SafeDesk
SafeDesk is an Italian SaaS platform that uses AI to read, classify and track construction-site safety paperwork—DURC, DVR, POS, PSC, training certificates—for safety coordinators, RSPPs, technical practices and building firms working under Italy's D.Lgs. 81/08 workplace safety code.
What is SafeDesk?
SafeDesk is a SaaS platform built around one narrow, unglamorous problem: the paperwork that keeps an Italian construction site legal. It is published by YE Engineering, based in Medolla, in the province of Modena, and it addresses safety coordinators (CSP and CSE), RSPPs, technical safety practices and construction companies.
The regulatory backdrop is Italy's D.Lgs. 81/08, the workplace safety code, together with the training rules of the Accordo Stato-Regioni 2025 and the technical-professional suitability checks of articles 26 and 90. Under that framework every worker, every subcontractor and every machine on a site carries an expiry date, and missing one is not a filing error but a liability.
The core of the product is document analysis. You upload PDFs, either individually or as whole folders dragged in at once, and the AI recognises what each document is, extracts issue and expiry dates along with identifying data such as VAT number, company name and worker name, then assigns a green, amber or red status. The document types named by the publisher include DURC, DVR, POS, PSC, visure camerali, training certificates, fitness-for-work certificates and UNILAV records. Upload a visura camerale and the company profile is created automatically, with the related documents filed against it.
Around that core sit an automatic expiry calendar with email and in-app alerts, subcontractor suitability checks, secure sharing links, generation of prefilled formal documents, an AI-assisted inspection report written from photographs and field notes, and a plant and equipment register with logbooks, CE certificates, INAIL inspections, depots and QR codes. The website offers two distinct routes into the product: professionisti for practitioners running many sites and clients, and imprese for companies tracking employees, subcontractors and machinery.
SafeDesk is careful about what it does not claim. The publisher repeats across its terms, its privacy notice and its footer that the tool supports compliance work rather than replacing professional judgement, and that final verification stays with the customer. A conversational AI assistant, designed to show its plan and act only after confirmation, is announced for September 2026 and was not available at the time of this review; the platform itself is already in service.
What it does
- Upload whole folders of safety PDFs by drag and drop, one file at a time or in batches, and have each document recognised and classified automatically
- Extract issue and expiry dates, VAT numbers, company names and worker names from every file
- Track an automatic expiry calendar with email and in-app alerts before a document lapses
- Check a subcontractor's technical-professional suitability under article 26 and article 90 paragraph 9 (Annex XVII)
- Produce PDF compliance reports for clients, ASL and INAIL inspections and tender submissions
- Generate prefilled formal documents: RSPP appointments, prior notification, inspection minutes
- Draft a site inspection report (verbale di sopralluogo) from photographs and notes taken on site
When to use SafeDesk / When not to
A quick filter to help you decide if SafeDesk is the right fit.
When to use SafeDesk
- CSE and CSP safety coordinators running several construction sites and several clients in parallel
- RSPPs and technical safety practices (studi tecnici) handling recurring documentary obligations
- Construction companies that have to prove the documentary compliance of their subcontractors
- Organisations preparing for ASL or INAIL inspections and assembling tender documentation
- Teams keeping a register of plant and equipment with logbooks, CE certificates and INAIL periodic inspections
When not to use SafeDesk
- Consumers and private individuals: the terms reserve the service to professionals, practices, firms, bodies and organisations acting for business purposes, expressly outside the Italian consumer code (D.Lgs. 206/2005)
- Teams working outside the Italian framework: interface, contract and regulatory corpus are Italian only, and the tool loses its purpose away from D.Lgs. 81/08
- Anyone looking for legal advice, a certification of compliance or legally valid long-term archiving (conservazione sostitutiva a norma): none of the three is offered
- Organisations that need a guaranteed service level from the outset: no SLA applies by default, only on specific plans or by separate agreement
- Developers and IT teams expecting a public API or named third-party connectors: neither exists, and custom integrations are reserved for the ENTERPRISE plan
How to use SafeDesk
A typical end-to-end flow, from setup to results.
