Your data stays in your hands

A RAMS names a site, a client and the people doing the work. RamsBox is built so that information does not sit on our servers longer than you need it to download the PDF.

What we keep

• Your account: email, and a password hash if you set one.
• Your company profile: name, address, phone, email, website, company number, accreditations, brand colour and logo.
• Payment and credit records, so a purchase can be honoured and accounted for.
• The fact that you accepted the draft wording, with the time and the terms version.
• Token totals for paid AI calls: how many tokens, which model, and which account. Not the job text.

What we do not keep

There is no long-term library of your documents. After the download window we do not keep client names, site addresses, or the finished RAMS.

Why a PDF

The file you take away is a PDF, and only a PDF. It is a finished document: the same every time you download it, ready for a competent person to sign off and brief the team. A Word file or a raw text export would be a second, editable copy that could drift from the version that was reviewed.

Why

Site addresses and client names are your clients' information. Holding them for years would increase the harm if the service were ever breached, and it would take the decision out of your hands. Deleting the document puts that information back with you.

How long

A document is deleted automatically 30 days after it is created. You can delete it sooner from the downloads list. Until then the screen shows the date it will go, and you can download the PDF again without another charge and without another AI call. If email is set up on this deployment, we send a reminder three days before deletion. The reminder names the trade and the date. It does not repeat the site address.

The job details file

Next to the PDF you can save a job details file, ending in .ramsbox. It stays on your device. It contains the form answers only: trade, document type, the task, equipment, the team size, and the site information you typed. It does not contain the generated RAMS. Open it in the generator and the form fills in, which makes the next similar job quicker. Checking the file happens on our server so a file that has been altered is rejected. Generating the new document still uses a paid credit when you ask for AI tailoring. The free template draft does not.

The privacy notice uses the same retention periods. The generator is where a saved job file is opened.