1. Introduction
This Privacy Policy explains how Vantisco S.R.L.S. ("QoreSafe", "we", "us") processes personal data when you use the QoreSafe QHSE platform (the "Service"). QoreSafe is a multi-tenant SaaS: each customer organisation (a "tenant") operates an isolated workspace. For data submitted into a tenant workspace, the tenant is the data controller and QoreSafe acts as a data processor on its behalf (see our Data Processing Addendum).
2. Data we collect
- Account data: name, work email, hashed password, role, and workspace membership.
- Tenant & profile data: organisation name, sites, team structure, and configuration.
- QHSE records: incident and near-miss reports, risk assessments, audits, permits, non-conformances, training records, and man-hours. These records may include health-related information about a workplace injury or illness (for example, injury type or days away from work).
- Technical data: application logs record request metadata — method, path, response status, duration — and a request identifier used for support correlation. They do not contain IP addresses, and we do not log request or response bodies. Our hosting provider keeps its own connection logs, which do include IP address. Where we record that you accepted a legal document, we store a keyed one-way digest of the originating IP address rather than the address itself.
3. How and why we use data
We process personal data to:
- provide, secure, and maintain the Service;
- enable QHSE workflows (incident reporting, alerts, audits, document control) for the tenant;
- authenticate users and enforce tenant isolation and access control;
- send operational notifications (for example, expiry or overdue alerts);
- comply with legal obligations and respond to lawful requests.
4. Legal basis for processing
Where applicable data-protection law (for example, the GDPR) applies, we rely on: performance of a contract; legitimate interests in operating and securing the Service; compliance with a legal obligation; and, where required, consent. Health-related injury data may constitute a special category of personal data; the tenant is responsible for ensuring an appropriate lawful basis and condition for processing such data within its workspace.
5. Sub-processors
We use third-party sub-processors to deliver the Service. The categories in use are: application hosting and managed database; object storage for uploaded files; transactional email; and error monitoring, which receives diagnostic data from both our servers and your browser when a fault occurs. A current list naming each provider is maintained at /subprocessors. We impose data-protection obligations on each sub-processor consistent with this policy and our Data Processing Addendum.
We do not currently send your data to any artificial-intelligence or large language model provider. The Service contains three features that would do so — AI incident triage, the Safety Copilot, and the optional narration of Safety Insights — and they are disabled. We undertook to name the provider before enabling them: that provider is OpenAI, and it is already named in the list above. What each of the three would send, and on what terms, is set out in section 4 of that list. Incident triage is worth reading in particular, because it sends the incident description as written.
6. Your rights
Subject to applicable law, data subjects have the right to access, rectify, erase, restrict, and port their personal data, and to object to certain processing. Because much of the data in QoreSafe belongs to a tenant workspace, requests are typically directed to the relevant tenant (the controller); we will assist the tenant in responding. To exercise a right, contact us using the details in section 10 or your organisation's administrator.
7. Data retention
We retain personal data for as long as a tenant workspace is active and as needed to provide the Service, then delete or anonymise it in line with the tenant's instructions and our retention schedule. Backups are rotated on a defined cycle. On termination, data is returned or deleted as described in the Data Processing Addendum.
8. Security
We apply technical and organisational measures appropriate to the risk, including encryption in transit, hashed credentials, role-based access control, tenant isolation, and audit logging. No method of transmission or storage is completely secure; we work to protect personal data but cannot guarantee absolute security.
9. International transfers
Personal data may be processed in the regions where we and our sub-processors operate. Where data is transferred across borders, we use an appropriate transfer mechanism (for example, Standard Contractual Clauses) as required by applicable law.
10. Contact
For privacy questions or to exercise your rights, contact Vantisco S.R.L.S., Milan, Italy (VAT IT10026760966). Further details are available at vantisco.it.