Privacy Policy

1. Introduction

SaidText Srl ("SaidText", "we", "us") operates the SaidText voice-powered safety reporting platform. This Privacy Policy describes how we collect, use, store, and protect information when you use our services at osha.usesaidtext.com and related applications. By using SaidText, you agree to the practices described in this policy.

2. Information We Collect

We collect the following categories of information:

• Account Information: Name, email address, company name, job title, and role when you register or are invited to use SaidText.
• Voice and Audio Data: Audio recordings submitted through the SaidText voice reporting interface. Audio files are processed to generate structured text records and are deleted automatically when the associated ticket is closed.
• Safety Records: Incident reports, near-miss reports, hazard observations, and related metadata including timestamps, location tags, severity classifications, and assigned personnel.
• Usage Data: Browser type, IP address, pages visited, feature usage patterns, and session duration collected through standard analytics tools.
• Billing Information: Payment details are processed by our third-party payment processor (Stripe) and are not stored on SaidText servers.

3. How We Use Your Information

We use collected information to provide and improve the SaidText platform, generate structured safety records from voice input, produce export-formatted files that support OSHA 300/301 workflows, send service-related communications, and comply with legal obligations. We do not sell personal data to third parties.

4. Data Retention and Deletion

Structured safety records are retained for the duration of your active subscription plus seven (7) years to support OSHA recordkeeping requirements, which mandate five-year retention of injury and illness records. Audio recordings are automatically deleted when the associated ticket or report is closed. Upon account termination, all customer data is permanently deleted within ninety (90) days, unless longer retention is required by law.

5. Data Security

We implement industry-standard security measures including encryption in transit (TLS 1.2+) and at rest (AES-256), account access controls, audit logging, and regular security assessments. Our infrastructure is hosted on SOC 2-compliant cloud providers. SaidText is moving toward SOC 2 Type II certification for its own operations.

6. Third-Party Services

We use select third-party services for hosting, payment processing, email delivery, and analytics. Each third-party provider is bound by data processing agreements and is required to maintain appropriate security standards. We do not share safety record content with third parties except as necessary to provide the service.

7. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, delete, or export your personal data. To exercise these rights, contact us at privacy@saidtext.com. We will respond to verified requests within thirty (30) days. Workspace administrators can export or delete safety records at any time through the platform's built-in export tools.

8. Cookies and Tracking

SaidText uses essential cookies for authentication and session management. We use optional analytics cookies (Google Analytics) only with your consent, managed through our cookie banner. You can withdraw consent at any time by clearing your browser cookies.

9. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated via email or in-app notification at least thirty (30) days before taking effect. Continued use of the platform after changes constitutes acceptance of the updated policy.

10. Contact

For privacy-related inquiries, contact us at privacy@saidtext.com or write to: SaidText Srl, Attn: Privacy, info@saidtext.com.