LEGAL & PRIVACY
Privacy Notice
Last updated: April 24, 2026
1. Who We Are
PSM Software Inc. is a Delaware corporation. We provide a cloud-based process safety management (PSM) software platform to industrial organizations. Our platform helps organizations manage safety records, equipment data, process hazard analyses, training records, and contractor safety compliance.
2. Our Role With Respect to Your Information
We play two distinct roles depending on the type of information:
Account and billing data — we are the Controller. When you or your organization creates an account with Samwise, we determine how that account information is used. This notice governs that data.
Operational PSM data — your employer is the Controller. When your employer or contractor organization uses our platform to store safety records, training records, or other PSM data that includes information about you, your employer controls that data and is responsible for how it is collected and used. Samwise stores and processes that data only at your employer’s direction. For questions about how your employer uses your information in the platform, contact your employer directly.
3. Information We Collect
3.1 Account and Platform Access Information
When you are provisioned a user account, we collect:
Email address
Name (as provided by your organization’s administrator)
Job title (if provided)
Authentication credentials (passwords are hashed and never stored in readable form)
Multi-factor authentication configuration
Account activity timestamps (last login, account creation date)
3.2 Operational PSM Data
When your organization uses the Service, the platform may store records that reference you, including:
Training course completions, scores, and certification expiry dates
Participation in process hazard analyses or safety reviews
Digital signatures or sign-offs on safety documentation
Contractor qualification documents and safety certifications
This data is entered and managed by your organization. Samwise stores it on your organization’s behalf.
3.3 Billing and Account Management Information
For the billing contact at a customer organization, we collect:
Name and email address
Subscription and billing history (managed through Stripe; we do not store payment card details)
3.4 Usage and Technical Information
When you use the Service, we automatically collect:
Log data including pages accessed, actions taken, and timestamps
Error reports used to diagnose and fix platform issues (these contain user IDs but not names or email addresses by policy)
IP addresses and browser/device information processed by our infrastructure providers
3.5 Support Communications
If you contact us for support, we collect the content of those communications and any information you provide to help us respond.
3.6 Uploaded Documents
If your organization uses our AI-assisted document features, you or your organization may upload documents to the platform. The content of those documents is processed on your organization’s behalf and may be submitted to AI processing services to extract structured information. See Section 5 (AI Processing) for more detail.
4. How We Use Your Information
Purpose
Information Used
Legal Basis (CCPA)
Providing and maintaining the Service
Account data, operational PSM data
Business purpose / service provider
Authenticating users and securing accounts
Email, credentials, MFA configuration
Business purpose
Sending account and service notifications
Email address, name
Business purpose
Processing billing and subscription management
Billing contact information
Business purpose
Diagnosing and fixing platform errors
User IDs, error logs, technical metadata
Business purpose
Responding to support requests
Support communication content
Business purpose
Improving the Service
Aggregated, de-identified usage data
Legitimate interest
We do not sell personal information. We do not use personal information for advertising or marketing to third parties.
5. AI Processing
The Service includes features that use artificial intelligence to extract and classify information from documents you upload. When you use these features, the content of your uploaded documents is submitted to our AI service provider (currently OpenAI) for processing. We have a Data Processing Agreement in place with OpenAI.
You should not upload documents to AI-enabled features that contain sensitive personal information beyond what is necessary for the intended purpose. Your organization’s administrator can determine which features are enabled for your account.
6. How We Share Your Information
We do not sell your personal information. We share information only as follows:
6.1 Service Providers (Sub-processors)
We use third-party service providers to operate the platform. These providers process personal information only on our instructions and under contractual data protection obligations.
Provider
Purpose
Information Shared
Amazon Web Services
Cloud infrastructure, storage, authentication
All stored account and operational data
Stripe
Payment processing
Billing contact email, subscription data
Postmark
Transactional email delivery
Recipient email address, name in email body
Knock
In-app and cross-channel notifications
User ID, notification content
Sentry
Application error monitoring
User IDs (integers only — no names or emails)
OpenAI
AI document processing
Content of documents submitted to AI features
Cloudflare
Edge security and DNS
IP addresses, HTTP request metadata
A current list of our sub-processors is available at samwisepsm.com/sub-processors.
6.2 Your Employer
Operational PSM data is accessible to administrators and authorized users within your organization. Samwise does not share your data with other organizations.
6.3 Legal Requirements
We may disclose personal information if required by law, court order, or government authority, or to protect the rights, property, or safety of Samwise, our customers, or others. We will provide notice where legally permitted.
6.4 Business Transfers
If Samwise is acquired or merges with another company, personal information may be transferred as part of that transaction. We will notify affected customers before any transfer and require the receiving entity to honor this Privacy Notice.
7. Data Retention
We retain personal information for as long as necessary to provide the Service and fulfill the purposes described in this notice.
Data Category
Retention Period
User account data
Duration of active account
Operational PSM data
Duration of your organization’s subscription
Billing records
7 years after contract end (financial compliance)
Error monitoring data
7–90 days (automated deletion)
Support communications
3 years after contract end
When your organization’s subscription ends, data is retained for up to 30 days during an export window, and then deleted within 90 days of contract end. See our Terms of Service for details.
For PSM regulatory minimum retention requirements (e.g., OSHA 29 CFR 1910.119), your organization is responsible for instructing us if data must be retained beyond the default period.
8. Security
We protect personal information using:
Encryption in transit (TLS 1.2 or higher) and at rest (AES-256)
Access controls limiting data access to authorized personnel
Multi-factor authentication on administrative systems
Regular automated backups with point-in-time recovery
Security monitoring and incident response procedures
No system is completely secure. If you become aware of a potential security issue involving your account, notify us immediately at security@samwisepsm.com.
9. Your Privacy Rights
9.1 California Residents (CCPA)
If you are a California resident, you have the following rights:
Right to Know — request information about the categories and specific pieces of personal information we have collected about you, and how it is used and shared
Right to Access — request a copy of the personal information we hold about you
Right to Deletion — request that we delete your personal information, subject to certain exceptions
Right to Correction — request that we correct inaccurate personal information
Right to Non-Discrimination — we will not discriminate against you for exercising any of these rights
To submit a request: Email legal@samwisepsm.com with your name, email address associated with your account, and a description of your request. We will respond within 45 days. We may need to verify your identity before processing your request.
Note for employees and contractors whose data is stored by their employer: Your employer is the Controller for your operational PSM data. For rights related to that data, contact your employer first. Samwise will assist your employer in responding to your request.
9.2 Other Jurisdictions
If you are located outside California, you may have additional rights under applicable local law. Contact us at legal@samwisepsm.com and we will work with you in good faith.
10. Cookies and Tracking
The Samwise PSM web application uses session cookies required for authentication. We do not use third-party advertising cookies or cross-site tracking technologies.
11. Children’s Privacy
The Service is designed for use by industrial organizations and their employees and contractors. It is not directed at individuals under the age of 16, and we do not knowingly collect personal information from minors.
12. Changes to This Notice
We may update this Privacy Notice from time to time. For material changes, we will notify the primary administrator of each customer account by email at least 30 days before the change takes effect. The updated notice will also be posted at samwisepsm.com/privacy with a revised effective date.
13. Contact Us
For privacy questions, to exercise your rights, or to report a concern:
PSM Software Inc.
legal@samwisepsm.com
PO Box 969
Huntsville, AL 35804
United States
Last updated: 2026-04-24
PSM Software Inc. — legal@samwisepsm.com