Privacy Policy: PraxysEHS Committee Room

Effective date: November 1, 2026

This policy explains what personal information PraxysEHS LLC ("PraxysEHS," "we," "us") collects through PraxysEHS Committee Room, how we use it, and the choices you have.

Two roles, depending on the information.

For our own records (customer accounts, billing, and how the website and Service are used), we decide how information is used. This policy describes that.
For what customers put into the Service (their committees, rosters, meetings, minutes, actions, photos, recommendations and answers, the safety concerns people send through their posters, and the people named in them), we handle it on the customer's behalf and follow its instructions. If you're named in a customer's records, for example on a committee roster, or you sent a safety concern, that customer controls the record. Contact them with questions; we'll help them respond.

What we collect

Your account: your name, work email, job title and access level, the companies and sites you work in, and the sites you're limited to, if any. Your company may enter your name and job title when it invites you. We don't use passwords: you sign in with a link we email you.
Two-step sign-in, if you turn it on: the key your authenticator app uses, stored encrypted, and your backup codes, stored only as one-way codes we can't read back.
Bot checks: when you ask for a sign-in link, or send a safety concern, Cloudflare Turnstile checks that a person, not an automated program, is filling in the form. It looks at basic signals from your browser and device to do that, and we receive only a pass or fail.
Billing: your organization's name, billing email, plan and payment history, and the billing address and any tax ID given at checkout, which are used to work out sales tax. Card and bank details are kept by Stripe, never by us.
Committee rosters, through customers: each member's name, part on the committee, the area and shift they represent, how they were chosen, term dates and the meetings they attended. Customers can list people who don't have a sign-in, such as hourly employees; those details come from the customer, not from the person.
What customers put in: charters and their approvals, meetings, agendas, attendance, minutes (uploaded files, or meeting recaps pasted in as text, for example from Microsoft Teams), actions with their owners, dates, checks and photos, requests for more time, and recommendations to management with the written answers. These can name employees, contractors and others.
Safety concerns, through a customer's poster. Anyone at a customer's site can send one without a sign-in. A concern holds what the person saw, where, whether they said it's a STOP work situation, the language they used (English or Spanish), and, only if they choose, a photo and their name. They get a private link to read the committee's answer; we keep only a one-way code of that link, not the link itself. We don't ask for an email address or phone number and don't add the person to any list.
Injury and health information, where a customer's minutes, recaps, actions, recommendations, concerns or photos describe injuries, illnesses or near misses. Customers decide what to include; our terms ask them to include only what the committee's work needs.
Photos are kept as uploaded, including any details the camera saved in them, such as where a photo was taken.
Incident summaries, with the Incident Analysis add-on. If a customer has the Committee Room add-on in PraxysEHS Human Factors Incident Analysis, we bring summaries of its incidents to its committees' agendas: what happened, where and when, and, once a case is signed off, its causes, findings and fixes and how the fixes are going. Summaries never include anyone's name, notes, photos, files, recordings, statements or interviews, or OSHA or medical details, and cases marked sensitive or referred to a different process aren't shared at all.
Activity records: who changed what in a customer's account, and when.
Security and technical information: session details, sign-in records and short-lived request logs kept by our hosting provider. Internet addresses are used briefly to limit how many requests one address can make, including on the safety concern pages; they aren't kept with a concern.

Cookies: one, which keeps you signed in, plus, if you use two-step sign-in and choose "Trust this device," one that skips the code on that browser for 30 days. Sending a safety concern needs no cookie from us. No advertising or analytics cookies. Our public pages at praxysehs.com count visits with Cloudflare Web Analytics, which doesn't use cookies.

How we use it

To provide the Service: committees, charters and rosters, meetings, agendas and minutes, actions and their checks, recommendations and answers, the safety concern posters and their answers, and downloads.
To send the emails the Service sends as part of the work, such as sign-in links, invitations and meeting agendas. We don't email people who send a safety concern; they keep their link instead.
To keep the Service secure, bill customers, contact you about your account, and meet legal obligations.
To improve the Service, using counts that don't identify any person or company.
Injury and health information is used only to provide the Service to the customer it came from.

We don't sell personal information or share it for advertising. No artificial intelligence service reads customer records.

