Your digital filing cabinet that never loses anything
Insurance policies, risk assessments, fire certificates, operating procedures — everything stored securely, organised logically, and instantly retrievable. No more digging through filing cabinets or searching your email for that attachment someone sent eight months ago. Every critical document for your venue, in one place, backed up and accessible from any device.
The problem with doing this manually
Important documents scattered across filing cabinets, emails, and desk drawers
Wasting 20 minutes searching for a specific certificate
Risk of losing critical documents to fire, flood, or simple misfiling
Key capabilities
Unlimited Storage
Upload any document type — PDFs, images, spreadsheets, and more. There's no cap on storage, so you won't be choosing which documents are "important enough" to keep.
Smart Organisation
Automatic categorisation with tags and custom folders. Documents get filed into the right place — insurance, risk assessments, fire safety, COSHH — without you dragging things around manually.
Expiry Tracking
Set expiry dates on documents and get automatic renewal reminders. Your public liability insurance, fire risk assessment, gas safety cert — they all have end dates and SafePlay watches every one.
Version History
Track document versions so you always have the latest and the history. Updated your risk assessment? Upload the new version and the old one stays on file as an audit trail.
Instant Search
Find any document in seconds with full-text search. Type "insurance" and every policy, renewal letter, and certificate of cover shows up immediately.
Secure Sharing
Share documents with inspectors via secure, time-limited links. Send an HSE officer exactly what they need without giving them access to everything else in your vault.
How it works
Think of it as moving your filing cabinet into the cloud — except this one has a search bar.
Upload your documents
Drag and drop your files or snap photos of paper documents with your phone. PDFs, images, Word docs, spreadsheets — they all go in. Most venues upload their critical documents in a single sitting.
Tag and organise
SafePlay suggests categories based on the document type. Insurance goes to insurance, risk assessments go to risk assessments. You can add custom tags and set expiry dates so nothing slips through.
Find anything instantly
Need your employer's liability certificate? Search for it. Need to share your fire risk assessment with the fire service? Generate a secure link. It's all there when you need it.
Lisa runs a family entertainment centre
Lisa's previous insurance policy was in a filing cabinet, the risk assessment was in her email, and the fire certificate was pinned to the office wall. When her insurer needed all three at once, it took her 40 minutes to compile them. With SafePlay's Document Vault, she found and shared all three in under a minute.