SafeAspect – Acceptable Use Policy

1. Introduction

SafeAspect provides cloud-based workplace health, safety, environment (HSE), compliance management, incident reporting, contractor management, inspection management, risk analysis, and AI-assisted operational intelligence services.

This Policy is intended to protect the integrity, security, lawful operation, and professional use of the Platform for legitimate business and HSE purposes.

2. Scope and Applicability

This Policy applies to all use of the Platform, including but not limited to:

• Website access and account registration;
• Uploading, storing, or processing operational data;
• Generating AI-assisted reports and analytics;
• Collaboration between users within customer organizations;
• API access, integrations, and connected services where applicable;
• Support communications and administrative activities.

Customer organizations are responsible for ensuring that their authorized users comply with this Policy.

3. Permitted Use

You may use the Platform only for lawful, authorized, and legitimate business purposes related to workplace safety, compliance, risk management, contractor oversight, inspections, incident management, and related HSE operations.

Permitted uses include:

• Creating and managing safety reports, inspections, and incident records;
• Uploading operational data you are lawfully authorized to process;
• Using AI-assisted tools to support HSE workflows and documentation;
• Managing contractor safety records and compliance documentation;
• Collaborating with authorized colleagues within your organization;
• Accessing subscription features in accordance with your plan.

4. Prohibited Conduct

You must not use the Platform in any manner that is unlawful, harmful, abusive, fraudulent, or inconsistent with professional HSE use. Prohibited conduct includes, without limitation:

• Uploading false, misleading, fabricated, or intentionally deceptive safety records;
• Using the Platform to harass, threaten, defame, or discriminate against individuals;
• Uploading malware, malicious code, or content designed to disrupt systems;
• Attempting unauthorized access to accounts, data, systems, or infrastructure;
• Reverse engineering, scraping, or extracting Platform code or data except as expressly permitted;
• Circumventing security controls, usage limits, or authentication mechanisms;
• Reselling, sublicensing, or redistributing Platform access without authorization;
• Using the Platform for unrelated commercial, political, or personal purposes;
• Violating applicable laws, regulations, employment obligations, or third-party rights;
• Interfering with the availability, performance, or security of the Platform.

5. Customer Data and Upload Responsibilities

Users and customer organizations remain solely responsible for all data uploaded to or processed through the Platform.

You must not upload:

• Information you are not legally authorized to collect, use, or disclose;
• Confidential third-party information without proper authorization;
• Employer-owned, client-owned, contractor-owned, or former employer-owned records without lawful authority;
• Special-category or sensitive personal data without appropriate legal grounds and safeguards;
• Content that infringes intellectual property, privacy, or contractual rights.

You are responsible for maintaining accurate access controls, assigning appropriate user permissions, and ensuring that only authorized personnel access sensitive operational records.

6. AI Feature Usage

The Platform may provide AI-assisted analysis, classification, reporting, and operational recommendations. Users acknowledge and agree that:

• AI outputs are intended for informational and operational assistance only;
• AI-generated content may contain errors, omissions, or incomplete assessments;
• AI outputs do not replace qualified human HSE judgment or professional review;
• AI outputs do not constitute legal, engineering, medical, regulatory, or professional safety advice;
• Users must review and validate AI-generated content before relying on it for operational or compliance decisions.

You must not misuse AI features to generate fraudulent documentation, conceal incidents, manipulate compliance records, or misrepresent workplace safety conditions.

7. Account Security and Access Controls

Users must protect login credentials and prevent unauthorized account access. You agree to:

• Maintain the confidentiality of passwords and authentication credentials;
• Notify the Company promptly of suspected unauthorized access;
• Use strong passwords and organization-approved security practices;
• Not share accounts between individuals unless expressly permitted by your organization;
• Deactivate access for users who no longer require Platform permissions.

You are responsible for activities conducted through your account unless you promptly report unauthorized use.

8. Intellectual Property and Confidentiality

The Platform, including its software, design, branding, documentation, and underlying technology, remains the property of the Company or its licensors.

Users may not copy, modify, distribute, or create derivative works from the Platform except as expressly authorized.

Users must respect the confidentiality of other organizations' data and must not access, export, or disclose information outside authorized business purposes.

9. Monitoring and Enforcement

The Company may monitor Platform usage as reasonably necessary to:

• Maintain security and system integrity;
• Detect fraud, abuse, or policy violations;
• Investigate technical issues or suspicious activity;
• Comply with legal obligations;
• Protect users, customers, and infrastructure.

Monitoring activities are conducted in accordance with applicable law and the Company's Privacy Policy.

10. Suspension and Termination

The Company reserves the right to investigate suspected violations of this Policy and to take appropriate action, including:

• Issuing warnings or requiring corrective action;
• Restricting specific features or accounts;
• Suspending access temporarily or permanently;
• Removing prohibited content;
• Terminating accounts or subscriptions;
• Reporting unlawful activity to appropriate authorities where required.

Enforcement actions may be taken without prior notice where necessary to protect users, customers, legal compliance, or Platform security.

11. Reporting Violations

If you become aware of misuse, unauthorized access, security concerns, or violations of this Policy, please report them promptly using the contact information below.

Customer organizations should also maintain internal reporting channels for workplace safety and data governance matters affecting Platform use.

12. Changes to This Acceptable Use Policy

The Company reserves the right to modify or update this Acceptable Use Policy at any time.

Updated versions become effective upon publication unless otherwise required by applicable law.

Continued use of the Platform after changes become effective constitutes acceptance of the updated Policy.