Privacy Policy
Last updated: 11 September 2026
QR Safety is committed to protecting your privacy and handling personal information responsibly, securely and transparently.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, use QR Safety products or services, or interact with forms, dashboards, applications and other digital services provided by us.
For the purposes of this policy, “QR Safety”, “we”, “us” and “our” refers to Simple Safety Advice Group Ltd, trading as QR Safety.
Data Controller: Simple Safety Advice Group Ltd
Trading Name: QR Safety
Business Address: No. 8 Scandia-Hus Business Park, Felcourt Road, East Grinstead, West Sussex, RH19 2LP
Email: qrsafety@ssagroup.org.uk
Website: www.qrsafety.co.uk
1. Information We Collect
The information we collect depends on how you interact with QR Safety.
This may include:
Your name
Company or organisation
Job title
Email address
Telephone number
Account and login information
Information submitted through enquiry, demo or contact forms
Information provided during customer onboarding, training or support
Website usage information
IP address and approximate location information
Device, browser and operating system information
Cookie and analytics information
Communications between you and QR Safety
Information submitted through QR Safety forms, applications and dashboards
Documents, photographs, signatures and other files uploaded to QR Safety systems
Training, competency or qualification information
Subcontractor and supplier information
Safety records, inspection records, inductions, toolbox talks and related records
Information contained within RAMS, risk assessments, method statements and supporting documents
Some QR Safety systems may also be used by our customers to collect information relating to accidents, incidents, occupational health or other matters which could contain special category personal data, including health information.
Where this occurs, the organisation using QR Safety will normally determine why that information is being collected and how it should be used.
2. Website Enquiries and Demo Requests
If you contact us through our website, email, telephone, social media or a demonstration request, we may collect your contact details and information about your enquiry.
We use this information to:
Respond to your enquiry
Arrange demonstrations or meetings
Provide requested information
Prepare quotations or proposals
Follow up discussions about our products and services
Maintain appropriate records of our communications
Our lawful basis will normally be legitimate interests, or taking steps at your request before entering into a contract.
3. QR Safety Customers and Users
If your organisation becomes a QR Safety customer, we may process information necessary to establish, administer and support your account.
This may include information about administrators, managers and other authorised users.
We use this information to:
Set up and manage your QR Safety service
Provide customer support
Deliver training
Configure forms, dashboards and applications
Maintain user access and security
Communicate about your service
Provide updates relevant to your account
Diagnose technical issues
Improve the reliability and operation of our services
Meet our contractual, legal and regulatory obligations
Our lawful basis will normally be performance of a contract, legitimate interests or, where applicable, compliance with a legal obligation.
4. Information Collected Through Our Customers' QR Safety Systems
QR Safety enables organisations to digitise health and safety processes including forms, inductions, toolbox talks, inspections, permits, training records, site reports, subcontractor approvals, incident reporting and other business processes.
Where an organisation uses QR Safety to collect personal information about its employees, workers, subcontractors, visitors, customers or other individuals, that organisation will normally be the Data Controller.
QR Safety will normally act as the Data Processor, processing the information on behalf of and under the instructions of our customer.
This means the QR Safety customer is responsible for determining:
Why the information is collected
What information needs to be collected
The lawful basis for collecting it
Who can access it
How long it should be retained
How requests from individuals should be handled
If you have submitted information through a QR Safety form operated by your employer, contractor, main contractor or another organisation and wish to exercise your data protection rights, you should normally contact that organisation first.
QR Safety will support our customers in responding to appropriate data protection requests where required.
5. Health and Safety Information
Because QR Safety is a health and safety management platform, some customer systems may contain information relating to:
Accidents or injuries
Near misses
Occupational health
Medical information relevant to workplace safety
Fitness to work
Reasonable adjustments
Training and competency
Workplace investigations
Some of this information may constitute special category personal data under UK data protection law.