- Sign up online through the registration page, choosing a plan and a billing period, and complete the secure checkout at the end of the flow
- Start the 14-day trial on PRO or BUSINESS if you want to test a paid tier with no payment taken, or stay on the permanent free STARTER plan
- Open the web application at app.safedesk.it: there is nothing to install and no connector to configure
- Drag and drop whole folders of PDFs, or individual files, and let each document type be recognised automatically
- Let the AI read, classify and extract the key information, checking expiry dates and formal compliance
- Review the status indicators, deal with what is flagged before it turns critical, and generate a report in one click
- Organise your files by construction site, by company or by client
- Upload a visura camerale to have the company profile created automatically and the related documents attached to it
- Ask subcontractors for missing documents through a secure link, with no account for them to create
- Share with the CSE or the technical practice through a revocable link with access tracking, and put QR codes on workers, machines or sites so the current record opens from a smartphone
Pros & Cons
Pros
- Deep specialisation in the Italian regulatory corpus: D.Lgs 81/08, Annex XVII and the Accordo Stato-Regioni 2025 are encoded into the checks rather than left to the user
- Legal documentation unusually complete for a publisher of this size: privacy notice, terms, an article 28 DPA and a public sub-processor list, all published and dated
- Explicit commitment never to train AI models on customer content, stated in both the privacy notice and the terms
- Infrastructure and AI endpoints kept inside the EU (Milan, Stockholm, Belgium), with an organisational policy restricting new Google Cloud resources to EU locations for supported services
- A permanent free STARTER plan and a 14-day trial on PRO and BUSINESS with no payment taken during the trial
- Readable pricing grid with quantified limits per tier: documents per month, storage and number of users
- Whole folders processed in one pass rather than file by file, and an announced assistant designed around prior confirmation and an operations log rather than autonomous execution
Cons
- A very young product: the domain was registered on 9 February 2026, the Internet Archive holds no snapshot, and the legal documents date from March 2026
- No published evidence of use: the on-page result counters carry no figures in the delivered HTML, and there is a single anonymised testimonial
- Interface, contract and regulatory corpus are available in Italian only
- No public API and no named third-party connector; custom integrations are reserved for the ENTERPRISE plan, and no mobile application is published on either store
- The AI assistant, central to the marketing, had not shipped at the time of this review and is announced for September 2026
- No SLA by default, availability being offered on a reasonable commercial availability basis, liability capped at the sums paid over 12 months and at 100 EUR for a free-plan user, and no published security certification (neither SOC 2 nor ISO 27001)
- No social links, no about page, no named team, a single email address covering legal, GDPR, support and cancellations, and extra team members billed at 4.99 EUR per month on PRO and STUDIO
Pricing & Plans
SafeDesk is sold on a freemium basis. A permanent free plan, STARTER, is available with no time limit and covers up to 10 construction sites, 100 documents per month, 5 GB of storage and one user. The lowest paid entry point is PRO at 59.00 EUR per month on monthly billing, or 49.00 EUR per month on an annual commitment (590 EUR per year). The ladder continues with STUDIO at 149 EUR, BUSINESS at 199 EUR and CORPORATE at 349 EUR per month, while ENTERPRISE is quoted on request. All amounts are stated net of Italian VAT, the pricing grid adding a plus-IVA mention to every figure. Additional team members cost 4.99 EUR per month each on PRO and STUDIO. A 14-day free trial is offered on PRO and BUSINESS with no payment taken during the trial. Billing is in advance through Stripe, subscriptions renew automatically, cancellation takes effect at the end of the paid period and no pro-rata refund is granted. Please note that the amounts are not present in the HTML of the pricing page, which is rendered client-side; they were read from the plan catalogue embedded in the site's JavaScript bundle.
