Safety File

South Africa

Policies & Legal

Policies & Legal Information

The returns, company, privacy and terms information governing your use of safetyfile.co.za and any purchase from Safety File (Pty) Ltd. Please read these before placing an order.

Last updated: 17 August 2026

On this page

01  Returns & Refund Policy

02  Company & Legal Information

03  Privacy Policy (POPIA)

04  Terms & Conditions

Please read this policy before purchasing. By placing an order you agree to these terms. This policy does not limit any rights you have under the Consumer Protection Act 68 of 2008 (CPA) or the Electronic Communications and Transactions Act 25 of 2002 (ECT Act).

1.1 Digital products (editable templates, document packs, guides and downloads)

Our digital products are supplied by immediate electronic download or access after payment. By completing your purchase and accessing or downloading the product, you expressly request and consent to delivery beginning immediately, and you acknowledge that your seven-day cooling-off right under section 44 of the ECT Act falls away once download or access has begun. For this reason, digital products cannot be returned or refunded once the order is complete and the download has been made available.

This does not affect your statutory rights if a product is faulty or not as described. If you cannot download or open a file, or the file supplied is not the product described, contact us and we will correct the problem, resupply the correct file, or refund you. Please check the product description carefully before buying to confirm the item suits your needs.

1.2 Site-specific Safety Files and compiled documentation

We accept a return, correction or replacement of a Safety File only if:

• the file was incorrectly supplied by us (wrong scope, wrong contractor or wrong project); or
• a physical file was damaged in transit by us or our courier, and the file is otherwise unused and in its original condition.

Once the issue is confirmed, we will correct, replace or refund the file.

1.3 Our money-back guarantee

If your Safety File was correctly implemented on site and you did not pass your initial audit, we will refund you in full — no questions asked. Simply send us proof of the audit outcome and we will process the refund.

This guarantee applies where the information supplied to us was accurate and complete and the file was implemented on site as provided. It does not cover audit failures caused by unrelated site conditions, or by documents or records not supplied or maintained by the contractor.

1.4 How to request a return or refund

Contact us with your order number and details:

• Email: info@safetyfile.co.za
• Call / WhatsApp: 067 401 7372

We will respond and confirm the next steps. Approved refunds are processed within 30 days.

This website is owned and operated by Safety File (Pty) Ltd, a private company registered in the Republic of South Africa. The information below is provided in accordance with section 43 of the ECT Act.

2.1 What we supply

Site-specific Safety Files and supporting occupational health and safety documentation, professional OHS compliance services (including audits, inspections and incident investigation), and editable OHS document templates and packs supplied by electronic download.

2.2 Pricing

All prices shown on this website are in South African Rand (ZAR) and are inclusive of any applicable taxes. The full price payable, including any applicable delivery or transaction costs, is displayed before you complete your order.

2.3 Payment

Payments are processed securely through our third-party payment gateway. We do not store your card details on our servers.

2.4 Delivery

Digital products are delivered by electronic download or access immediately after payment is confirmed. Compiled Safety Files and professional services are delivered as agreed in your quotation or service agreement.

2.5 Returns, complaints and privacy

Our return, exchange and refund terms are set out in section 1 above. Personal information is handled in accordance with our Privacy Policy in section 3. To raise a complaint, contact us at info@safetyfile.co.za or 067 401 7372 and we will respond and work to resolve it.

Safety File (Pty) Ltd is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). This policy explains what we collect, why, how we protect it, and your rights.

3.1 Responsible party and Information Officer

The responsible party is Safety File (Pty) Ltd (registration 2025/885784/07), 278 Lotty Street, Pretoria Gardens, Pretoria, Gauteng, 0082. The Information Officer is the company director, Stephanus Cornelius van der Westhuizen, reachable at info@safetyfile.co.za.

3.2 What personal information we collect

• Contact and account details — name, business name, email address, telephone number and physical or postal address.
• Order and billing information — the products or services you order and records of payment (card details are handled by our payment gateway, not by us).
• Project information you provide so we can compile documentation — scope of work, client health and safety specifications, risk assessments, personnel and appointment details, and related records.
• Website and communication data — messages you send us, and basic technical or usage data collected through our website and cookies.

3.3 How and why we process it

We process personal information on the lawful bases recognised in POPIA — including your consent, the performance of a contract with you, compliance with a legal obligation, and our legitimate business interests. We use it to:

• provide our products and services and compile the documentation you request;
• process orders, payments and refunds, and provide support;
• communicate with you about your orders, quotations and projects;
• meet legal, regulatory and record-keeping obligations; and
• improve our website and services.

