Privacy Policy

1. Who We Are

SafeDocs is a St. Lucia-based SME back-office platform operated by Sabina Shera Valmont, trading as SafeDocs (yoursafedocs.com). We provide payroll processing, HR compliance, business documentation, and related consultancy services to businesses in St. Lucia and the wider Eastern Caribbean.

For purposes of this Privacy Policy, "SafeDocs," "we," "us," and "our" all refer to this business. "You" refers to any person who visits our website, purchases a digital product, or engages us for services.

Business address: Canelles Estate, Desruisseaux, ¼ of Micoud, St. Lucia
Contact email: businessautopilot@yoursafedocs.com

2. What We Collect

We collect information in the following ways:

a) Information you provide directly

• Name and contact details submitted via our website contact form or business assessment form
• Business information provided during a service enquiry or onboarding process
• Purchase information when you buy a digital product (handled via Payhip and PayPal)
• Webinar registration details, including name and email address

b) Information provided as part of a service engagement

• Employee payroll records, including names, salaries, deductions, and NIC contribution data
• Human resources documentation, including employment contracts, disciplinary records, and leave records
• Business financial records for data entry and accounts processing services

c) Information collected automatically

• IP address, browser type, and pages visited — collected by Netlify (our website host) as standard server log data

3. How We Use Your Information

We use the information we collect for the following purposes only:

• To respond to your enquiry or business assessment submission
• To deliver the service or digital product you have purchased or engaged us for
• To fulfil legal obligations, including preparation and submission of NIC contribution returns and compliance with St. Lucia labour legislation
• To send service-related communications, including payroll reports, compliance reminders, and webinar information
• To maintain accurate business records as required by law

We do not use your information for unsolicited marketing without your consent, nor do we sell, rent, or trade your data to any third party.

4. Sensitive Client Data

Where your data lives

Client payroll files, HR records, and related business data are processed and stored within Google Workspace (Google Drive, Google Sheets, Google Docs) using the SafeDocs business account (businessautopilot@yoursafedocs.com). Google Workspace is the primary working environment for all client file handling.

Who can access it

Access to client data is restricted to authorised SafeDocs personnel only. Client data is never shared with other clients, third parties outside of operational necessity, or used for any purpose beyond delivering your service.

Confidentiality

All client engagements are subject to a confidentiality agreement. Employee data provided to SafeDocs for payroll processing purposes is handled under strict confidentiality and is not disclosed to any party beyond what is necessary to fulfil statutory obligations (such as NIC submissions to the National Insurance Corporation of St. Lucia).

Your responsibility as a client

When you provide employee data to SafeDocs, you confirm that you have a lawful basis for sharing that information and that your employees are aware their details are being processed by an external service provider on your behalf.

5. Third-Party Processors

SafeDocs uses the following third-party platforms in the course of operating this business. Each platform may process certain personal data as described below. SafeDocs does not control the privacy practices of these platforms; we recommend reviewing their respective privacy policies.

No other third parties receive your personal data from SafeDocs.

6. Data Retention

We retain your personal data only for as long as is necessary for the purposes for which it was collected, or as required by law.

• Enquiry and assessment data: Retained for up to 12 months from the date of submission if no service engagement follows.
• Client payroll and HR records: Retained for a minimum of 7 years following the end of an engagement, in accordance with St. Lucia tax and labour record-keeping requirements.
• Purchase records: Retained in accordance with Payhip's data retention policies and applicable tax record obligations.
• Website log data: Managed by Netlify in accordance with their data retention policy.

When data is no longer required, we take reasonable steps to securely delete or anonymise it.

7. Your Rights

You have the right to:

• Access the personal data we hold about you
• Correct any inaccurate or incomplete information
• Request deletion of your personal data, subject to any legal obligations to retain it
• Object to our use of your data for a particular purpose
• Withdraw consent at any time where processing is based on your consent

To exercise any of these rights, contact us at businessautopilot@yoursafedocs.com. We will respond within 10 business days.

Where a request involves client employee data, we may need to verify your authority to act on behalf of the relevant individuals before responding.

8. Security

We take reasonable technical and organisational measures to protect the data we hold. This includes:

• Access controls limiting who can view client files within Google Workspace
• Use of business-grade Google Workspace accounts with two-factor authentication
• Secure, encrypted email communication for sensitive data transmission
• Confidentiality agreements for all personnel with access to client data

No method of electronic transmission or storage is 100% secure. While we take data security seriously, we cannot guarantee absolute security. In the event of a data breach that poses a risk to individuals, we will notify affected parties as promptly as practicable.

9. Cookies

The SafeDocs website (yoursafedocs.com) does not use first-party cookies or tracking cookies. Netlify, our hosting provider, may set technical cookies as part of standard web infrastructure. These are not used for advertising or behavioural tracking purposes.

External links on our website (including Payhip, PayPal, and Google Forms) may set their own cookies when you visit those platforms. Please review their respective privacy policies for details.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable law. When we do, we will update the effective date at the top of this page.

We encourage you to review this policy periodically. Continued use of the SafeDocs website or services after any update constitutes your acceptance of the revised policy.

For material changes affecting how we handle existing client data, we will notify affected clients directly by email.

11. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us: