Tailored professional services

Go live and set up

Take advantage of our professional services team who can configure ZetaSafe to ensure you are up and running quickly and seamlessly.

Optimise & configure

Configure ZetaSafe in accordance with legislation through system health checks, data tidy ups and the use of workflows and automated reporting.

Software integration

ZetaSafe’s APIs enable integration with third party application systems (such as CAFM, Property, FM and PPM Systems like Qube’s Planet FM.

Could you be even leaner?

Maybe you could streamline your operations further and use ZetaSafe to manage other areas of compliance such as fire safety assets.

Security, Resilience & GDPR

At ZetaSafe we understand that the confidentiality, integrity, and availability of our customers’ information is vital to their business operations and our own success.

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We use a multi-layered approach to protect that key information; constantly monitoring and improving our application, systems and processes to meet the growing demands and challenges of security.

Secure Data Centres

Our services are located at top-tier data centres. These facilities provide carrier-level support, to a SSAE16 (Previously known as SAS70) level of compliance which include:

  • Access Control and Physical Security
  • Environmental Controls
  • Fire Detection and Suppression
  • Power Redundancies
  • Network Protection.

Threat Protection & Data Security

Beyond the physical layer, our service is protected virtually with firewalls to block unused protocols and to detect and resist threats. This includes but not limited to features such as:

  • IP Reputation Management
  • DoS/DDoS Mitigation
  • Web Application Firewall
  • Network Intrusion Detection
  • Hardened Operating Systems
  • Operating System Patching
  • Anti-Malware.

Secure Transmission & Sessions

  • Connection to the ZetaSafe environment is encrypted via TLS 1.2 (Public Key: RSA2048-bit encryption), ensuring that our users have a secure connection from their browsers to our service.
  • Each mobile device with ZetaMobile requires a unique registration number. Furthermore, the user must login using their own username so that data can only be synchronised between authorised mobile devices and their paired dataset.
  • Our clients’ data is stored in a sophisticated database, ensuring there is no possibility for accidental data leakage.
  • Each user must login to ZetaSafe using user ID and password ensuring that the user has connected to the right dataset and has the authority to access it. In addition, the user may only select those sites within the client data to which they have been granted access.

Back Up & Disaster Recovery

  • Our system database boasts near-real time database replication to ensure database integrity is maintained.
  • Servers are protected with managed backups with 14-day retention.
  • Our disaster recovery tests verify our projected recovery times and the integrity of the customer data
  • Beyond our real time replication, we capture full independent database backups every 4 hours and securely transmit this to an off-site protected location for a set archiving period.
  • Off-site backups are encrypted at rest.
  • Off-site backups are securely destroyed when retired.

Internal & Third-Party Testing & Assessments

ZetaSafe regularly tests for security vulnerabilities and regularly scans our network and systems for vulnerabilities. Third-party assessments are also conducted regularly which include:

  • Application vulnerability threat assessments.
  • Network vulnerability threat assessments.
  • Selected penetration testing and code review.
  • Security control framework review and testing.

Security Monitoring

Our Information Security department monitors notifications from various sources and alerts from internal systems to identifyand manage threats.

NB: Whilst this document describes specific tools, technologies and vendors, ZetaSafe is constantly evaluating these and as a result some will change over time. ZetaSafe does not commit to using a specific tool or vendor.

ZetaSafe is Committed to General Data Protection Regulation (GDPR)

As of 25 May 2018, European data protection legislation will be updated for the first time in 20 years. The EU General Data Protection Regulation (GDPR) replaces the 1995 EU Data Protection Directive. The GDPR strengthens the rights that individuals have regarding personal data relating to them and seeks to harmonize data protection laws across Europe, regardless of where that data is processed. ZetaSafe helps our customers to comply with the GDPR by providing with ZetaSafe’s stringent privacy and security protections.

Data Protection Registration:

ZetaSafe Limited is registered with the Information Commissioner’s Office (ICO). This means we are contractually committed to delivering our services in compliance with the Data Protection Act (DPA).

ICO Registration Number: Z9253709

What are your responsibilities as a customer?

Our Customers act as the data controller for any personal data they provide regarding their use of the ZetaSafe service i.e. you own and control your data.

ZetaSafe is the data processor and processes personal data on behalf of the data controller when they use the ZetaSafe service.

Data controllers are required to use data processors that provide adequate guarantees to implement appropriate technical and organisational measures so that data processing will meet the requirements of the GDPR.

ZetaSafe is a service to collect, manage and share data about assets in the built environment, it is not a human resources management tool and so personal data is typically limited to names of users, their email addresses and account passwords that they set up. ZetaSafe does not require submission of other more personal data to use the service such as dates of birth, addresses or financial information of any kind.

What are our responsibilities?

  • We ensure that the right infrastructure, processes and policies are in place to process your data – this is and always has been an integral part of the ZetaSafe service; please see our page on Security & Resilience for further information on how we achieve this.
  • All our employees are required to sign a confidentiality agreement as part of their employment and all complete confidentiality and privacy training.
  • We both employ in-house and make use of external professionals and services to help us maintain our systems and service as well as to make continuous improvements in security.
  • We only process data in the delivery of the ZetaSafe service to you; we have never and will not sell on or otherwise share any personal data outside of this simple remit.
  • We do not sub-contract any aspect of data processing.
  • The retention of archive data is within GDPR guidelines and retained for as long as necessary.
  • Clients can export their data at any time.
  • Our Data Protection Officer is Costa Christodoulou, please contact him with regards to any data protection concerns. (Please see our ‘Contact us’ page with regards to how to make contact)

Please understand that nothing on this website is intended to provide you with, or should be used as a substitute for, legal advice.


ZetaSafe offer tailored training packages to ensure all staff are aware of the latest functionality. Train individual users in classrooms, via instructor-led virtual classes. We’ll even come to you to train your entire team in private classes.

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Customers who were trained by ZetaSafe have higher user adoption rates and improved overall compliance statistics (Source: ZetaSurvey logon analysis). Train individual users in classrooms, via instructor-led virtual classes, or online courses. We’ll even come to you to train your entire team in private classes.

Handheld Training

In order to ensure that your engineers/field staff are using ZetaMobile and their handheld devices (PDAs) accurately and with confidence, ZetaSafe offer Handheld Training which can be delivered onsite for your convenience. ZetaSafe’s Handheld Training includes tutorials such as: using the PDA, using ZetaMobile, working with assets, entering test results and synchronising the PDA.

End User Training

Through undertaking ZetaSafe’s specific training for end users, ZetaSafe users will become more confident, productive and efficient in their use of the ZetaSafe portal. They will increase their familiarity with features, functionality and navigation; ultimately increasing your ROI.

Administrator Training

ZetaSafe’s Administrator Training ensures that Administrators have the core knowledge required to use ZetaSafe effectively and efficiently; manage areas of the system and processing and interpreting information. Administrator training is suitable for those new to their role in using ZetaSafe or those who wish to improve or increase their knowledge of the system.

Implementer Training

Created specifically for those involved in designing and implementing a ZetaSafe solution for their company or clients. Implementers training will focus on the fundamentals of ZetaSafe configuration and management and topics relevant to solution design. Learn how to plan and implement solutions, design solutions, gather client requirements and plan a successful project.


ZetaSafe customers are automatically enrolled in basic support but because your needs are as individual as your business, we offer a number of support packages to meet your specific needs.

UK Support Office:

Call: +44(0)1865 920 190
Email: [email protected]zetasafe.com