Security

Every record that belongs to a client carries that client's identity, and the database itself enforces who may read or change it. A client user can see only their own business's data. Our team can see all clients, because they do the work. We test this separation with automated checks that try to read one client's data from another client's account, and we repeat the checks when we change how data is stored.

• Invitation only. There is no public sign-up. Accounts exist only after an application is approved or an administrator invites someone.
• Separate roles. Administrator and client roles are stored apart from user profiles, so a client cannot give themselves more access.
• Limited client powers. Clients cannot change their own plan limits, status or other clients' records, and cannot see staff-only quality notes. The database refuses these actions even if the screen were bypassed.
• Passwords. Passwords are stored only as protected hashes by our login provider, and new passwords are checked against lists of known leaked passwords.

Approvals, role changes, limit changes, calendar moves and profile approvals are written to an audit log with who made them and when. Nobody, including administrators, can edit or delete audit entries through the platform.

Documents, sample articles and images are kept in private storage, in a folder per client, and are reachable only by that client's users and our team. Downloads use short-lived links. Voice recordings are kept in private storage that only you and our team can open, and are deleted after they are turned into text.

The form can only add an application. Submissions pass through our server, which checks every field, blocks automated and repeated submissions with a hidden trap and rate limits, and stores only a scrambled form of the sender's internet address for that purpose.

We rely on providers whose security programs are public. For example, Supabase states that customer data is encrypted at rest with AES-256 and in transit with TLS, that it holds SOC 2 Type 2 and ISO 27001 attestations, and that paid databases are backed up daily. These are statements about our provider, not certifications of ours. Our database is hosted in the US East (N. Virginia) region. Service keys that give full access are kept on our servers and in our automation tool and are never sent to your browser.

If we confirm a breach affecting your data, we will tell you without undue delay and within 72 hours and say what happened, what was affected and what to do.

If you find a security issue, write to copypiloting@gmail.com. Please give us reasonable time to fix it before sharing details, and do not access other people's data while testing.