Privacy Policy

Effective Date: 11/10/2025
Last Updated: 11/10/2025

1. Introduction
1.1 This Privacy Policy (“Policy”) explains how Safe Trade Solutions Ltd (“Safe Trade Solutions”, “we”, “us”, or “our”) collects, uses, discloses, and protects
personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1.2 This Policy applies to all personal data processed by Safe Trade Solutions Ltd in the course of operating our AI-assisted RAMS generation platform and related services (“Services”).

2. Data Controller
2.1 Safe Trade Solutions Ltd acts as the data controller for personal data collected through our website, platform, and client interactions.
2.2 Our contact details are:
Safe Trade Solutions Ltd
Portland House,
113-116 Bute Street,
Cardiff CF105EQ
Email: support@safetradesolutions.co.uk

3. Categories of Personal Data Collected
We may collect and process the following categories of data:

Identity Data – names, titles, contact details, company name, and position.
Account Data – login credentials, authentication tokens, and subscription information.
Payment Data – billing details, payment method information, and Transaction history (processed via secure third-party providers).
Technical Data – IP address, browser type, operating system, and other online identifiers.
Usage Data – interactions with the platform, including AI-generated content, logs, and error reports.
Communications Data – correspondence, feedback, or support requests.

4. Purpose of Processing

We process personal data for the following purposes:

To provide and administer the Services and user accounts.
To verify identity and manage access credentials.
To process payments, renewals, and billing.
To monitor and improve platform performance.
To generate and deliver risk assessment and method statement (RAMS)
outputs.
To comply with legal or regulatory obligations.

5. AI-Assisted Processing and Automated Decision-Making
5.1 Safe Trade Solutions Ltd uses AI-assisted automation to generate RAMS and associated documentation based on the information entered by the user.
5.2 The AI system does not make legally binding or safety-critical decisions; it provides automated content that must be reviewed and verified by a competent person before use.
5.3 We do not use AI for profiling or automated decision-making that produce legal or significant effects on individuals within the meaning of Article 22 UK GDPR.
5.4 The lawful basis for AI-assisted processing is legitimate interest (Article 6(1)(f)) in providing efficient document generation tools, combined with contractual necessity (Article 6(1)(b)), when processing is required to deliver subscribed
Services.

6. Lawful Bases of Processing
Safe Trade Solutions Ltd relies on the following lawful bases for processing personal data:
Contractual necessity – where processing is required to perform our contractual obligations with you.
Legal obligation – where processing is required by law or regulation.
Legitimate interest – where processing is necessary for our legitimate business interests, provided such interests are not overridden by your rights.
Consent – where required for marketing communications or the placement of non-essential cookies (in line with PECR).

7. Data Retention
7.1 We retain personal data only for as long as necessary to fulfil the purposes outlined in this Policy or as required by law.
7.2 Subscription data is typically retained for six (6) years after account closure to comply with accounting and tax obligations.
7.3 AI-generated content logs and related technical data are anonymised or deleted within twelve (12) months unless longer retention is required for system integrity or legal compliance.

8. Data Sharing and Third-Party Processors
8.1 We may share personal data with:

Cloud hosting and infrastructure providers;
Payment processors;
Professional advisers (legal, financial, or compliance);
Regulatory authorities when required by law.8.2 All third parties are bound by data processing agreements ensuringappropriate technical and organisational safeguards. 8.3 Safe Trade Solutions Ltd does not sell, rent, or trade personal data for marketing purposes.

9. International Data Transfers
9.1 Personal data may be transferred outside the United Kingdom when necessary to deliver Services (e.g. cloud hosting providers).
9.2 Such transfers are safeguarded using adequacy regulations under UK GDPR, or by implementing standard contractual clauses approved by the UK Information Commissioner’s Office (ICO).

10. Security of Personal Data
10.1 Safe Trade Solutions Ltd implements appropriate technical and organisational measures to secure personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage.
10.2 These measures include encryption, access controls, network firewalls, and
regular security reviews.

11. Your Rights
Under the UK GDPR, you have the following rights:

Right to access your personal data.
Right to rectification of inaccurate or incomplete data.
Right to erasure (“right to be forgotten”).
Right to restrict processing.
Right to data portability.
Right to object to processing based on legitimate interest.
Right to withdraw consent at any time.
Right to lodge a complaint with the Information Commissioner’s Office (ICO).

To exercise any of these rights, contact: support@safetradesolutions.co.uk

12. Cookies and Tracking Technologies
12.1 The Website uses cookies as described in our Cookie Policy.
12.2 Non-essential cookies are only activated after you have provided consent in
compliance with PECR.

13. Liability and Disclaimer
13.1 Safe Trade Solutions Ltd shall not be liable for any indirect, consequential, or
incidental damages arising from the use of personal data, except where liability
cannot be excluded under applicable law.
13.2 Nothing in this Policy limits or excludes liability for death or personal injury
caused by negligence, fraud, or fraudulent misrepresentation.

14. Updates to This Policy
14.1 We may update this Policy from time to time to reflect changes in law, guidance, or our business operations.
14.2 Any changes will be published on our Website with an updated “Effective Date.”

15. Contact Information
Questions or requests relating to this Policy should be addressed to:
Data Protection Officer
Safe Trade Solutions Ltd
Portland House,
113-116 Bute Street,
Cardiff CF105EQ
Email: support@safetradesolutions.co.uk