Health and Safety File Agent
The Health and Safety File Agent checks the health and safety file and each contractor's H&S plan against the Construction Regulations 2014 and the client's health and safety specification. It reviews risk assessments, legal appointments, fall protection plans, induction records and COIDA letters of good standing, and flags missing, expired or inadequate documents before audits and inspections.
Ideal forHealth and safety agents
The difference
From 4-6 hours per contractor file to 45-60 minutes
Your safety team reviews exceptions and coaches contractors instead of paging through files line by line.
Done by hand
4-6 hours per contractor file
With the Vanine agent
45-60 minutes
Time returned to your team
80%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Fewer surprises at audit
Client audits and Department of Employment and Labour inspections focus on the H&S file. Finding gaps early means you fix them on your own schedule, not under a stop notice.
Every contractor held to the same standard
Subcontractor H&S plans vary widely in quality. The agent checks each one against the same specification, so weak plans are sent back before work starts.
Less paperwork for your safety team
Safety officers spend hours cross-checking documents. The agent does the checking so they can spend more time on site where risk is managed.
Capabilities
Audit-ready health and safety files, with gaps found before the inspector finds them.
Built for construction health and safety managers and officers, principal contractors, client agents and SACPCMP-registered practitioners on South African construction projects.
Specification compliance check
Compares contractor H&S plans against the client's health and safety specification and the Construction Regulations 2014, item by item.
Risk assessment review
Checks baseline and task risk assessments for coverage of the actual scope, including work at height, excavations and lifting operations.
Appointments and competence
Verifies that required appointments under the OHS Act and Construction Regulations are in place, signed and current.
Fall protection plans
Confirms a fall protection plan exists where work at height is planned, and that it is specific to the site.
COIDA and inductions
Tracks COIDA letters of good standing, induction records and medical certificates, flagging expiries before they lapse.
Gap report and audit pack
Produces a gap list per contractor and an indexed audit pack, ready for client audits and inspections.
How it works
From your systems to a result you sign off
The construction health and safety manager reviews the findings and approves or rejects each contractor's H&S plan.
Connect the places your health and safety files already live.
H&S files, contractor plans, appointments and certificates from SharePoint, Procore or your SHEQ system, plus the client H&S specification. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- Procore quality and safety modules
- SharePoint H&S file libraries
- Contractor onboarding and SHEQ systems
Runs when a contractor submits documents, on a monthly schedule, or on request in Teams or OpenAI Frontier.
A gap report per contractor, an expiry schedule and an indexed audit pack in Excel and PDF.
Step by step
- 01
A contractor submits an H&S plan or the monthly check starts.
- 02
The agent indexes the file and checks it against the Construction Regulations 2014 and the client specification.
- 03
It lists gaps, expired documents and weak risk assessments.
- 04
The H&S manager reviews the findings and approves or returns the plan.
- 05
The contractor is notified of what to fix, and the audit pack is updated.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Check the file against the Construction Regulations"
- contractor
- Scaffolding
- standard
- Construction Regulations 2014
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your health and safety files never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your health and safety files stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your health and safety files. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR HEALTH AND SAFETY FILES NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
Precision AI for Institutional Workflows