Where QR Safety processes this information on behalf of a customer, we do so only to provide the services requested by that customer and in accordance with our contractual and data protection obligations.
6. Subcontractor Approval Systems
QR Safety may provide systems that allow organisations to collect and review information from subcontractors, suppliers and other third parties.
Information submitted may include:
Company information
Contact details
Insurance information
Training and competency records
Qualifications
Policies and procedures
Health and safety documentation
RAMS
Project-specific documentation
Expiry dates
Approval and review information
This information may be processed electronically to help identify missing, incomplete, inconsistent or expired information.
The organisation carrying out the subcontractor approval remains responsible for making the final decision regarding approval or appointment.
7. Artificial Intelligence and Automated Assistance
Some QR Safety services may use artificial intelligence or automated technology to assist users with tasks such as:
Reviewing information
Identifying missing information
Checking dates or document details
Reviewing RAMS or supporting documents
Suggesting wording
Producing draft content
Highlighting potential inconsistencies
These tools are designed to support human decision-making, not replace competent professional judgement where this is required.
Where third-party technology providers are used to provide AI-supported functionality, appropriate contractual and data protection arrangements will be used.
Users should review AI-generated or AI-assisted output before relying upon it, particularly where the information relates to health and safety, legal compliance or workplace risk.
8. RAMS Builder
When using the QR Safety RAMS Builder, you may enter information relating to your organisation, project, site, activities, hazards, controls, employees or other individuals.
The information you provide is used to enable the RAMS Builder to create, edit, review and export your documents and provide the functions available within the service.
Where information is stored locally on your device rather than on QR Safety's systems, QR Safety does not have access to that locally stored information unless you separately choose to submit or transmit it to us or to a connected service.
Users should avoid entering unnecessary personal or sensitive information into RAMS documents.
9. Marketing Communications
If you have asked to receive information from us, are an existing customer, or where we otherwise have a lawful basis to contact you, we may send information about:
QR Safety products and services
Product updates
New features
Health and safety resources
Events
Training
Industry news
Offers or promotions
Depending on the circumstances, we may rely on your consent or our legitimate interests, subject to applicable electronic marketing rules.
You can unsubscribe from marketing communications at any time using the unsubscribe option provided in the communication or by contacting us.
We will not sell your personal information to third parties for marketing purposes.
10. Cookies and Website Analytics
Our website may use cookies and similar technologies to:
Make the website function correctly
Maintain website security
Remember preferences
Understand how visitors use our website
Measure website performance
Understand the effectiveness of advertising and marketing campaigns
Some cookies are essential for the operation of the website. Other cookies, including certain analytics, advertising and tracking cookies, will only be used where permitted and, where required, after you have provided consent.
You can manage your cookie preferences through the cookie controls provided on our website.
You can also control cookies through your browser settings.
Further information about the specific cookies used by our website should be available through our cookie settings or Cookie Policy.
11. Advertising and Social Media
We may use advertising, analytics and social media services to understand the effectiveness of our marketing.
Where you have provided the necessary cookie consent, technology may be used to understand whether someone who saw an advertisement later visited the QR Safety website or completed a particular action.
These providers may process information in accordance with their own privacy policies.
Where consent is required for this type of tracking, the relevant technology should not be activated until consent has been provided.
12. Who We Share Information With
We may use trusted third-party suppliers to help us operate QR Safety and provide our services.
These may include providers of:
Website hosting
Cloud hosting and storage
Online forms
Email
Customer relationship management
Analytics
IT support
Cybersecurity
Payment and accounting services
Dashboard and database technology
Artificial intelligence services
Customer communication services
Online advertising and social media
Software development and hosting
Where these organisations process personal information on our behalf, we require appropriate data protection and confidentiality arrangements.
We may also disclose personal information where reasonably necessary to:
Comply with the law
Respond to a court order or regulatory requirement
Protect our legal rights
Prevent or investigate fraud or misuse
Protect the security of QR Safety, our customers or users
We do not sell personal information.
