Heresafe for Contractors & Suppliers

Someone at the organisation you're working with has asked you to use Heresafe, to get your company's records in order, to get yourself cleared for site, or both.

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You didn’t choose this system and you may never have heard of it before.

Here’s who’s behind it, why you’ve been sent here, and which of the two routes below actually applies to you.

Why you’ve been sent here

Heresafe is the platform the organisation you’re working with uses to manage contractor and supplier compliance, who’s approved to be on site, whose documents are current, and who’s completed the induction a project or a site requires. The organisation sets what’s required of you; Heresafe is simply where you complete it and where that record is kept.

Is this actually legitimate?

Heresafe is a UK company, and its Trust and Privacy information is public for anyone to check, not something only visible after you sign up. If you’re ever unsure whether an invitation is genuine, the safest check is to confirm it directly with whoever at the client organisation asked you to complete it, rather than with a link inside the message itself.

Which one applies to you?

Most people only need one of these. If you’re not sure which, the short notes below the two routes cover the situations that come up most.

Company Contacts

You’re responsible for your company’s record: its credentials, its team, and keeping both current, not just your own paperwork.

Heresafe for Company Contacts →

Contractors & Workers

You need to get yourself cleared: your own credentials, an induction, and checking in and out on site.

Heresafe for Contractors & Workers →

Sole Trader?

Both routes apply to you, there isn’t a separate, lighter sole-trader route. Company Contacts covers your business record; Contractors & Workers covers what’s asked of you personally.

Working through a Principal Contractor?

Which route applies depends on what you’re actually responsible for, your own requirements only, or your company’s and your team’s. The commercial chain doesn’t change which Heresafe route you need.

Only visiting once, or attending a single event?

You’ll only be shown the requirements configured for that particular visit, not a longer process built for an ongoing relationship.

What You’ll Be Asked To Do

The exact steps depend on what the organisation you’re working with has configured, but most journeys follow the same shape.

Before You Arrive
Whatever credentials, company evidence, induction or knowledge check have been requested can usually be completed off-site, often from home or the office, well before anyone reaches the gate.

Getting Reviewed
What you submit is reviewed and accepted, rejected or referred by the organisation you’re working with, not by Heresafe. Submitting something isn’t the same as being approved.

On the Day
Once someone’s cleared, checking in (and out) happens by QR code, kiosk or from a phone, rather than a paper sign-in book or waiting to be let in.

Next Time
Within the same client’s Heresafe account, records you’ve already had accepted don’t need re-submitting until they’re due to expire. A different client’s account currently starts fresh.

Your Information, Handled Properly

Knowing the product is only part of doing the job well. Help needs to be there when something’s unfamiliar, without waiting on whoever originally set the system up.

Who’s in control
The organisation you’re working with owns and controls the information you provide. Heresafe operates the platform and processes it only to run the service, the same relationship described in Heresafe’s published privacy policy.

What it’s used for
Your contact details are used to manage your account, your credentials and your site access, including the notifications that come with them. They are not used by Heresafe for sales or marketing emails.

How it’s protected
Heresafe holds ISO 27001 and ISO 9001 certification, defaults to UK-based data hosting, encrypts information in transit, and is independently penetration-tested each year, the same standards referenced above.

Security & Privacy
Heresafe’s certifications, data-handling practices and security documentation are published in full on the Trust and Privacy pages, not only disclosed once you’ve already signed up.

If you work for the organisation that sent you here, rather than as one of its contractors or suppliers, the Client User pages cover your side of this instead.

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