Privacy Policy: SMP 365

Effective Date: 9 May 2026

This Privacy Policy applies to products and services provided by SMP 365 SAAS Pty Ltd (“SMP 365”, “we”, “our”, or “us”) through the SMP 365 software ecosystem hosted within Microsoft technologies, including Microsoft 365, SharePoint Online, Microsoft Azure, and related Microsoft cloud services.

Systems Covered

Our ecosystem encompasses the following operational modules:

Safety & Risk: Permit to Work, Risk Management, Incident Management, Environmental Management System (EMS), Psychosocial Risk Management, ICAM + AI Assisted Investigations.
Operations & Workforce: Learning Management System (LMS), Contractor Management, Hazardous Goods Management, Travel Management, Action Management.
Infrastructure: Dashboards & Analytics, Safety Mobile Applications.

1. Who We Are

SMP 365 SAAS Pty Ltd is a global software company delivering Microsoft-integrated Environment, Health, Safety, Risk, and operational management solutions. Headquartered in Western Australia, we provide configurable enterprise systems designed to support organisations operating within recognised international and ISO-aligned management frameworks.

2. Information We Collect

Depending on configuration and usage, SMP 365 systems may process:

Training and incident records.
Permits and contractor information.
Uploaded evidence and audit logs.
Analytics and operational workflow information.

3. Microsoft 365 & SharePoint Hosted Data

SMP 365 systems are designed to operate primarily within the customer’s own Microsoft 365 and SharePoint environment. Customers retain full control over permissions, governance, retention, and Microsoft compliance settings.

4. Microsoft Graph Integration

We may utilize Microsoft Graph APIs for workflow notifications, LMS reminders, permit communications, and operational messaging. Mail.Send permissions are used solely for authorised operational communications within the customer’s Microsoft environment.

5. Optional Azure AI Services

Optional AI functionality may integrate with Azure OpenAI, Azure AI Speech, and Azure Cognitive Services to support investigation assistance, summarisation, and operational insights.

6. AI Output Disclaimer

AI-generated outputs are assistive only and may contain inaccuracies. Customers remain responsible for all operational decisions, investigations, and compliance obligations.

7. Customer Ownership of Data

Customers retain ownership of all operational records, investigations, evidence, and related business information stored within their Microsoft environment.

8. No Sale of Customer Data

SMP 365 does not sell customer data or operational information to third parties.

9. Data Retention

Retention is controlled through the customer’s Microsoft 365 and SharePoint configuration, including Microsoft Purview and governance settings.

10. Security Measures

SMP 365 leverages enterprise-grade security, including:

Microsoft Entra ID (Authentication).
HTTPS Encryption.
SharePoint permissions and Azure security controls.
Comprehensive audit logging.

11. International Data Processing

Data may be processed within Microsoft Azure regions selected by the customer. Customers are responsible for selecting compliant hosting regions appropriate for their jurisdiction.

12. Third-Party Services

SMP 365 systems integrate with Microsoft 365, SharePoint Online, Microsoft Azure, Microsoft Graph, and Azure AI Services.

13. Privacy & Regulatory Compliance

SMP 365 seeks to align with international privacy principles, including the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

14. Changes to this Privacy Policy

We may update this Privacy Policy periodically to reflect platform, regulatory, or operational changes.

15. Contact Information

For inquiries regarding this policy, please contact:

SMP 365 SAAS Pty Ltd Global Microsoft-Integrated Safety & Risk Software Provider

Address: Level 2, 1 Prowse Street West Perth WA 6005 Australia

Email: support@smp365.com Web: www.smp365.com