Who we share it with

Service providers under contracts that limit their use of it: Cloudflare (hosting, database, file storage, backups, security, including the Turnstile bot checks, email delivery, and visit counts on our public pages), Stripe (payments) and Microsoft (our support inbox, only for what you send to support@praxysehs.com).
The customer's own Incident Analysis account, with the add-on. Actions the customer's management chooses to send from recommendations it has accepted go to the customer's action tracker in Incident Analysis, and their status comes back here. To show a link to a case only to people who can already open it, we check the viewer's email address in Incident Analysis. Both accounts belong to the same customer, and we run both for it, so this isn't sharing with a third party. Incident Analysis's own Privacy Policy covers what happens there.
Within a customer's account. People a customer adds see what their access allows: admins see every committee; members see the committees at their sites, or at every site if they aren't limited to some; and guests see only the committees they advise. Draft minutes show only to the committee's chair or co-chairs, whoever takes the minutes, and whoever added them. The name and photo sent with a safety concern show only to the people who answer concerns for the committee (admins, and members who chair or take the minutes); other members read what was seen and the answer, never whether a name was given, and a concern's name and photo never appear on an agenda, an email or a download.
The person who sent a concern reads, through their private link, the site's name, what they sent and the committee's answer, and if it became an action, its due date and whether it's done. Anyone who has the link can read that page.
Legal requirements, when required by law, subpoena or court order. For customer records, we refer requests to the customer where we can.
Business changes, under protections at least as strong as these.

We'll give customers' admins at least 30 days' notice before adding or replacing a service provider that handles customer records.

How long we keep it

Customer records, safety concerns included: while the customer's trial or plan is active. After it ends, read-only for 12 months, then deleted with at least 60 days' notice. A customer can ask us to delete its records sooner.
With the Incident Analysis add-on: if the add-on ends, the customer's Committee Room records become read-only, and are kept and deleted in the same way.
Deleted and removed items: things deleted or removed in the Service, such as a person removed from an account or a member who left a committee, are hidden and kept with the customer's other records until those are deleted. A removed or replaced file is different: its stored copy is deleted at once.
Billing records: as tax and accounting law requires, generally seven years.
Backups: Cloudflare's point-in-time restore covers the last 30 days, and our nightly copies of the database, and the copies made before each database update, are kept 90 days. Deleted information stays in these copies until they age out. Files and photos aren't in them.

Where it's stored and how we protect it

PraxysEHS Committee Room is offered for sites in the United States, and in Canada except Québec. Our database and files are stored with Cloudflare in the United States. If you're at a site in Canada, your information is stored and processed in the United States, where courts, law enforcement and national security authorities may be able to access it under US law. Connections are encrypted, stored data is encrypted, each customer's data is kept separate, access follows each person's access level, sites and part on a committee, sign-in links, sessions, backup codes and concern answer links are stored only as one-way codes, two-step keys are stored encrypted, photos are checked to be images before they're kept, and files open only through links that run out in minutes. No system is perfectly secure; if a breach affects your information, we'll notify affected customers and people as the law requires. For sites in Canada, that includes telling the customer promptly so they can report a breach that creates a real risk of significant harm, as Canadian law requires.

Your choices and rights

Sending a concern without your name. Leaving your name off is always an option, and a concern sent that way carries no name at all. A photo can still show people or places that point to you, so choose it with that in mind.
Access, correction and deletion. You can change your own name in the Service. For anything else, contact us at support@praxysehs.com. If the information is part of a customer's records, including a concern you sent, we'll direct your request to that customer.
Emails. Agendas come from your seat on a committee; ask your committee's chair or your company's admins if you no longer need them.
State privacy rights. Depending on where you live, you may have rights to know, access, correct, delete or opt out. We'll honor requests as your state's law requires, and won't treat you differently for making one. An authorized agent can make a request for you; we may ask them and you to confirm it. If we decline a request, you can ask us to reconsider by replying to our answer.
No selling or sharing. We don't sell personal information or share it for cross-context behavioral advertising, as California law defines those terms, so there's nothing to opt out of. We treat a Global Privacy Control signal as an opt-out request anyway.
Canadian privacy rights. If you're in Canada, you can ask to see the personal information we hold about you and to correct it, and you can complain to us or to the Office of the Privacy Commissioner of Canada (or your provincial commissioner). Our Privacy Officer can be reached at support@praxysehs.com, with "Privacy" in the subject line.

Children

PraxysEHS Committee Room is for businesses and isn't directed at children. We don't knowingly collect personal information from anyone under 16.

Changes and contact

We'll post updates here with a new effective date, and tell customers' admins before material changes. PraxysEHS LLC · support@praxysehs.com