Security Practices

Tokenization Architecture

Subject names and other direct identifiers are replaced with placeholder tokens on your own device before any information is transmitted for AI processing. Our AI subprocessor never receives raw subject-identifying information.

When you type a report, your browser automatically detects and replaces PII — full names, street addresses, dates of birth, phone numbers, and license plate numbers — with opaque tokens (e.g., [NAME_1], [ADDR_1]). Only tokenized text leaves your device. The mapping between tokens and real values exists only in browser memory and is discarded when the session ends.

Encryption

• Data in transit: TLS 1.2+ for all client-server and server-AI communication
• Data at rest: AES-256

Access Control

• Role-based access (Officer, Supervisor, Captain, Admin), each scoped to least privilege
• Officers can view and edit only their own draft reports pre-submission
• MFA required for accounts with CJI access
• Device trust tokens issued after successful MFA; new-device login triggers an email alert
• Deactivated accounts are denied access at the session level — active sessions are immediately invalidated

Audit Logging & Accountability

All authentication events, report access, edits, workflow transitions, AI generation requests, and exports are logged to a tamper-evident, cryptographically hash-chained audit trail. Each entry in the audit log is linked to the preceding entry via SHA-256 hash, making retroactive modification detectable.

Officers must certify review and accuracy before copying or exporting any AI-generated report. That certification is captured with officer identity and timestamp in the audit log and cannot be removed.

Data Retention

Draft report content is retained ephemerally and auto-deleted within 24 hours. ReportMax does not store finished report text on its servers. Officers copy finished reports to their agency's own Records Management System (RMS). Audit log metadata is retained for accountability purposes per law enforcement standards.

No AI Training on Your Data

ReportMax never uses your report content or CJI to train, fine-tune, or improve any AI model. Our AI subprocessor agreement prohibits training on submitted data. Report content is processed solely to generate the requested draft and is not retained by the AI subprocessor after generation.

Subprocessors