Security & Data Handling
IntelligentQMS is built to protect the integrity and confidentiality of your quality data. This page explains how we handle, secure, and safeguard the information you trust us with.
Last updated: June 24, 2026
Role-based access control
Every account is assigned a role — from Super Admin and Admin down to Quality Manager, Quality Engineer, and read-only Auditor. Sensitive create, edit, and delete actions are gated by role, and read-only roles cannot alter records.
Approved-access model
New accounts are not active until an administrator approves them. Repeated failed sign-in attempts trigger an automatic 30-minute account lockout, and sessions expire after 8 hours of activity.
Encryption in transit & at rest
All traffic is served over TLS/SSL, and data is encrypted at rest by our hosting infrastructure. Passwords are stored only as salted one-way hashes — never in plain text.
Tenant isolation
Each organization's records are scoped to its own tenant. Application queries are filtered by organization so one customer can never see another customer's quality data.
Audit trail
Key actions — completions, approvals, and record changes — are written to an immutable audit log capturing who did what, when, and from where, supporting ISO and regulatory traceability.
Electronic signatures
Training completions and competency attestations can be captured with electronic signatures that are recorded alongside a companion audit entry, aligned with the intent of 21 CFR Part 11.
Continuous error monitoring
A built-in observability layer captures application errors and surfaces them on an internal System Health dashboard so issues are detected and resolved quickly.
Managed backups & recovery
Your data resides on managed cloud infrastructure with automated, point-in-time backups and snapshot-based recovery, so records can be restored in the event of an incident.
Data ownership
The quality management data you enter — documents, records, audits, corrective actions, training, and analytics — remains yours. We process it solely to provide the service to you and your organization. We do not sell your data, and we do not use your confidential quality records to train third-party public AI models.
Sub-processors
We rely on a small set of trusted infrastructure providers to operate the platform. Each operates under contractual obligations to protect your data:
| Provider category | Purpose |
|---|---|
| Cloud hosting & database infrastructure | Runs the application and securely stores your quality management records with automated backups. |
| AI / language-model processing | Powers AI-assisted features (course generation, analysis, interpretation). Content is processed to return results and is not used to train third-party public models. |
| Cloud object storage | Stores files and documents you upload to the platform. |
| Transactional email delivery | Delivers account, notification, and request emails on our behalf. |
Data retention
We retain your information for as long as your account is active or as needed to provide the service. Quality management records may be retained for the period required by applicable regulatory standards (for example, ISO 9001 record-retention requirements). When data is no longer needed, we securely delete or anonymize it. See our Privacy Policy for details.
Business continuity
The platform runs on managed cloud infrastructure with automated backups and snapshot-based recovery. Our disaster-recovery approach is designed to restore service and data with minimal disruption in the event of an incident.
Responsible disclosure
We welcome reports from security researchers. If you believe you have found a vulnerability, please contact us at [email protected] with details so we can investigate and respond promptly. Please do not publicly disclose an issue before we have had a reasonable opportunity to address it.
Questions about security?
For security questionnaires, data processing agreements, or details on our controls for your procurement review, reach out and our team will be glad to help.
[email protected]