Reports are personal data

IRIS is operated for your employer. Your employer is the data team_leader: they decide why safety reports are collected and who inside the organisation may see them. Pranary is the data processor: we run the platform on the employer's instructions and do not use safety data for our own purposes.

Questions about a specific report should go to your employer's safety team. Questions about the platform itself can be sent to start@pranary.com.

A safety report holds what was seen and where. That includes the description you write or speak, the site and department, the stream and type of hazard, the severity, the language of the report, any photos you attach, any voice note you record and the transcript of it, and the time it was submitted.

If you report as a named user, the report is linked to your profile. If you report anonymously, no reporter is stored against the record and there is no link back to you.

Your profile holds your name, your sign-in email, your role, and the site or region your role covers. If you report over WhatsApp, the phone number that sent the message is used to deliver the reference number and updates back to you.

Corrective actions hold the owner, the description of the action, the due date and any evidence uploaded to close it.

Safety reports are held to investigate hazards, to assign and close corrective actions, and to meet duties under the Occupational Health and Safety Act, the Factories Act and ZEMA reporting obligations. Aggregate figures are used for trend reporting to management and for ESG disclosure. Aggregate reporting does not identify individual reporters.

IRIS uses AI models to triage reports: to classify the type of hazard, to suggest a severity, to read attached photos and to transcribe voice notes. These are suggestions. A person reviews and can override every one of them before a report is actioned.

Every AI step is logged with the model used, a digest of the input, the output and the time it took. That trace is shown on the report so any decision can be audited after the fact. No automated decision has a legal effect on you, and no report is closed by a model alone.

Access is enforced in the database, not in the interface, so it holds regardless of how the data is reached. Every record is scoped to your employer and no other tenant can read it.

Within your employer, reporters see their own reports. Controllers and safety officers see the site they are assigned to. Regional coordinators see the sites in their region. National managers and executives see all sites. Administrators can manage users and configuration.

Pranary staff do not browse safety data. Access for support is limited, logged and only on the employer's request.

Safety data is held in-region. Photos and voice notes are held in private storage and are only served through short-lived links to users who already have access to the report.

Reports are kept for as long as the safety record needs to be kept, which is set by your employer and by the retention duties in the applicable health and safety law. Records are marked deleted rather than erased outright so that the audit trail of an investigation stays intact.

Under the Data Protection Act No. 3 of 2021 you can ask what personal data is held about you, ask for it to be corrected, ask for it to be deleted where there is no legal duty to keep it, and object to how it is processed. You can also complain to the Data Protection Commissioner.

Raise a request with your employer's safety team, who are the controller. If you cannot reach them, write to start@pranary.com and we will route it.

An anonymous report stores no reporter. Nothing in the record links it back to you and there is no hidden identifier that a manager can resolve. The trade-off is that we cannot send you updates on it and cannot ask you follow-up questions, so the investigation runs on what the report already holds.