SafeGora Named Consultant Privacy Notice
Document identifier sg-consultant-privacy
Version 2026-10-23.4
Effective Date October 23, 2026
1 Who we are and what this notice covers
OllieLabs LLC, operating as SafeGora, provides the named-consultant service to business consulting firms. This notice covers the firm's account, checkout, workspace and related support. Our contact is Ollie@safegora.com. Our postal address is 3400 NE John Olsen Ave, Ste 200, Hillsboro, OR 97124, United States.
The firm is the Customer identified in the accepted Order. Capitalized terms have the meanings in the Terms of Service or Data Processing Addendum (DPA). The Home Agreement incorporates this version's privacy commitments into the Agreement. The DPA controls our processing of Customer Personal Data on the Customer's behalf. This notice also describes information we use for our own account administration, security, billing and measurement purposes; those activities do not automatically have the same legal role as processing workplace records for a Customer.
The employer controls its workplace records. A consultant's subscription does not itself authorize access to those records. The actual employer permission and applicable law determine what the consultant may do. This notice describes the named-consultant service and does not replace notices provided for separate public marketing activities. Its commitments continue to apply to information processed for the named-consultant service.
2 Information and purposes
Information | Main purposes |
Names, business contact details, firm identity, account roles, login and session information | Create and administer accounts, authenticate users, manage permissions, provide support and send service notices. |
Workplace records supplied or accessed through authorized features, including observations, incident narratives, actions, attachments, photographs and relevant worker or client details | Store, organize, search, display, analyze and export records for the Customer's authorized work. Some enabled features use AI as described below. |
Prompts, selected record context, retrieval queries, images or other supported inputs, and generated results | Provide AI assistance, retrieval, drafting and related features; maintain their security and reliability. |
Orders, subscription quantities, invoices, payment status and payment-method references | Process subscriptions, collect authorized payments, manage changes and refunds, and retain necessary accounting evidence. Payment providers separately handle payment credentials. |
Support correspondence and request records | Resolve issues, verify authority, respond to rights requests and maintain evidence of our response. |
IP addresses, browser and device details, request and event metadata, consent choices and usage information | Operate and secure the service, troubleshoot failures, measure use and, where applicable, measure advertising and purchases. |
We collect information from users, their firm and authorized employers, from service activity and devices, and from providers involved in account, payment or service delivery. Health-related workplace information can be sensitive even when it is an employment record. Submit only information necessary for an authorized purpose. Do not submit information requiring a HIPAA business associate agreement unless that agreement is in place for the proposed use.
3 AI processing
When AI features are made available and enabled for the Customer, consulting workflows may use Google Gemini for assistance such as questions about portfolios, field-note analysis, visit-report drafting and retrieval. Requests can include the user's question and relevant client, site, engagement, visit or workplace context. Visit-report features can send photographs as well as text. Retrieval can send a query for embedding, which converts text into a representation used to find related material. AI processing can occur within a workflow; it is not limited to a separate chat window.
Automated minimization or redaction is not a guarantee that inputs contain no personal or confidential information. AI results can be inaccurate or incomplete. An authorized person must review them before relying on them or communicating them as professional findings. The Terms explain the responsibility for that review.
The Google service used matters. Google Cloud Vertex AI and the Gemini Developer API have different contractual and operational conditions. The service can use Vertex AI or a separately configured Gemini API connection. Annex C to the DPA identifies these provider services. A global AI endpoint does not promise that processing remains in the main application's hosting region.
Our Agreement does not grant SafeGora a general right to train foundation models on Customer Data. We must use processing arrangements consistent with the DPA. This is not a promise that every Google product has identical training restrictions, that all AI requests have zero retention, or that no provider personnel can ever review data for safety or legal purposes. Provider retention, caching, abuse monitoring and any permitted review depend on the service, settings and applicable agreement. SafeGora will send Customer Data only to AI services offered under paid terms that prohibit the provider from using it to train or improve the provider's models. It will not send Customer Data to a connection subject to Google's Unpaid Services data-use terms. Before sending Customer Data to an AI service, SafeGora will verify that the provider service, account terms and configuration meet this restriction.
4 Service providers and other disclosures
Our service providers include Google Cloud and Google AI services, WorkOS for identity, Stripe for payments, Google Workspace for transactional email, and Cloudflare for DNS and any configured edge services. The DPA's provider schedule describes their service roles. Google Analytics and Google Ads have separate measurement and advertising roles described below; they are not automatically treated as subprocessors for every purpose. If an authorized user connects SafeGora to a third-party AI host, such as ChatGPT or Claude, that host receives the permitted results the user requests, which may include Customer Data. The host processes those results under its own terms with the Customer or user and is not SafeGora's subprocessor. The Customer must have each affected employer's authorization for the disclosure. Disconnecting stops further disclosure but does not recall information already sent. Section 7 of the Terms governs these customer-enabled integrations.