13. International Data Transfers
Some of the technology providers we use may store or process information outside the United Kingdom.
Where personal information is transferred internationally, we take appropriate steps to ensure it continues to receive an appropriate level of protection.
Depending on the destination and provider, this may include use of:
UK adequacy regulations
Approved contractual safeguards
The UK International Data Transfer Agreement
The UK Addendum to approved Standard Contractual Clauses
Other legally recognised safeguards
14. How Long We Keep Information
We do not retain personal information for longer than reasonably necessary.
The appropriate retention period depends on the type of information, why it was collected and any legal, contractual, insurance or regulatory requirements that apply.
For example:
Enquiries and prospective customer information may normally be retained for up to 24 months after the last meaningful interaction unless there is a reason to retain it longer.
Customer and contractual records may be retained throughout the customer relationship and afterwards where necessary for legal, tax, accounting, insurance or contractual purposes.
Marketing information may be retained until you unsubscribe, object to processing or the information is no longer reasonably required.
Website analytics information is retained in accordance with the settings and retention periods of the analytics services we use.
Information processed on behalf of QR Safety customers is retained in accordance with the customer's instructions, contractual arrangements and applicable retention requirements.
We may retain limited information where necessary to record that someone has unsubscribed or objected to marketing so that we can respect that preference in the future.
15. How We Protect Your Information
We take appropriate technical and organisational measures to protect personal information against:
Unauthorised access
Accidental loss
Destruction
Alteration
Disclosure
Misuse
Measures may include access controls, account authentication, secure hosting, encryption where appropriate, backups, monitoring and restrictions on staff or contractor access.
No online service can guarantee absolute security, but we continually review the measures used to protect the information entrusted to us.
16. Your Data Protection Rights
Depending on the circumstances, UK data protection law gives you rights including the right to:
Access personal information held about you
Correct inaccurate or incomplete information
Request deletion of your personal information in certain circumstances
Restrict processing in certain circumstances
Object to processing, including certain forms of direct marketing
Data portability where applicable
Withdraw consent where processing is based on consent
Raise concerns about certain automated decision-making where applicable
These rights are not absolute and some may only apply in particular circumstances.
If QR Safety is processing your information on behalf of one of our customers, we may need to refer your request to that customer as the relevant Data Controller.
17. Making a Data Protection Request
If you would like to exercise any of your rights or have a question about how QR Safety handles personal information, please contact:
Simple Safety Advice Group Ltd, trading as QR Safety
No. 8 Scandia-Hus Business Park
Felcourt Road
East Grinstead
West Sussex
RH19 2LP
Email: qrsafety@ssagroup.org.uk
We may need to verify your identity before responding to certain requests.
18. Complaints
If you have concerns about how we have handled your personal information, please contact us first so that we have the opportunity to investigate the matter.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Further information is available at www.ico.org.uk.
19. Links to Other Websites
Our website may contain links to other websites and services.
QR Safety is not responsible for the privacy practices of external websites. We recommend reviewing the privacy information provided by those organisations before supplying personal information.
20. Children
QR Safety's products and services are designed primarily for organisations and people using workplace health and safety systems.
Our services are not intended to collect personal information directly from children through the QR Safety website for consumer purposes.
Where information relating to a young person is processed through a customer's workplace health and safety system, responsibility for determining the lawful basis and appropriate safeguards will normally rest with the customer as Data Controller.
21. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, suppliers or legal requirements.
The latest version will be published on this page together with the date it was last updated.
Contact Us
For questions about this Privacy Policy or how QR Safety handles personal information, contact:
Simple Safety Advice Group Ltd, trading as QR Safety
Email: qrsafety@ssagroup.org.uk
Website: www.qrsafety.co.uk
Address: No. 8 Scandia-Hus Business Park, Felcourt Road, East Grinstead, West Sussex, RH19 2LP