Privacy Policy

Last updated: October 2026 (version 2)

SafetyCore Ltd ("we", "us", "our") operates ComplaintCore. This Privacy Policy explains our practices regarding the collection, use, and protection of personal data.

1. Information we collect

We collect information you provide directly and information about your use of the service:

When you join the waiting list: your name, company name and work email address; when you expect to be looking to buy; the date and time you agreed to this policy and which version; and the IP address the sign-up came from, used to prevent abuse. We use these only to tell you when ComplaintCore is available and to answer your questions. Ask us at any time to remove you.
When you start a trial: your organisation name, your name and your work email address; the date and time you agreed to this policy and which version; and the IP address the sign-up came from, used to prevent abuse.
When you use ComplaintCore: your name, email address and role; sign-in records, including time, IP address and outcome, kept in a security log; and session information.

Our sign-up and sign-in forms are protected by Cloudflare Turnstile, which checks that a person, not an automated script, is using them.

2. How we use your information

We use your information to provide, secure and support ComplaintCore, set up and manage your trial, communicate with you, and meet legal obligations. Our lawful basis is the performance of our contract with you, or steps you have asked us to take before entering one, and our legitimate interest in keeping the service secure.

3. Complaint data you record

Complaints you record in ComplaintCore may include complainants' names and contact details. For that data your organisation is the data controller and SafetyCore Ltd acts as its processor, handling it only to provide the service. Each customer's data is held in its own separate database.

Your organisation can attach documents to a complaint, such as a doctor's letter, which may contain health information. These are stored with the complaint in your organisation's own database folder, can be downloaded only by signed-in users of your organisation, and every upload, download and removal is recorded in a security log. They are never sent to the AI analysis.

When anyone in your organisation uses the AI analysis, aggregated figures (counts, units, rates and categories) are sent to Anthropic, which processes them on our behalf to write the read-out. Complainants' names, addresses and the text of complaints are never sent.

4. Data retention

We retain your data while you maintain an active subscription and as required by law. If a trial ends without a subscription, or a subscription is cancelled, data is held for 90 days and then deleted. You can request earlier deletion by contacting us.

5. Third-party sharing

We do not sell your personal data. We share data only with trusted service providers who process it on our behalf:

Cloudflare, for the secure network connection to our servers and the Turnstile check
Resend, to send email such as invitations and password resets
Anthropic, for the AI analysis, and only aggregated figures as described above
Google, for website analytics, only if you accept analytics cookies (see below)

ComplaintCore runs on servers we operate in the United Kingdom.

6. Cookies and website analytics

This website (complaintcore.co.uk) uses Google Analytics to count visits and see which pages are useful, but only if you click Accept analytics on the cookie banner. If you do, Google sets cookies (named _ga and _ga_*, lasting up to two years) and receives your IP address, browser details and the pages you view. We use this only in aggregate, to improve the website. Our lawful basis is your consent, which you can withdraw at any time from Cookie settings at the foot of every page.

Without your consent no analytics runs and no analytics cookies are set. Your choice is remembered in your browser's local storage. The ComplaintCore application itself (app.complaintcore.co.uk) uses no analytics and only the cookies needed to keep you signed in.

7. Security

We implement industry-standard security measures to protect your data, including invite-only accounts, role-based permissions, account lockout after repeated failed sign-ins, optional two-factor authentication, and encrypted connections. However, no method of transmission is 100% secure.

8. Your rights (UK GDPR and DPA 2018)

You have the right to access, correct, delete, or port your personal data, and to object to how we use it. Contact us at [email protected] to exercise these rights. You can also complain to the Information Commissioner's Office at ico.org.uk.

9. Contact us

If you have questions about this Privacy Policy, contact us at:
Email: [email protected]
Address: SafetyCore Ltd, Nantwich, Cheshire, United Kingdom