Data processing description

Last updated: 11 August 2026

HapiTech Report is a software service. Where the inspection company (the customer) processes personal data in the service — client records, inspection findings, photographs and signatures — HapiTech acts as a processor on the customer's instructions, and the customer is the controller. This description sets out, in plain terms, how that processing works in the current version of the service. It supports the data-processing agreement draft in the project documentation (docs/dpa-draft.md), which remains subject to review.

1. Categories of data processed

  • Client records — the contact details of the companies you inspect for.
  • Equipment records — the register of assets you inspect, which can carry serial numbers and safe working loads.
  • Inspection records — inspection type, date, outcome, defects found, photographs, engineer notes and signatures.
  • User records — names, work email addresses and roles of people in your company who use the service.

2. How data is processed

Data is entered through the web service and the field application, stored in the database operated by HapiTech, and used to produce and deliver inspection reports. Reports can be delivered as files and as web links. Where you enable it, a client can see the reports for their own sites through a restricted portal link; they cannot see any other company's data.

3. Who has access

Only the people you give accounts to, within your own company, can sign in and work on your data. HapiTech staff do not routinely access customer data. A customer administrator controls who in their company can see and change records, and can export or delete data through the service's tools.

4. Sub-processors

No third-party sub-processors currently receive personal data. Hosting is operated by HapiTech on its own infrastructure. This will be updated before any sub-processor is added.

5. Security measures

The current version of the service implements the following controls, also described in the DPA draft (Annex 2):

  • Per-company isolation of data at the application layer, applied to every query and enforced by role-based access within a company.
  • Passwords hashed with Argon2id; TOTP secrets and any stored SMTP passwords encrypted at rest.
  • Sign-in with time-limited email codes and two-factor verification, with rate limiting and per-account lockout.
  • Transport encryption (HTTPS) in production, secure-cookie settings, and a strict-same-site session cookie.
  • Audit logging of security-relevant actions.

6. Retention and deletion

Data remains in the service until you delete it or close your account. The service does not yet offer automated retention schedules; a documented retention policy will be agreed before general availability.

7. International transfers

The service is hosted in the United Kingdom. No personal data is transferred outside the UK as part of the service.

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