Security & Data Processing

• Account data — the email address used to sign in, and subscription status. Passwords are never stored in readable form.
• Operational data you enter — saved sites, lanes, uploaded schedules (site reference, postcode, vehicle counts, optional sums insured) and any notes.
• Underlying crime data — open police-recorded vehicle-crime records. These are published at street level and contain no personal identifiers.

We do not process special-category personal data, and we do not ask for driver names, vehicle registrations or telematics traces. If you upload a schedule, please supply site references rather than personal data.

For account data, Equillis is the controller. For operational data you enter into the platform, Equillis acts as processor on your instructions and processes it only to provide the service — scoring, alerting, exports and support.

The application and its databases are hosted on managed cloud infrastructure in the European Union and the United Kingdom. Static assets are served through a global content network; those assets contain no customer data.

• All traffic to and from the platform is served over HTTPS (TLS 1.2 or higher).
• Data at rest is encrypted by the managed database and storage layer.
• Authentication uses short-lived signed tokens; sessions can be revoked by signing out.

We do not claim end-to-end encryption: the platform necessarily reads your data in order to score it.

• Customer records are isolated at the database level by row-level security, so one account cannot read another account's sites, lanes or schedules.
• Paid capabilities are enforced on the server, not in the browser — a client cannot unlock a tier it is not entitled to.
• Administrative access is limited to the Equillis operator and used only for support, billing and incident investigation.

Organisation accounts separate what a person can see from what they can change. Every action that writes data is checked against the caller's role on the server.

• Owner — billing, plan changes, adding and removing members, API keys, plus everything a Manager can do.
• Manager — create and edit depots, lanes and schedules, run portfolio scoring, export data, configure alerts.
• Analyst — read-only across all intelligence, exports permitted, no changes to fleet configuration or billing.

Membership changes are recorded with the acting user and timestamp, and are available to the account Owner on request.

• Security questionnaires — completed within five business days; we will work from your standard template rather than insisting on ours.
• Data processing agreement — our Data Processing Addendum is published and ready to sign, or we will work from yours, including standard contractual clauses and the UK IDTA where required.
• Single sign-on — SAML 2.0 single sign-on is live. Your identity provider (Okta, Entra ID, Google Workspace, OneLogin or any SAML IdP) is registered against your email domain, after which staff sign in from the Equillis sign-in page using the "Sign in with your company SSO" option and are provisioned on first login. Send us your IdP metadata URL and the domains to enable.
• Procurement — annual invoicing, purchase orders and supplier onboarding portals are supported.
• Pilots — a scoped pilot against your own depot and lane list can be run before any commitment, using the same scoring the production service uses.

• UK GDPR — we operate to UK GDPR and the Data Protection Act 2018, with a signed Data Processing Addendum available to every customer.
• Cyber Essentials — certification is planned; controls are aligned with the programme and current evidence is available under NDA.

Four sub-processors handle customer data: Supabase (database, authentication, storage), Cloudflare (hosting and edge delivery), Stripe (billing — card data never reaches Equillis) and Resend (transactional email). Purpose, data processed, hosting location and transfer safeguards for each are set out on the sub-processor page.

Customers on an active subscription receive at least 30 days' notice before a sub-processor is added or replaced, and may object on reasonable data-protection grounds.

• Operational data is retained for as long as your account is active.
• On written request to Henry@equillis.com we will delete your account data and operational records within 30 days, except where we must keep billing records to meet statutory accounting obligations.
• You can export your saved sites, lanes and scored schedules to CSV at any time from within the product.

Equillis is a planning and triage tool, not a safety-critical system. We target 99.5% monthly availability excluding scheduled maintenance, which is carried out outside UK business hours wherever possible. Intelligence is refreshed after each monthly police data release; the dataset version in use is shown on the pages that depend on it. Formal SLAs with service credits are available on request for annual contracts.

Security reports should go to Henry@equillis.com with the subject line "Security". We acknowledge reports within one business day. If a personal-data breach affecting a customer occurs, we will notify affected customers without undue delay and in any case within 72 hours of becoming aware of it, with what we know, what we are doing and what you may need to do.

We ask researchers to test only against their own account, avoid accessing other customers' data, and give us a reasonable window to remediate before disclosure.

Databases are backed up daily by the managed platform with point-in-time recovery. The road network geometry and scoring pipeline are reproducible from source data and version controlled, so the service can be rebuilt from scratch if required.

Equillis Ltd, a private limited company registered in England and Wales, company number 17383990. Trading as Equillis Intelligence. Data protection and security enquiries: Henry@equillis.com. VAT details are shown on invoices and available on request for supplier onboarding.