- up to 10 construction sites
- 100 documents per month
- 5 GB of storage
- 1 user
- 5 AI inspection reports and 5 generated documents per month
- 1 active sharing link
- and an expiry calendar limited to the 10 nearest deadlines
- unlimited sites
- 1
- 000 documents per month
- 50 GB
- 1 user
- unlimited inspection reports and document generation
- full expiry calendar
- standard PDF reports
- 3
- 000 documents per month
- 200 GB
- up to 5 users
- advanced PDF reports
- team and role management
- dedicated support
- initial onboarding
- unlimited sites
- 2
- 000 documents per month
- 300 GB
- up to 10 users
- up to 20 employees and 30 subcontractors or self-employed workers
- plant and equipment register with depots and geolocation
- QR codes and movement history
- 5
- 000 documents per month
- 1 TB
- up to 25 users
- unlimited employees and subcontractors
- unlimited equipment
- dedicated SLA
- tailored onboarding
- custom volumes
- custom storage
- dedicated deployment
- custom integrations
- dedicated consultancy and enterprise support
- STARTER
- PRO and STUDIO address individual professionals and practices
- while BUSINESS
- CORPORATE and ENTERPRISE address construction companies
Data, GDPR & hosting
A consolidated view of how SafeDesk handles your data.
GDPR overview
GDPR implementation is documented rather than merely asserted. The privacy notice, version 1.0, in force since 22 March 2026, is written under articles 13 and 14 and sets out purposes, legal bases and retention periods. An article 28 DPA is published, integrates the terms and prevails over them on data protection, and a public sub-processor list is maintained, with 15 days to object to a new sub-processor. Rights under articles 15 to 22 are exercised at info@safedesk.it, with a stated 30-day response, and complaints go to the Garante per la protezione dei dati personali. Breaches are notified to the customer without undue delay, the assessment of notifying the Garante being left to the customer. Audits are allowed once per calendar year on 30 days' notice. Transfers outside the EEA rely on Chapter V. No DPO has been appointed. The home page claims GDPR conformity; no certification backs it.
Who owns the data?
Under article 7 of the terms, the customer keeps title to its Contents and the rights attached to them. SafeDesk receives only a limited, non-exclusive licence, valid for the contract term and confined to the operations needed to run the service. Roles are split: the publisher is controller for the website, leads, accounts, billing, security and support, and an article 28 processor (or sub-processor) for third-party personal data contained in uploaded documents. The publisher is YE Engineering, VAT 03616710368, Via Romana 120, Medolla (MO), Italy. No Data Protection Officer has been appointed. Customers can export their data within 30 days of termination.
Reuse rights
The licence the customer grants SafeDesk is limited, non-exclusive and confined for the contract term to the operations needed to run the service. Documents are analysed with Google Cloud Vertex AI (Gemini) on the europe-west1 endpoint, which reads the text, the images or the full document content depending on the file type. SafeDesk states in both its privacy notice and its terms (article 8) that it does not use customer Contents to train its own AI models, and it invokes Google's Cloud Data Processing Addendum and Service Specific Terms, including their training restriction. Twelve purposes are declared, each with a legal basis: technical security and B2B prospecting on legitimate interest, pre-contractual steps and performance of the contract, invoicing as a legal obligation, analytics and advertising on consent. No fully automated decision producing legal effects is taken. Special category data under article 9 — health, fitness for work — may appear in uploaded files and remains the customer's responsibility.
Data retention & training
Hosting summary
Every hosting location named by the publisher sits inside the EU. The website, the backend and the self-hosted Strapi CMS run on AWS in Milan, Italy. The managed PostgreSQL database, authentication and document storage are with Supabase in eu-north-1, Stockholm, Sweden. AI analysis runs on Google Cloud Vertex AI (Gemini) at the europe-west1 endpoint in Belgium, and an organisational policy restricts the creation of new Google Cloud resources to EU locations for the services that support it. Aruba S.p.A. provides the domain, mail and SMTP in Italy. Two categories fall outside that perimeter: Stripe, which handles payments and invoicing as an independent controller under its own terms, inside or outside the EEA, and the consent-gated measurement and advertising tools, namely Google Analytics 4, Google Ads, Search Console and Meta Platforms Ireland. Transfers outside the EEA are framed by Chapter V of the GDPR, through adequacy decisions and standard contractual clauses. The publisher notes that incidental technical processing by providers may occur, such as security logging, caching and limited retention. Data is encrypted in transit and at rest, backups are taken periodically, and environments are logically segregated. Italian law applies, with exclusive jurisdiction in Modena.
