Data Security Policy

This Data Security Policy describes the technical and organisational measures that Safety Desk ("we", "us", "our"), operator of Vigilo (www.safety-desk.com), implements to protect customer data processed through the Vigilo platform. This document is intended for customers, procurement teams, and data protection officers conducting security due diligence.

1. Infrastructure & Hosting

Vigilo is hosted entirely on Amazon Web Services (AWS), one of the world's leading cloud infrastructure providers. AWS holds the following certifications independently of Vigilo:

• ISO/IEC 27001:2013 — Information Security Management
• SOC 2 Type II — Security, Availability, and Confidentiality
• PCI DSS Level 1 — Payment Card Industry Data Security Standard
• CSA STAR — Cloud Security Alliance

Data centre region: ap-south-1 (Mumbai, India).
All customer data — including the database, file storage, and application servers — is stored and processed exclusively within India. No data is transferred outside India without explicit customer consent.

2. Encryption

3. Access Control

Role-based permissions

Every user in Vigilo is assigned one of five roles that strictly controls what they can see and do:

• Manager — full access to their organisation's data; cannot access other organisations
• Safety Manager — operational access across all safety modules
• Action Owner — access to observations and corrective actions assigned to them
• Observer — can submit observations and complete training
• Contractor — limited access with configurable expiry date

Organisation isolation

All database queries are scoped by organisation. It is technically impossible for a user in Organisation A to access any data belonging to Organisation B. This isolation is enforced at the application layer on every request.

Invite-only onboarding

There is no open public registration for employee accounts. All users must be invited by a Manager within the organisation. Invitations expire after 7 days.

Cross-organisation protection

An email address can be registered with only one organisation. If an invitation is sent to an email already registered with a different organisation, the invitation is blocked and no account transfer occurs.

4. Application Security

5. Backup & Recovery

• Database backups: Automated daily backups via AWS RDS with 30-day retention
• Point-in-time recovery: Available within the 30-day retention window
• Recovery Time Objective (RTO): 4 hours
• Recovery Point Objective (RPO): 24 hours
• File storage: AWS S3 provides 99.999999999% (11 nines) durability

6. Availability

We target 99.9% monthly uptime. The platform is monitored continuously. Scheduled maintenance windows are communicated to customers at least 24 hours in advance and are scheduled outside business hours (IST).

7. Data Residency

All customer data is stored and processed within AWS ap-south-1 (Mumbai, India). This includes the PostgreSQL database, all uploaded media and documents, and application logs. Transactional emails are delivered via Brevo (EU-based); email content is transmitted to Brevo solely for the purpose of delivery and is not retained by them beyond delivery.

8. Sub-processors

Each sub-processor is contractually bound to process data only as instructed and to maintain appropriate security standards.

9. Incident Response

In the event of a confirmed security incident or data breach:

• Affected customers will be notified within 72 hours of our becoming aware of the incident
• Notification will include: nature of the incident, data categories affected, approximate number of records, and actions taken
• A full written incident report will be provided within 14 days
• We will cooperate fully with any regulatory notifications required under applicable law

10. Data Retention & Deletion

• Customer data is retained for the duration of the active subscription
• On subscription termination, data is retained for 30 days for recovery purposes, then permanently deleted from all systems
• Customers may request immediate deletion by written notice to our support address
• Customers may export all their data at any time in CSV or PDF format from within the platform

11. Personnel & Internal Access

• Access to customer data for operational or support purposes is restricted to authorised personnel only
• Production environment credentials are not shared and are rotated periodically
• Application source code is maintained in a private repository

12. Compliance

Vigilo operates in accordance with the Information Technology Act, 2000 and the IT (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 of India. For customers subject to GDPR, we are prepared to enter into a Data Processing Agreement — see our DPA.

13. Security Questions & Vulnerability Reporting