Data Safety & Backup Policy
OutSmart International B.V.
Data Safety & Backup Policy
For Business Customers
Version 1.0 Last updated: 28 May 2026
1. Introduction
This document describes how OutSmart International B.V. stores, protects, and backs up the data that your organisation generates and manages within our platform. It is intended to give you a clear and honest understanding of what we safeguard, what the limitations are, and what you can do to complement our measures.
2. Scope of This Policy
This policy applies to the OutSmart International B.V. web-based application and its associated iOS and Android mobile apps. The backup and data-safety measures described here relate primarily to the web platform, where your data is centrally stored and managed.
3. What Data We Store
We store two distinct categories of data on your behalf:
3.1 Structured Data (Database)
This includes all transactional and operational records that your team creates within the platform, such as:
Work orders and job records
Materials and inventory entries
Invoices and financial documents
Customer and contact information
This data is held in managed relational databases and is subject to our full backup regime (see Section 4).
3.2 Unstructured Data (Object Storage / Files)
This includes all binary files attached to records in the platform, such as:
Photos taken or uploaded via the web or mobile app
PDF documents (e.g. generated invoices, reports)
Other file attachments linked to work orders or records
These files are stored in a cloud object storage service. Please note: unlike structured data, object storage does not currently benefit from a separate backup copy (see Section 5 for details and our guidance on what this means for you).
4. Database Backup & Recovery
4.1 Backup Frequency
We perform automated backups of all databases daily. These backups are encrypted and stored securely.
4.2 Retention Period
Backups are retained for 14 consecutive days. This means that at any point, we can restore your data to any state within the past two weeks.
4.3 Point-in-Time Recovery
Within the 14-day retention window, we are able to restore data to the precise minute — not just to the closest daily snapshot. This is important in practice: if an error or data loss event occurs, we can roll back to the exact moment before it happened, minimising the impact on your operations.
4.4 Recovery Time
A full database restore typically takes between 2 and 4 hours from the moment a restore request is initiated. We will keep you informed throughout the process.
4.5 Restoring Specific Records
In some cases, you may need only specific records or data sets to be restored, rather than a full rollback. Please be aware that targeted data recovery is significantly more labour-intensive than a full restore and will therefore incur additional charges. We will always provide a cost estimate before carrying out any targeted recovery work.
What this means for you
If a human error, accidental deletion, or data issue occurs on your account, contact our support team as soon as possible. The sooner we are notified, the more options we have available to recover your data precisely and efficiently.
5. Object Storage (Files & Attachments)
5.1 Current Limitation
At this time, files stored in our object storage — including photos, PDFs, and other attachments — are not covered by a separate backup. The object storage service itself is built on highly redundant, enterprise-grade infrastructure, which protects against hardware failures and service outages. However, if a file is deleted (whether by mistake or otherwise), it cannot be recovered by OutSmart International B.V..
Important: We are transparent about this limitation so you can take appropriate steps to protect files that are critical to your business. We recommend reviewing Section 5.2 below.
5.2 Recommendations for File Safety
To safeguard files that are important to your business, we recommend the following:
Mobile-captured photos: Export or sync photos from your iOS or Android device to a separate location (such as your company's cloud storage or a local server) on a regular basis. Photos taken via the mobile app are typically also retained locally on the device, but device storage is not a substitute for a proper backup.
Critical documents: For invoices, signed work orders, and other important PDFs, maintain a copy in your own document management system or cloud storage (e.g. Microsoft SharePoint, Google Drive, or similar).
Periodic export: Consider using the export functionality within OutSmart International B.V. to periodically download records and attachments to your own infrastructure.
5.3 Planned Improvements
We recognise that file backup is an important capability and we are actively evaluating solutions to provide object storage backup in a future release. We will communicate updates to this policy as improvements are implemented.
7. Data Security Measures
Beyond backup, we apply the following security measures to protect your data at all times:
Structured data (work orders, invoices, etc.)
Yes - daily
14 days
To the minute
2-4 hours
Files & attachments (photos, PDFs, etc.)
No - not currently
N/A
N/A
N/A
Mobile-local photos (iOS/Android)
Device only
Until deleted
Device restore only
Varies
Encryption in transit: all data transmitted between your browser or mobile app and our servers is encrypted using TLS (HTTPS).
Encryption at rest: databases and stored files are encrypted at the storage level.
Access control: access to production systems is restricted to authorised OutSmart International B.V. personnel only.
Infrastructure: we use enterprise-grade cloud infrastructure with built-in redundancy and availability guarantees.
8. Your Responsibilities
While OutSmart International B.V. takes extensive measures to protect and back up your data, we also ask that you take reasonable steps on your side:
Ensure that user accounts within your organisation are managed appropriately. Remove access for employees who leave your organisation promptly.
Report any suspected data issues, accidental deletions, or unusual activity to our support team as soon as possible.
Maintain your own copies of files and documents that are critical to your operations, in line with the guidance in Section 5.2.
9. Contact & Support
If you have questions about this policy, experience a data issue, or need to initiate a restore, please contact our support team:
Email: support@out-smart.com
Support portal: https://support.out-smart.com/
For urgent data recovery requests, please mark your message as URGENT so it is prioritised by our team.
10. Policy Review
This policy will be reviewed and updated at least annually, or sooner if significant changes are made to our infrastructure or backup capabilities. The version number and date at the top of this document reflect the most current revision.
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