Things to keep in mind
Risks and trade-offs to weigh before adopting SafeDesk.
- The publisher states repeatedly that final verification of documents, deadlines and alerts, and every operational decision, remains entirely and exclusively with the customer: treating a green status as proof of compliance is the central risk in using this tool
- Automating routine checks erodes the habit of reading documents in full. The AI can misclassify a file or miss a field, and the professional liability of the CSE, the RSPP or the employer is not transferable to a piece of software
- The product launched in 2026 with no verifiable track record and no named customer references, and the on-page result counters publish no actual figures
- The conversational AI assistant that dominates the marketing had not shipped when this review was written
- Prices are not readable without JavaScript and every amount excludes Italian VAT; additional users cost 4.99 EUR per month on PRO and STUDIO
- Subscriptions renew automatically, cancellation only takes effect at the end of the paid period with no pro-rata refund, and liability is capped at the sums paid over the last 12 months, or 100 EUR on the free plan
- No SLA applies unless separately agreed, no security certification is published, and the beneficial owner behind YE Engineering cannot be identified from public sources
Setup & Integrations
Technical difficulty
Very low. Nothing is installed: SafeDesk is a web application reached at app.safedesk.it. Registration takes a few minutes, with the plan chosen online and checkout at the end, and the first real use is dragging PDFs into the browser. No connector or API key has to be configured, and multi-factor authentication is available. Guided onboarding appears only from STUDIO, where it is an initial session, and CORPORATE, where it is tailored; team role management also starts at STUDIO. The real difficulty is professional rather than technical: knowing which documents to demand, and how to read what the system flags.
Deployment
Supported languages
Behind SafeDesk
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
Which documents does SafeDesk handle?
Does SafeDesk make me compliant with D.Lgs. 81/08?
How does the AI analysis work?
Can I manage several construction sites at once?
Are my documents secure?
Is there a free trial?
Can I change plan later?
Does one subscription cover my whole team?
Do subcontractors need an account to send me their documents?
When will the conversational AI assistant be available?
Should you pick SafeDesk?
SafeDesk is a specialist tool, and its value is inseparable from the regulatory corpus it encodes. If you coordinate safety on Italian construction sites, as a CSE, a CSP, an RSPP or a technical practice, the platform automates the part of the job that is pure attrition: knowing which document expired last week, which subcontractor is no longer in order, and which certificate will lapse before the next inspection. Outside the D.Lgs. 81/08 framework, that same specialisation leaves little to work with.
The publisher's legal groundwork is unusually thorough for an operation of this size. A privacy notice, terms, an article 28 DPA and a public sub-processor list are all published and dated 22 March 2026, hosting stays inside the EU (Milan, Stockholm, Belgium), and the commitment never to train models on customer content appears in both the privacy notice and the terms.
Against that, the product is young. The domain was registered on 9 February 2026, the Internet Archive holds no snapshot, no named customer reference is published, and the on-page counters carry no verifiable figures. The conversational assistant that dominates the marketing was announced rather than delivered when this review was written, with a September 2026 launch. There is no public API, no mobile application, no published security certification and no SLA unless you negotiate one.
Pricing is broad and legible once you see it: a permanent free STARTER plan, a paid entry point at 59 EUR per month excluding VAT, and a ladder up to 349 EUR per month excluding VAT, with annual commitments cutting the monthly rate. A 14-day trial on PRO and BUSINESS makes the test cheap.
Worth trying if you work under Italian site safety law, provided you accept that the verification, and the liability that goes with it, remain entirely yours.
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