Permissions, confidentiality and a record of every change
Safety records are sensitive. Here is what the system does to protect them, in plain words.
Permissions: only what a role may see
Roles decide
People see the documents and records their roles are given, and never more than they could see on the website. A role that has not been given the app cannot sign in to it.
A second step to sign in
Sign-in can ask for a code from an authenticator app as well as the password, with recovery codes in case the phone is lost. A company can require it. Staff of V1ims are always asked for it.
Invitations and passwords
A person is invited by email with a single-use link to set their own password; nobody is sent one. A forgotten password is reset by a link that works once and lasts an hour, and choosing a new password signs the person out of every phone and browser.
Each company on its own
A company’s data is separated from every other company’s.
Confidentiality
Reporter confidentiality
The reporter’s name is kept apart from the report. Anonymous interview drafts are not tied to the person giving them.
Statements
Who can read an investigation statement is set by role.
Private until shared
New reports go first to one triage person, who shares them company-wide or keeps them private.
Audit history
Every change on record
Every change to a record is written to an audit trail that cannot be edited.
Sign-ins and notices
Sign-ins, documents downloaded to a phone, reports sent from the app and notices sent are recorded too.
Separation of duties
A different person decides
Accepting a risk, signing off a change and closing a finding are done by a different person from the one who prepared them. It is built in, not a policy to remember.
Assessors are recorded
The person who adopts a score becomes its assessor, and can never be the one who accepts it.
The optional assistant and your data
Off until you switch it on
The assistant is off until an Administrator at your company switches it on. Off means it is not there at all.
It suggests; a person decides
Nothing it writes is saved or sent until a person does it. Each quotation is checked against the page it came from.
What it is sent
For risk work it is never sent the text of safety reports, names or passenger details. Other uses send only the pages they need. The phone app keeps no recording of anything said.
A record of use
Each use is recorded as a count of what was filled, never the words typed.
Where the words go. When the assistant is on, the text it works on is processed by an AI service provider. Ask us who, where, and how long anything is kept, and we will answer in writing before you decide.
On the phone
A PIN on every phone
After signing in, each person chooses a six-digit PIN. The app locks when it opens, after a minute out of sight, and on request. Five wrong PINs make it wait; ten remove that person from the phone and delete what was kept for them.
Locked on the device
Documents, drafts, photos and messages kept on the phone are locked with a key only the PIN opens, and deleted when the person signs out. A plain cover hides the screen when the app is out of sight.
Several people, one phone
Each person gets a profile of their own, with their own PIN and documents.
A lost phone
The administrator can sign a phone out from the website at once.
What we do not claim. We do not list security certifications we do not hold, and we do not say any system is unbreakable. Ask us about hosting, backups and how data is deleted, and we will answer in writing.
See it with your operation in mind
Choose a workflow you want to see, from closing an audit finding to reviewing a risk assessment. We’ll show how V1ims handles the work, what the assistant can prepare and where your team makes the decisions.
Book a demonstration See security and controls