1. Who we are
Sentinel is a construction site management and SHEQ platform operated by Sentracore AI LLC, trading as SentraCore ("we", "us", "our"). We are the responsible party for the personal information described in this policy, except where we act as an operator on behalf of a client, as explained in section 5.
- Operator: Sentracore AI LLC (SentraCore)
- Email: hello@sentinelsheq.com
- Our Information Officer can be reached at the same address.
2. What this policy covers
This policy applies to our website at sentinelsheq.com and to the Sentinel platform. It explains what we collect, why, who we share it with, how long we keep it, and the rights you have over your information.
3. Information we collect
When you contact us. If you request a demo or get in touch, we collect the details you give us, such as your name, company, email address, phone or WhatsApp number, and the content of your message.
When you use Sentinel as a client. We collect the account details needed to run your instance (names, work email addresses and roles of your users) and the operational and compliance information you choose to capture on the platform. That information may include personal information about your workers, and in some cases special personal information such as occupational health or medical records. You decide what to capture. Access to sensitive records is restricted by role.
Automatically. Like most websites and online services, our servers record basic technical data such as your IP address, browser type and the pages you view, for security and to keep the service running. See section 11 on cookies.
4. How we use your information
- To respond to your enquiries and set up demos and trials.
- To provide, maintain and support the Sentinel platform.
- To manage billing and subscriptions.
- To keep the service secure and to prevent misuse.
- To improve our product and communicate important service information.
- To meet our legal and regulatory obligations.
We do not sell your personal information, and we do not use it for advertising to third parties.
5. When we act as an operator
For the information a client captures inside their Sentinel instance, the client is the responsible party and we act as their operator (processor). We process that information only on the client's instructions, to provide the service, and we apply the safeguards described in this policy. Each client's data is kept in its own private instance, separate from every other client.
6. Who we share information with
We share information only with the service providers we need to run Sentinel, under agreements that require them to protect it. These include:
- Cloud hosting and infrastructure providers, who host the servers that run the platform.
- Our artificial intelligence provider, which powers the platform's AI features. Content sent to these features is processed to generate a result and is not used to train the provider's models.
- Our email provider, for account and service messages.
- Our payment provider, which processes subscription payments. Card details are handled by the payment provider and are never stored by us.
We may also disclose information where the law requires it, or to protect our rights and the safety of others.
7. Storage and cross-border processing
Your information is stored on servers operated by our hosting provider and is protected in transit by encryption (HTTPS). Some of our service providers may process information outside South Africa. Where that happens, we take reasonable steps to ensure your information continues to receive a level of protection consistent with POPIA.
8. How we protect your information
- Every client runs in its own isolated instance with its own database.
- Access is controlled by role, and sensitive records such as worker medical data are limited to the roles that are permitted to see them.
- Traffic is encrypted in transit with automatically renewed certificates.
- We keep regular backups so your data can be recovered.
No system is completely secure, but we work to protect your information using appropriate technical and organisational measures.
9. How long we keep it
We keep enquiry details for as long as needed to deal with your request and for a reasonable period afterwards. We keep client account and platform data for as long as the client's subscription is active, and for a limited period after it ends so the client can retrieve their records, after which it is deleted or anonymised. We will delete information sooner on request where we are not required by law to keep it.
10. Your rights
Under POPIA you have the right to ask us to confirm what personal information we hold about you, to access it, and to have it corrected or deleted. You may also object to certain processing. To exercise any of these rights, email us at hello@sentinelsheq.com and we will respond within a reasonable time.
If you are not satisfied with how we have handled your information, you may lodge a complaint with the Information Regulator of South Africa (website: inforegulator.org.za, email: enquiries@inforegulator.org.za).
11. Cookies and analytics
Our website uses only the cookies needed for it to work and to keep it secure. We load fonts and styling from third-party content networks, which may receive your IP address as part of serving those files. If we run online advertising, we may also use analytics and advertising cookies (for example from Google) to measure how well our ads work and to improve them. You can control cookies through your browser settings.
12. Children
Sentinel is a business tool and is not directed at children. We do not knowingly collect personal information from children.
13. Changes to this policy
We may update this policy from time to time. When we do, we will change the date at the top of the page, and significant changes will be communicated to clients.
14. Contact us
For any privacy question or request, contact us at hello@sentinelsheq.com.