Privacy Policy

Effective date: November 1, 2026

This policy explains what personal information PraxysEHS LLC ("PraxysEHS," "we," "us") collects, how we use it, and the choices you have. It covers our website and the PraxysEHS software (the "Service").

We do not sell personal information. Full stop. Not yours, not your employees', and nothing in your investigations. We don't share it for advertising, use it to build profiles, or let anyone else do so.

Two roles, depending on the information.

For our own records (your account, 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 investigations, including the names of employees and details of incidents, and the safety concerns people send through their posters), we handle it on the customer's behalf and follow their instructions. If you're named in an investigation, or you use PraxysEHS through your employer, your employer controls that information. If you sent a safety concern through a customer's poster, that customer controls it. Please contact them with questions or requests; we'll help them respond.

What we collect

When you create an account or are added to a team: your name, work email, role and home location, and your password, stored only in scrambled (hashed) form that can't be read back. An administrator may add you, in which case they give us your name and email.

If you sign in with Google: Google tells us your name and email address, and that Google has confirmed the address. We keep a note that your login uses Google, and nothing else from your Google account: not your password, your photo or access to your Google data. Google handles that sign-in under its own privacy policy.

If you're with a Safety Partner: your firm's name and email domain; the names, work emails and roles of the firm's people; which client organizations each of them works in and in what role; and the firm's billing and Safety Partner credit records.

What customers put into the Service: investigations and everything in them. That can include names and job roles of people involved, what they said in interviews, injury and health details, photos, documents and recordings, and the findings and fixes that follow. If a customer uses OSHA recordkeeping, that includes what OSHA's forms ask about an injured or ill employee, such as their date of birth, home address and sex, which only the people the customer gives recordkeeping can see.

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 customer'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.

Billing: your organization's name, billing email, plan and payment history, which we keep. The billing address, tax ID and payment details you enter on Stripe's pages are kept by Stripe; we never receive or store card or bank account numbers.

Security and technical information:

Sessions: the IP address and browser type of each signed-in session, used to protect accounts.
Rate limits: counters of recent requests by IP address, used to limit sign-in attempts and cleared within about an hour. The safety concern page limits how many concerns each site's poster can take in an hour by counting concerns, not IP addresses, and a concern isn't kept with the IP address it came from.
Failed sign-ins: recorded by the email address tried, with the IP address only as a scrambled code. Cleared within a day.
Bot checks: when you create an account, ask for a password reset, 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.
Free trials: each company email domain that has had a free trial, and which organization it was for. We keep this after that organization's data is deleted, so that each company gets one trial. It doesn't include any person's name or email address.
Activity records: who did what in an organization's account, such as creating a download link or changing a plan.
Request logs: short-lived logs kept by our hosting provider, Cloudflare.

Cookies: only one, which keeps you signed in, plus a short-lived one while you sign in with Google or with two-step sign-in, which matches the answer to your browser. Sending a safety concern needs no cookie from us. We don't use advertising or analytics cookies, and we don't track you across other sites.

Fonts: our pages use typefaces served from our own site, so loading a page doesn't send your information to a font provider.

How we use it

To provide the Service: running your investigations, your team and your account, and the safety concern posters and their answers. We don't email people who send a safety concern; they keep their link instead.
To keep it secure: protecting accounts, limiting sign-in attempts, preventing abuse, and investigating problems.
To bill you and keep financial records.
To contact you about your account, security, billing and changes to the Service.
To improve the Service, using counts and measurements that don't identify you, any person or any case.
To meet legal obligations and protect our rights.

We do not sell personal information. Full stop. We don't share it for cross-context behavioral advertising, and we don't use it to build profiles of anyone.

Sensitive information. Some state laws treat an account login and password as sensitive personal information. We use yours only to sign you in and keep your account secure. Injury and health details in investigations are Customer Data, which we handle only on the customer's behalf (see "Two roles" above).

Who we share it with

Service providers who run parts of the Service for us, under contracts that limit their use of it:
- Cloudflare: hosting, database, file storage, backups, security (including the Turnstile bot checks), and sending our emails.
- Stripe: payments and invoices.
- Microsoft: our support inbox, for messages you send to support@praxysehs.com.
A Safety Partner your organization works with. A Safety Partner is an independent business your organization chooses. While your organization works with it, the Safety Partner's people can see and work on your organization's investigations with the access the Safety Partner assigns. Your administrators can see who they are, turn off their access and end the relationship at any time. How a Safety Partner handles information outside PraxysEHS is governed by its own agreement with your organization and its own privacy practices, not this policy.
The customer's own Committee Room account, with the Committee Room add-on. When a customer turns on the add-on, summaries of its incidents go to its linked PraxysEHS Committee Room account, for its safety 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. To show a link to a case only to people who can already open it, Committee Room checks the viewer's email address with us. Actions the committee's management sends back from recommendations it has accepted come into the customer's action tracker, and their status shows in Committee Room. Both accounts belong to the same customer, and we run both for it, so this isn't sharing with a third party. Committee Room's own Privacy Policy covers what happens there.
People your organization chooses. When someone in your organization shares a case with an outside collaborator or makes a download link, whoever receives it can see that case.
Within a customer's account, for safety concerns. Everyone on the customer's team, including a Safety Partner's people working in its account, can open its Hazard reports page. The sender's name and photo, if they gave them, show only to the customer's administrators. A concern's name and photo don't appear on an action, a report or a download.
The person who sent a concern reads, through their private link, the company's and site's names, what they sent and the 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 investigations, we'll refer requests to the customer where we can, and tell them first unless we're prohibited (see our Terms of Service).
Business changes. If PraxysEHS is involved in a merger, acquisition or sale of assets. The information would stay covered by protections at least as strong as these.

