Privacy Policy
Panda Industries operates FLHA. This policy explains what personal information the service handles, why it is needed, who may receive it and how to contact us about your information.
1. Information we collect
- Company registrations: organization name, contact person, email, mobile number, selected plan of interest, verification status and account identifiers.
- Worker identity and access: names, phone numbers, roles, invitations, verification challenges, sessions and account activity.
- Field assessments: job descriptions, tasks, hazards, controls, risk ratings, location text, optional GPS coordinates, notes, timestamps, weather and site data, photographs, revisions, audit events and generated PDFs.
- Signatures and crew information: signers' names, company, phone, optional email, drawn signatures, signed timestamps and acknowledgement text. An email-copy checkbox is optional.
- Operational records: email/SMS delivery status, usage and publication events, technical errors and security-related information including IP addresses where recorded by the application or hosting infrastructure.
2. Why we use it
We use information to create and authenticate accounts, enable authorized safety-documentation workflows, generate and retain revisions and signed reports, invite workers, send requested authentication codes and assessment copies, administer usage allowances, investigate security issues, provide support and meet applicable legal obligations. Precise location is optional in the worker interface and is used to retrieve location-specific information when the user requests it.
3. Who may see or receive information
Authorized company administrators and supervisors may access company records through their roles; participants and people using valid crew links may access the specific assessment information made available through those links. Completed PDFs may be emailed to the company's designated address and to signers who choose an email copy. Recipients may retain or forward their copies.
To provide FLHA, relevant information may also be processed by:
- Twilio: phone numbers and the content needed for SMS codes or invitations.
- OpenAI: work descriptions and related assessment context submitted for optional AI-assisted drafting; do not send unnecessary personal identifiers in AI prompts.
- Google APIs: requested GPS coordinates used for location lookup, weather and geocoding.
- Township Canada: requested coordinates used to find legal land descriptions.
- Email/SMTP provider: recipients' addresses and verification or PDF messages.
- Hosting and infrastructure providers: information necessary for storage, security and delivery.
These service providers may process or store information outside Alberta or Canada, subject to their applicable service arrangements. We do not claim that all information remains in Canada.
4. AI, location and emergency information
AI suggestions are generated from job information you provide and are not a substitute for competent review. GPS permission is controlled by the device/browser; you can decline and enter site details manually, although location features may not work. Weather, legal land descriptions and nearby medical facilities are advisory data and should be independently confirmed before work or travel. FLHA is not an emergency monitoring or dispatch service.
5. Consent and your choices
Company registrants and invited crew signers are asked to acknowledge these policies at relevant collection points. Some information is necessary to authenticate users and maintain safety records. Crew members can decline optional report-copy emails. You may decline optional GPS location lookup or AI drafting. If you withdraw consent or request erasure, some records may need to remain for safety, evidentiary or legal compliance purposes; contact us to review the available options.
6. Retention and deletion
Assessment revisions, signatures, evidence and reports may need to be preserved under an employer's legal and internal recordkeeping requirements. Current FLHA code does not implement one uniform automatic deletion period for every data category; therefore, we cannot promise deletion after a fixed number of days. We aim to retain personal information only as long as reasonably necessary for the identified purpose or legal requirements, and to develop documented retention and secure disposal procedures. Requests for deletion, access and correction will be evaluated in light of applicable law and the account's safety-record obligations.
7. Security
FLHA uses access-controlled company accounts, SMS verification, role checks and revision-linked acknowledgements. No online service is completely secure. Please protect login codes and QR links, limit record sharing, verify report recipients and inform us promptly about suspected unauthorized access. We will evaluate and respond to security incidents as required by applicable law.
8. Access, correction and questions
For questions, privacy complaints or requests to access or correct personal information, contact our privacy contact at kevin.pace@pandaindustries.ca. Please identify the company and record involved without emailing full signatures or unnecessary sensitive information. We may need to verify your identity and coordinate with the company responsible for the record. You may also contact the relevant privacy regulator.
9. Children, changes and legal framework
FLHA is intended for workplace and business use, not children. We may update this policy as our services or privacy practices change; material changes will receive appropriate notice and consent where required. Alberta's Personal Information Protection Act and applicable federal or other provincial privacy laws may govern particular processing activities. This policy does not limit rights supplied by those laws.