. You can control cookies through your browser settings; disabling some may affect portal functionality.
2. How We Use Information
• To set up, deliver, maintain, and support the Service, including building and updating each Client’s compliance calendar.
• To send the weekly compliance digest and other Service-related notifications to the recipient(s) a Client designates.
• To process payments, manage subscriptions, and keep account records.
• To communicate with you about your account, updates, and support requests.
• To secure the Service, prevent misuse, and comply with legal obligations.
• To improve the Service using general, aggregated usage patterns.
We do not sell personal information, and we do not use Client Content for advertising or for any purpose other than providing the Service to that Client.
3. How Information Is Stored and Protected
Each Client’s Content is maintained in its own separate database instance — a single-tenant design, so one Client’s data is not commingled with another’s. Access to a Client’s portal requires authentication, and administrative pages (such as fleet and DOT records) are restricted to the Authorized Users a Client designates as administrators. We apply reasonable administrative, technical, and organizational safeguards appropriate to the nature of the data. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
4. Service Providers (Sub-processors)
We rely on trusted third-party providers to operate the Service. Each is bound by its own terms and privacy commitments, and we share only the information needed for them to perform their function:
Provider
Purpose
Airtable
Database hosting for Client Content and the compliance calendar
Softr
The client-facing portal / front-end interface
Stripe
Payment processing and subscription billing
Google Workspace
Business email and communications
HubSpot
Customer relationship management and communications
We do not otherwise share personal information except: with a Client’s direction or consent; to comply with law, legal process, or a valid government request; to protect our rights, safety, or property or that of others; or in connection with a business transfer (such as a merger or acquisition), in which case this Policy will continue to govern the transferred information.
5. Data Retention
We retain account and billing information for as long as a Client maintains an account and as needed for legitimate business and legal purposes. Client Content is retained for the duration of the Client’s subscription. On termination, we provide the Client an opportunity to export their Content and then delete or de-identify it within a commercially reasonable period, except where retention is required by law.
6. Client and Employee Responsibilities
Because much of the information in the Service concerns a Client’s own employees, the Client is responsible for having a lawful basis to provide that information to us, for the accuracy of the records they enter, and for informing their personnel about how their employer uses the Service. Requests from individual employees to access, correct, or delete their records should be directed to their employer (the Client), who controls that Content. We will assist Clients in responding to such requests as their service provider.
7. Your Choices
• Account information — Authorized Users can update their contact details in the portal or by contacting us.
• Communications — you can opt out of non-essential emails; Service and billing notices are necessary to operate the account.
• Privacy requests — depending on your jurisdiction, you may have rights to access, correct, delete, or restrict use of your personal information. Contact us using the details below and we will respond consistent with applicable law.
8. Children’s Privacy
The Service is a business tool intended for use by employers and their authorized personnel. It is not directed to children, and we do not knowingly collect personal information from anyone under 16.
9. Changes to This Policy
We may update this Policy from time to time. When we make material changes, we will revise the “Last updated” date above and, where appropriate, notify Clients. Continued use of the Service after an update constitutes acceptance of the revised Policy.
10. Contact Us
Questions about this Policy or your information can be directed to:
