Security, Privacy, and Data Handling

Security Model

• Role-based permissions control page access and API behaviour.
• Tenant scoping keeps each organisation’s data separated, enforced at the database layer.
• Client portal access is additionally constrained to the granted client relationship.
• Server-side code performs sensitive operations such as export delivery, billing sync, AI calls, and PDF generation.

Data Handling

• Check data includes readings, defects, notes, photos, and signatures tied to a property and engineer.
• Records are immutable once generated, preserving the evidence trail.
• AI features use tenant-scoped rows and should be reviewed before external sharing; the AI policy section in Settings shows which AI features are active on your plan.
• Team management actions (invites, role changes, deactivations) are recorded, and the most recent entries are visible in Settings.
• Exports and destinations are designed for approved recipients only.

Least-Power Access

Give each person the least powerful role that still lets them do their job. It keeps client data controlled and keeps the audit trail meaningful.

• Use the engineer role for field staff; do not grant office controls they do not need.
• Use client portal users for landlords and agents rather than sharing office credentials.
• Give everyone their own account so records, approvals, and changes stay attributable.
• Deactivate leavers instead of recycling their account for someone new.