Privacy Policy

Safety Hub is the internal field-operations app of Envelope Engineering Ltd, a civil and structural engineering consultancy in New Zealand. Our staff use it to record Take 5s, hazards, incidents, toolbox talks and the photos that go with them. This policy explains what personal information the app collects, why we need it, and who can see it.

Safety Hub is not a public app. Access is limited to people with an @envelope-eng.co.nz work email address, plus the few outside addresses an administrator has put on our access list. New staff can activate their own account from the sign-in screen with that address — we email a sign-in link — so an administrator does not have to create it first. What controls access is the work address itself, and the employer controls who holds one. An administrator can also add or remove access at any time.

What We Collect

Your account details. Your name and your work email address, your role, and the projects you are assigned to. You can add work contact details to your profile under Settings, including a phone number, and where the HR module is switched on a work phone number can also arrive from our HR system. We do not collect a home address, an emergency contact, or any payment details.

Precise location. When you start a Take 5 the app asks your device for its position straight away, and it records a position again when you confirm a job safety analysis or submit a record on site, so each record is pinned to the right place. Your device asks permission first. If you refuse it, or withdraw it later in device settings, the records the app captures go unstamped.

Photos and videos. The photos and short videos you capture or attach become part of the site record they belong to. They are for site conditions and work in progress, and people appear in them only where the record needs it. If your camera writes a location into the image, we read it out and store it with the photo so the photo can appear on the project map. That location comes from your camera's own location setting, not from the permission you gave this app, so it can still be there when you have refused the app access to your location — turn it off in your camera settings if you do not want it.

Technical data needed to run the service. Sign-in session cookies, the app version you are running, and the ordinary server logs our hosting provider keeps (including your IP address). The app also records your significant actions against your account — that you started and submitted a Take 5 or a report, and how long it took — so we can see the system is being used and keep it quick to use.

Staff directory data. Where the HR module is switched on, the app mirrors part of your record from BambooHR, read-only: job title, team and division, work contact details, start date, training and certification records with their expiry dates, and the dates you are away. BambooHR stays the HR system of record. The fields we ask it for are a fixed list — compensation, date of birth, home contact details and emergency contacts are never synced.

Competency assessments. Where a manager records a competency assessment about you — the assessment date, the review cycle, who assessed you, a Level 1 to 5 rating and the assessor's notes — it is visible to you and to administrators and managers, and to nobody else.

Why We Collect It

We collect this information for health-and-safety record-keeping and to run our field operations — meeting our duties under the Health and Safety at Work Act 2015, showing what was inspected and when, closing out corrective actions, and producing the reports our clients and directors rely on. Location makes a record verifiable; photos make it evidential. We do not use it for anything else.

Where It Is Held

Records, photos and videos are stored with Supabase (database and file storage) in the Sydney region, Australia (ap-southeast-2). The app itself is hosted by Vercel. Both are processors acting on our instructions; Envelope Engineering Ltd remains responsible for the information.

When you type an address or use your location, the text or coordinates are sent from Envelope's server to Land Information New Zealand (LINZ) to find the matching address; LINZ does not receive your device's IP address. We use Mapbox for map tiles. Where the app draws a map, your device fetches the tiles from Mapbox directly, so Mapbox servers see your device's IP address and the area you are looking at. Mapbox's optional usage telemetry is switched off in this app; Mapbox still receives the minimum requests it needs to serve and meter map loads.

When you start a Take 5, the site's coordinates go to Open-Meteo, a weather service, so the record carries the conditions at that place and time. Our servers make that request, not your device, so Open-Meteo is given a location but not your identity, your account or your IP address.

Where the in-app feedback button is switched on for you, sending feedback posts what you wrote — together with your work email, your role, the screen you were on and the app version — to Envelope's private issue tracker on GitHub, so the problem can be tracked and fixed. Only Envelope people can see that tracker.

Some information leaves the app in the ordinary course of work — for example a submitted record can generate a PDF and an email through Envelope's own Microsoft 365 tenant, and records may be shared with the client or contractor a project concerns.

What We Do Not Do

We do not sell or rent your information. We do not use it for advertising, and the app carries no advertising. There are no analytics or tracking SDKs in Safety Hub, we do not profile you for marketing, and no decision about you is made automatically. We do not track your location in the background either: the app records a position when you start or submit a record that needs one, and at no other time.

Who Can See It

Access is limited to Envelope staff who need it: you see your own records and the projects you are on, while managers, health and safety staff and administrators see records across the projects they are responsible for. Those same people also see activity summaries built from the events above — who has used the app recently, who has not, and safety activity by project — because keeping the health-and-safety system running is part of their job. Our service providers can reach the systems they run for us, but only to run them.

How Long We Keep It

Safety records are kept for as long as our health-and-safety and company record-keeping obligations require, which for some records is several years after the work is finished. Account details are kept while you have an account and are removed or de-identified afterwards, except where a record must stay intact to remain a true account of what happened on site.

Your Rights

Under the Privacy Act 2020 you can ask to see the personal information we hold about you and ask us to correct it if it is wrong. You can also delete your account yourself in the app, under Settings. Deleting your account does not erase the safety records you made: where we are required to keep a record it stays intact or is de-identified, so it remains a true account of what happened on site.

For anything else — a copy of your information, a correction, or a deletion we have to handle by hand — ask your Envelope administrator or the health-and-safety manager. If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner at privacy.org.nz.

Changes to This Policy

We may update this policy as the app changes. The date at the top shows when it was last updated, and material changes will be notified to staff.