Security and how Gaptria handles your data

• Your documents are stored in a database in Frankfurt, Germany. No other Gaptria account can reach them. Gaptria's administrator has technical access to the database and file storage, as the operator of any hosted service does, and opens a customer's documents only at that customer's request.
• Each review sends the documents in that review to Anthropic (the company behind the Claude AI models) for processing. Their servers are in the United States. A PDF that has been part of a review is kept in Anthropic's file storage so later questions do not send it again; that copy is deleted when you remove the document or your account, and expires on its own after 30 days at the latest.
• Nothing you upload is used to train any AI model — not by Gaptria and not by Anthropic.
• Your documents are never shared with other Gaptria accounts and never added to Gaptria's knowledge base.
• You can remove any document and delete any conversation at any time in the workspace, and delete your whole account yourself from the Account page. Deletion is immediate.

Gaptria runs on Supabase, a hosted database and file-storage service. Our Supabase project is located in Frankfurt, Germany (AWS region eu-central-1). It holds:

• Your account: your email address, an encrypted (hashed) password, and the sign-in records the authentication service keeps (date and time of each sign-in, the IP address and browser it came from).
• Your facility details: the answers you give on the Facility details page (facility type, target certification, instrument list).
• Your documents: the uploaded PDF and Word files, the text extracted from them, and their page counts. Files are stored in a folder that belongs to your account only; database rules prevent any other account from reading them. Gaptria's administrator can reach the files and the extracted text through the provider's administration tools, and does so only when you ask for support.
• Your conversations: your questions to the Inspector and its answers, with the date and time of each (see “Conversations” below).
• A usage log: for every question and every Gap Report, the date and time, whether it succeeded, how long it took and how many AI tokens it used. The log does not contain your questions, the answers or your documents.
• Your credits: your plan, the credits you have left, and a record of every credit added or used, with dates.

The web application itself is hosted on Vercel. Vercel's servers run the code that reads your documents and talks to the AI; they do not keep copies of your files. Vercel's technical logs record account identifiers and error messages, never document content.

• You. Only a signed-in session of your own account can list, open or delete your documents and conversations. The rule is enforced inside the database (row-level security), not only by the application, so a bug in a page cannot expose another account's files.
• The Inspector. A review is built only from the documents that belong to the signed-in account and that you have included in that review. The workspace shows the list before every question.
• Gaptria's administrator. Has technical access to the database and file storage, as the operator of any hosted service does, and opens a customer's documents only at that customer's request, for support.
• Nobody else. No other customer, no reseller, no analytics service. Gaptria does not sell or share data.

• In transit: every connection is encrypted (HTTPS/TLS): your browser to Gaptria, Gaptria to the database and file storage, Gaptria to the AI service.
• At rest: the database and file storage are encrypted on disk by the provider.
• Passwords: stored only as a one-way hash by the sign-in service; Gaptria never sees or stores the password itself. Password resets go through a one-time link sent to your address.
• Secrets: the keys that let Gaptria talk to its providers live only in the hosting platform's protected configuration, never in the code.
• Uploads: limited to PDF and Word files within a size cap, parsed on the server; nothing you upload is executed.

These are the companies whose systems handle your data, and what each one does. A row is added on the day a new provider goes live, never before.

Gaptria itself holds no ISO 27001 or SOC 2 certification yet. It is a young product, and this page will say so until that changes. The providers above publish their own security certifications and audit reports on their trust pages; check them there for the current status rather than taking a badge on this page for it.

Gaptria is not a system of record: it does not release batches, store regulated raw data or replace your quality system. The Gap Report is decision support that your qualified person reviews and signs before use, and it leaves Gaptria the moment it is generated.

Every time you ask the Inspector a question or generate a Gap Report, Gaptria sends to Anthropic's API: the documents that are part of that review (the workspace shows you exactly which ones), your facility details, the conversation so far, and Gaptria's own GMP knowledge base. Anthropic processes this in the United States and returns the answer.

PDFs are not sent with every question. The first time a PDF is part of a review, Gaptria places one copy of it in Anthropic's file storage (their Files API), named after the document, and later questions refer to that copy. This is what lets a review include scans of up to 50 MB. The copy belongs to Gaptria's account with Anthropic, is used only for your reviews, and is deleted as soon as you remove the document or delete your account. If it is ever left behind, it expires on its own after 30 days. PDFs that have never been part of a review are not sent to Anthropic at all. Word files are read as text and sent with each question.

Anthropic's commercial API terms state that customer data is not used to train their models. Under those terms Anthropic keeps API inputs and outputs for a limited period (currently up to 30 days, unless retention is required to enforce their usage policy) and then deletes them. To speed up follow-up questions, the documents of a review may be held in Anthropic's short-term cache for up to one hour after your last question in that review. Please check Anthropic's current terms for the exact commitments; we summarise them here in good faith and will update this page if they change.

Because processing happens in the United States, Gaptria is not a suitable tool for documents that must not leave the EU. Do not upload documents containing patient data or other personal data beyond what appears in ordinary qualification records (names and signatures of staff).

• It does not learn from your documents. Gaptria's knowledge base is written and maintained by people; customer uploads are never added to it, automatically or otherwise.
• It does not see other customers' documents, and other customers never see yours.
• It does not replace a qualified person. Every answer and every Gap Report is decision support; findings must be reviewed and signed off by a qualified person before use.

Your conversations with the Inspector — your questions and its answers — are stored in the same Frankfurt database as your documents, so you can close the tab and come back to a review later. The workspace lists your conversations on the left; open any of them there, or delete it for good with the “×” next to its name. They belong to your account only and are subject to the same rules as your documents: no other account can read them, they are never added to the knowledge base, and Gaptria's administrator opens them only at your request. If a conversation is not being saved (for example while the database is unavailable), the workspace says so above the messages and in the list.

Gap Reports are generated on request and sent to your browser as a download; Gaptria does not keep a copy.

• Documents: until you remove them in the workspace, or until you delete your account. Removal deletes the file, its extracted text, its page count and the copy in Anthropic's file storage immediately.
• Copies of PDFs at Anthropic: until the document is removed or the account deleted, and never longer than 30 days; a PDF still in use after that is simply sent again the next time it is reviewed.
• Conversations: until you delete them in the workspace, or until you delete your account.
• Facility details: until you change them or delete your account.
• Usage log: deleted together with your account.
• Sign-in records: kept by the authentication service as a security record; they are not removed when the account is deleted.
• Backups: the database provider keeps routine backups for disaster recovery for a short period; these expire automatically and are not used for anything else.

Go to the Account page and confirm the deletion. This removes your facility details, the copies of your PDFs in Anthropic's file storage, your uploaded files, their extracted text, your conversations, and then your login together with your usage log, straight away. There is no waiting period and no way to undo it — download any Gap Report you want to keep first. Only the authentication service's sign-in records described above remain.

Questions about this page, requests for a copy of your data, a security concern you want to report, or anything you cannot do yourself in the workspace: support@gaptria.com.