Data Handling

Overview

Safe For The Office™ is a workshop facilitation platform. It is designed to run structured activities — icebreakers, polls, trivia, retrospectives, and similar exercises — with workplace participants. The platform was built from the ground up with a privacy-first architecture: participant data is never persisted to any database.

Facilitator Accounts

Facilitators are the people who create and run workshop sessions. A facilitator account stores:

• - Email address — used for authentication and account communication
• - Display name — shown in the facilitator portal
• - Password hash — stored using scrypt, a memory-hard hashing algorithm. The original password is never stored.
• - Account status and role — used to control platform access
• - Last sign-in timestamp

Facilitator account data is stored in a PostgreSQL database hosted in Canada (AWS ca-central-1). It is not shared with third parties and is not used for advertising.

Workshop Rooms

When a facilitator creates a room, the following is stored in the database:

• - Room code (e.g. RM-AB3K) — used to identify the session
• - Room state — tracks whether the session is in lobby, active, or completed state
• - Activity type and content pack selection — records which activity was run
• - Timestamps — when the room was created and completed

This operational record allows facilitators to see their session history. It does not contain any participant information.

Participant Handling — The Core Privacy Guarantee

Participants join a session by entering a display name. No email address, password, phone number, or account is required. Participants are anonymous to the platform.

During a live session, participant names and responses are held in the server's active memory only. This is a deliberate architectural decision — not a configuration option.

When a session ends — whether the facilitator closes it, it expires, or the server restarts — all participant data is gone. There is no recovery path because there is nothing to recover from.

What Is Stored

Data	Stored?	Where
Facilitator email address	Yes	PostgreSQL — Canada
Facilitator display name	Yes	PostgreSQL — Canada
Facilitator password hash	Yes	PostgreSQL — Canada
Room codes and states	Yes	PostgreSQL — Canada
Activity type per room	Yes	PostgreSQL — Canada
Room timestamps	Yes	PostgreSQL — Canada
Admin action audit log	Yes	PostgreSQL — Canada
Participant names	No	Active memory only — cleared on session end
Participant answers	No	Active memory only — cleared on session end
Participant email addresses	Never collected	—
Participant IP addresses	Not logged	—
Bingo card marks	No	Active memory only — cleared on session end

Content Access

Safe For The Office™ includes curated content packs — collections of prompts, questions, and scenarios organized by workplace theme. Content pack metadata is stored in the database to support room creation. Individual content items are defined in the application code and are not user-generated.

Facilitator entitlements — records of which content packs a facilitator has access to — are stored in the database. These records contain no participant information.

Contact Form Submissions

When you submit the contact form, your name, email address, and message are used only to respond to your enquiry. This information is not used for marketing and is not shared with third parties.

What Is Not Collected

Safe For The Office™ does not collect:

• - Participant email addresses
• - Participant phone numbers
• - Participant IP addresses
• - Device identifiers or fingerprints
• - Behavioural tracking data
• - Advertising identifiers
• - Social media profile information
• - Biometric data of any kind

Last reviewed: October 2026