InspectRecord ("we", "our", or "us") is committed to protecting the privacy of individuals who use our pre-shift equipment inspection platform. This Privacy Policy explains what information we collect, how we use it, and the choices available to you.

By using InspectRecord, you agree to the terms of this policy.

1.  Who We Are

InspectRecord is a Software-as-a-Service (SaaS) inspection management platform operated at app.inspectrecord.ca and app.inspectrecord.com. References to "Company Admin" or "company" mean the organisation that has subscribed to InspectRecord. References to "Operator" mean the individual completing inspections on behalf of a subscribing company.

2.  Information We Collect

2.1  Information provided by Company Admins

●      Name and email address (used for account login and notifications)

●      Company name and identifier

●      Equipment asset details (ID, name, location)

●      Inspection template configurations

●      Notification rule settings and recipient email addresses

●      Password (stored as a one-way hash — never in plain text)

2.2  Information provided by Operators

●      Inspector name (free-text, entered at the time of inspection)

●      Inspection responses (OK / CAUTION / DEFECT) for each checklist item

●      Per-item notes describing observed conditions

●      General inspection notes

●      Photos captured during the inspection

2.3  Automatically collected information

●      Server-side request logs (IP address, timestamp, HTTP method and path) retained for up to 30 days for security and debugging purposes

●      Browser language preference stored in localStorage (never transmitted to our servers)

3.  How We Use Your Information

●      To provide and operate the InspectRecord platform

●      To store and display inspection records to authorised Company Admins

●      To send automated email alerts when notification rules are triggered

●      To send account-related emails (welcome, password reset)

●      To maintain the security and integrity of the platform

●      To comply with legal obligations

We do not use your data for advertising, profiling, or any purpose beyond operating the platform.

4.  Data Isolation & Multi-Tenancy

Each subscribing company's data is fully isolated. A Company Admin can only access equipment, inspection records, and settings belonging to their own company. No data is shared between companies. Operators submitting inspections can only see assets belonging to the company whose link they have accessed.

5.  Data Sharing & Third Parties

We do not sell your personal data. We share data only with the following service providers, solely to operate the platform:

●      Resend (resend.com) — transactional email delivery (alert emails, welcome emails)

●      Replit Inc. — cloud hosting and infrastructure for app.inspectrecord.ca

●      Systeme.io — payment processing and automated tenant provisioning

Each provider is contractually obligated to protect your data and use it only to provide their respective service.

6.  Data Retention

●      Inspection records are retained for the lifetime of the company's subscription and for 90 days following cancellation, after which they are permanently deleted.

●      Account data is deleted within 30 days of a written deletion request.

●      Server logs are retained for a maximum of 30 days.

●      Photos uploaded during inspections are retained alongside their associated inspection record.

7.  Cookies & Local Storage

InspectRecord uses a single session cookie to maintain Company Admin login sessions. This cookie is HTTP-only, secure, and expires when you sign out or after a period of inactivity. We do not use tracking cookies or third-party advertising cookies.

The operator-facing page stores your language preference in browser localStorage. This data never leaves your device.

8.  Your Rights

Depending on your jurisdiction, you may have the right to:

●      Access the personal data we hold about you

●      Request correction of inaccurate data

●      Request deletion of your data

●      Withdraw consent where processing is based on consent

To exercise any of these rights, contact us at legal@inspectrecord.ca. We will respond within 30 days.

9.  Data Security

We implement industry-standard security practices including encrypted connections (HTTPS/TLS), hashed password storage, HTTP-only session cookies, and access controls that restrict data to authorised users. No system is completely immune to security risks; we encourage you to use a strong, unique password for your account.

10.  Children's Privacy

InspectRecord is not directed at children under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact legal@inspectrecord.ca and we will promptly delete it.

11.  Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the effective date at the top of this document and, where the changes are material, notify Company Admins by email. Continued use of the platform after changes take effect constitutes acceptance of the revised policy.

12.  Contact

For any privacy-related questions or requests, please contact us at:

InspectRecord  ·  legal@inspectrecord.ca  ·  app.inspectrecord.ca