We may disclose information to authorized firm or employer users, to providers needed for the relevant service, in response to lawful compulsory process, to protect rights and investigate abuse where permitted, and in a business transfer subject to applicable protections. We may also disclose information when the person with authority instructs us to do so. A provider's separate account, fraud-prevention, payment or advertising purposes are governed by the terms and legal roles applicable to that activity.
5 Analytics, advertising and browser storage
We also collect first-party operational and product telemetry, including navigation events, to operate, diagnose and improve the service. This processing is separate from Google Analytics and advertising measurement.
When Google Analytics is configured, the platform can load Google's tag on account, checkout and signed-in service pages. Some service events, including AI feature events, are sent to the analytics interface. Available payment-return flows can also report a purchase conversion through the Google Ads interface. Whether a particular event reaches a configured Google destination depends on the page, configuration and consent state.
Loading a Google script makes a request to Google. Google may receive connection and browser metadata such as an IP address and user-agent. A denied cookie-consent state does not necessarily prevent that request or every subsequent signal: Google's advanced consent mode can send signals without analytics or advertising cookies. This notice makes no blanket promise of no Google requests on signed-in pages, no measurement before consent, or universal IP anonymization.
Depending on the event and configuration, measurement can include page or referrer information, event details, consent state, and purchase value, currency or transaction identifiers. Analytics and advertising cookies or identifiers are subject to the applicable consent choices and law. Necessary session, authentication, security and preference storage supports the service independently of optional measurement.
Use the consent controls offered on the relevant page to change available choices. A choice made on a public page may be carried to the platform through shared preference storage. You can also contact us about an opt-out or consent concern. We must respect legally applicable opt-out preference signals and consent requirements. Advertising disclosures may be a sale or sharing of personal information under applicable privacy law even when no money is paid for the information. The applicable opt-out rights remain available; accepting the business Agreement does not waive them.
6 Retention
Retention differs by record type. There is no single 90-day maximum covering all service, security, audit, backup or provider records.
Record type | Retention basis |
Customer workplace and service records | The service relationship, authorized Customer or employer instructions, applicable recordkeeping duties, and the return and deletion provisions in DPA section 9. The Customer has at least 30 days after termination or expiry to request an authorized export. |
Ordinary application and edge logs | The applicable configured retention period and the time reasonably needed to operate, diagnose and secure the service. A separate incident or legal preservation need can require a longer period. |
Google Cloud required audit logs | Google retains the logs in its required audit bucket for 400 days. SafeGora cannot shorten that bucket's retention. Copies exported elsewhere have separate retention rules. |
Orders, payments, tax, acceptance and dispute records | The period reasonably needed to perform the Agreement, meet applicable accounting or legal obligations and resolve actual claims. These records are distinct from a consultant's right to access employer data. |
Support, inquiry, consent and rights-request records | The time reasonably needed to resolve the matter, record consent or withdrawal, honor an opt-out and meet applicable accountability requirements. |
AI provider records, analytics records and backups | The applicable provider service and settings, the purpose of the record, and relevant contractual or legal obligations. An application's log-deletion rule does not delete every provider copy or backup. |
We must not retain personal information indefinitely merely because it is convenient. We must review continuing needs and delete or de-identify information when it is no longer needed, subject to lawful retention and the DPA. Contact us for the retention information applicable to a particular record or request. Employer records may remain subject to the employer's separate agreement and legal duties after a consultant loses access.
7 Locations and safeguards
Our published primary application hosting region is Google Cloud us-west1 in the United States. That is not an assurance that all providers, AI requests, support operations, logs or backups stay in that region or solely in the United States. Google AI global endpoints and providers' international operations can involve other countries. The DPA governs required safeguards for Customer Personal Data. Any legally required international-transfer instrument must be in place and apply to the relevant transfer before it occurs.
We must maintain the reasonable technical and organizational safeguards specified in the DPA. This notice does not claim a SafeGora SOC 2 or ISO certification, universal multifactor authentication, uninterrupted availability or a guaranteed recovery time.
8 Rights and contact
Depending on applicable law, individuals may have rights to know or access information, correct it, request deletion or portability, withdraw consent, object to or restrict processing, opt out of sale, sharing or targeted advertising, limit certain sensitive-data uses, appeal a decision or complain to a regulator. We will not unlawfully discriminate against someone for exercising a right.
Send requests to Ollie@safegora.com. We may need proportionate information to verify the requester and their authority. When we process workplace records for a Customer or employer, we will direct the request to the responsible organization and assist as the DPA requires. We will respond within the applicable legal deadline. A consultant cannot obtain an employer's records through a privacy request without the necessary authority.
9 Changes
The accepted version's contractual commitments change only under the Agreement's change rules. We will give the required notice of prospective material changes and obtain affirmative acceptance or consent where the Agreement or law requires it. A newer privacy page does not retroactively authorize a different use of previously collected information.