How long we keep it

Investigations and account data: while the organization's account is active. After a plan ends, records stay read-only for 12 months and are then deleted, with at least 60 days' notice, unless a case is on legal hold. A customer can delete a case sooner themselves. We keep a short record that an organization's data was deleted, with counts but no personal details.
OSHA records: if a customer used OSHA recordkeeping, its OSHA logs, summaries and incident reports are kept read-only after its other records are deleted, until the end of the fifth year after the last year they cover, as OSHA requires, and are then deleted with the same notice.
Committee Room add-on: if a customer's add-on ends, its linked Committee Room account becomes read-only, and Committee Room's Privacy Policy says how long its records are kept.
Backups: full backup copies are kept for 90 days, so deleted information remains in backups until they age out.
Free trial records: a company email domain and the organization that had its trial, for as long as needed to apply the one-trial rule.
Billing records: as long as tax and accounting law requires, generally seven years.
Security records: failed sign-ins for one day; rate-limit counters for about an hour; session details until the session ends.

Where it's stored

Our database and files are stored with Cloudflare in eastern North America. Cloudflare's network may process requests in other locations to deliver the Service quickly and securely.

How we protect it

All connections are encrypted, and our providers encrypt stored data.
Passwords are hashed.
Each organization's data is kept separate, and access follows each person's role.
Sign-in attempts are limited.
Uploaded files can't run code in your browser.
Safety concern answer links are stored only as one-way codes.
Backups are tested to make sure they can be restored.

No system is perfectly secure. If we learn of a breach affecting your information, we'll notify affected customers and people as the 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. To ask for a copy of your personal information, or to have it corrected or deleted, contact us at support@praxysehs.com. Your organization's administrator can also update your name and role. If the information is part of your employer's account, we'll direct your request to them. If it's a safety concern you sent through a customer's poster, we'll direct your request to that customer.
Unsubscribe. Any marketing email we send includes an unsubscribe link. Account and security messages are part of the Service and can't be turned off while you have an account, but reminder emails can be turned off in the Service.
State privacy rights. Depending on where you live, you may have rights to know, access, correct, delete or opt out of certain uses of your personal information. We'll honor requests as the law in your state requires. We won't treat you differently for making one.
Opting out of selling and sharing. We don't sell or share personal information, so there's nothing to opt out of. We still honor Global Privacy Control and similar browser signals as an opt-out request.
How we verify a request. To protect you, we confirm a request comes from you before we act on it, usually by replying to the email address on your account or asking you to confirm details we already hold. We ask only for what we need to verify you.
Asking through someone else. You can have an authorized agent make a request for you. We'll ask for proof that you gave them permission, and we may ask you to confirm your identity with us directly.
Appeals. If we decline your request, we'll explain why. You can appeal by replying to our answer or writing to support@praxysehs.com with "Appeal" in the subject, and we'll respond within the time your state's law allows. If you're not satisfied, you can contact your state attorney general.

Notice for California and other states

Here is the information above, grouped the way California's privacy law asks. It applies to the information we handle for our own records; Customer Data is handled on the customer's behalf.

Identifiers: name, work email and IP address (often only as a scrambled code). From you, your organization's administrators and your browser. Used for accounts, security and contacting you.
Professional information: role, home location, organization and Safety Partner firm. From you and your administrators. Used to run your team and account.
Commercial information: plan, billing email and payment history. From you and Stripe. Used for billing and records.
Internet activity: signed-in sessions, request logs, activity records and bot-check results. From your browser and our systems. Used for security and to prevent abuse.
Sensitive information: your account login and password, the password stored only hashed. From you. Used only to sign you in and keep your account secure.

In the past 12 months we have not sold or shared personal information in any of these categories, and we have no plans to. We disclose them only to the service providers listed above, for the purposes described. How long we keep each is under "How long we keep it."

Children

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

Changes to this policy

We'll post updates here with a new effective date. If a change is material, we'll let account administrators know in advance.

Contact

PraxysEHS LLC · support@praxysehs.com