What is stored, where, and who can reach it

Each fleet is its own database schema

Your fleet’s users, trucks, trailers, inspections, frames, findings, audit events and documents live in a database schema that belongs to your fleet alone, reached at your fleet’s own address on deepe.com. There is no shared table with a company column to filter on; the isolation is the database boundary itself. A sign-in token is bound to one fleet and is refused on any other.

What the model sees, and what it never sees

• Still frames, not video. Frames are extracted on the phone, about one every 1.5 seconds, and uploaded as JPEGs. The video never leaves the device.
• Never an identifier a person typed. A seal number or a trailer’s unit number is read blind and compared in code afterwards, so the model cannot be led to confirm what it was told to expect.
• Never your documents. Scanned paperwork is processed by an OCR worker, not by the vision model, and is never sent for analysis.

What is kept after an inspection is signed

The report, the audit event, and every frame a finding or a report cites. Near-duplicate frames are physically deleted from storage; their rows remain so counts and references hold. A frame the record points at is never deleted.

Retention

• Roadside inspection reports: at least 12 months from the inspection date (49 CFR §396.9(d)).
• Bills of lading: at least one year (49 CFR Part 379, Appendix A).
• Nothing deletes a document automatically. An admin’s delete is soft and restorable from Trash; there is no permanent-delete route for documents.
• Inspection records are retained for the life of your account.

Where the data lives

United States regions: the application and the document worker, the database, and object storage all run in US data centres. Frames and reports are served only through authenticated, fleet-scoped routes; nothing is reachable by a public link.

Accounts

• Passwords are hashed with bcrypt and never stored in the clear.
• Every request re-checks the user against the database rather than trusting the token.
• Three access levels for staff inside a fleet; drivers see only their own inspections and documents.
• An authenticator-app second factor for admin accounts is part of the registration work in progress and will be required for admin and staff accounts with a grace period once it ships.

Reporting a problem

If you find a security issue, write to us from your admin account once your fleet is registered, or through the contact form that arrives with registration. See also the privacy draft.