3.4 Who we share it with (operators)

We share personal information only as needed with service providers (“operators”) who process it on our behalf under confidentiality obligations — for example our website host, payment gateway, email and cloud storage providers. We do not sell your personal information. We may disclose information where required by law or to protect our legal rights.

3.5 Cross-border processing

Some of our service providers may store or process information on servers outside South Africa. Where this happens, we take reasonable steps to ensure the information receives a level of protection consistent with POPIA.

3.6 Security

We apply reasonable technical and organisational measures to safeguard personal information against loss, unauthorised access and misuse, as required by section 19 of POPIA. If a security compromise affecting your personal information occurs, we will notify you and the Information Regulator as required by law.

3.7 Retention

We keep personal information only for as long as necessary to fulfil the purposes described here and to meet legal, tax and record-keeping requirements, after which it is securely deleted or de-identified.

3.8 Your rights

Subject to POPIA, you may request access to the personal information we hold about you, ask us to correct or delete it, object to its processing, or withdraw consent where processing is based on consent. To exercise any of these rights, contact info@safetyfile.co.za.

3.9 Direct marketing

We will only send you electronic marketing where the law allows — either with your consent or to existing customers about similar products and services. Every marketing message includes a way to opt out, and you can unsubscribe at any time by contacting us.

3.10 Cookies

Our website may use cookies and similar technologies to operate the site, remember your preferences and understand how the site is used. You can manage or disable cookies through your browser settings, though some features may not work as intended.

3.11 Complaints

If you have a concern, please contact us first and we will try to resolve it. You also have the right to lodge a complaint with the Information Regulator: POPIAComplaints@inforegulator.org.za · inforegulator.org.za.

3.12 Changes

We may update this policy from time to time. The current version, with its “last updated” date, is always the one published on this page.

These terms govern your use of this website and any product or service you buy from Safety File (Pty) Ltd (“we”, “us”, “our”). By using the website or placing an order, you agree to them.

4.1 Orders and acceptance

When you place an order you make an offer to buy. A contract is formed when we confirm or fulfil your order. Before you complete an order you will have an opportunity to review it and correct any errors. We may decline or cancel an order where we cannot fulfil it, in which case any payment made is refunded.

4.2 Pricing and payment

Prices are in South African Rand and inclusive of any applicable taxes. Payment is made through our secure third-party payment gateway. Products and services are supplied once payment is confirmed.

4.3 Delivery

Digital products are delivered by immediate electronic download or access after payment. Compiled Safety Files and professional services are delivered as set out in your quotation or service agreement.

4.4 Licence to use digital products

When you buy an editable template, document pack, guide or other digital product, we grant you a limited, non-exclusive, non-transferable licence to use, edit and implement that product within your own business or on your own projects. You may not resell, redistribute, sub-licence, share or otherwise make the product — in original or edited form — available to any third party, or use it to provide a competing template or document-supply service. All intellectual property in our products, templates and website content remains ours.

4.5 Your responsibilities and information supplied

We compile documentation based on the scope of work, client health and safety specification, risk information and other inputs you provide. The accuracy and completeness of that information, and the correct implementation and maintenance of the documentation on site, remain your responsibility. Templates and document packs are tools that must be reviewed and adapted to your actual project, personnel, equipment and risks before use.

4.6 No guarantee of approval or audit outcome

No consultant can control every client decision, site condition or implementation factor. We therefore do not guarantee client approval or any particular audit outcome, except as expressly provided in our money-back guarantee in section 1.3.

4.7 Acceptable use of the website

You agree not to misuse the website, interfere with its operation, attempt unauthorised access, or use it for any unlawful purpose.

4.8 Limitation of liability

To the maximum extent permitted by law, including the Consumer Protection Act, our total liability arising from any product or service is limited to the amount you paid for that product or service, and we are not liable for any indirect or consequential loss. Nothing in these terms excludes or limits any liability that cannot lawfully be excluded or limited.

4.9 Indemnity

You indemnify us against any claim arising from your breach of these terms, your misuse of a product, or your failure to implement or maintain documentation correctly on site.

4.10 Governing law

These terms are governed by the laws of the Republic of South Africa, and are subject to the jurisdiction of its courts.

4.11 Changes

We may update these terms from time to time. The version published on this page, with its “last updated” date, applies to your order.

© 2026 Safety File (Pty) Ltd. All rights reserved. Last updated 17 August 2026.