Handle Client Information in Inspection Reports
An inspection report should contain the information needed to understand and act on the observations. Review what you capture, what you export and who receives it, especially when the site contains personal belongings or business information.
By Blu Mint Digital. 3 minute read. Last reviewed .
Capture only the relevant context
Choose photo angles that locate the item without unnecessarily including people, screens, documents or access details. A useful context image does not need to show every object in the room. Check the frame before saving when unrelated information is visible.
Keep keys, alarm instructions and access codes out of reports that may circulate among contractors. Share operational details through the authorised process. This article describes practical data handling, not a statement that a particular workflow satisfies every privacy obligation.
Understand where working data and copies live
Site Audit keeps working inspection records on the device without an app account or automatic cloud sync. That describes the app's storage model; it does not mean every file remains only on the phone once you use email, messaging or cloud storage to share it.
- Review the destination selected in the Android share sheet.
- Confirm the intended recipient or shared-folder audience.
- Keep issued PDFs identifiable and stored appropriately.
- Protect backup files as well as visible report documents.
- Follow your organisation's device and retention arrangements.
The app backup is a ZIP of working data and images, not a password-protected archive supplied by the app. Choose storage and access controls appropriate to the information it contains.
Review contractor selections before sending
Pro can create a PDF for an assigned contractor, which may reduce unrelated items. Still inspect the actual file: the project identity, descriptions and photos may contain information that needs consideration before sharing.
For example, a bedroom repair image could include a personal document beside the component. A contractor filter does not recognise or remove that detail. Improve the source image or use your authorised document-handling process before distribution; do not assume selection is automatic redaction.
Keep the delivery process accountable
Record which file was issued and through which channel when that matters to your work. If a replacement is necessary, explain which version should now be used. Copies already downloaded by recipients do not disappear because the working project changes.
The PDF sharing guide covers delivery checks, and the backup workflow explains the difference between issued documents and working records. Consult the site's privacy information for the app's published policy and apply your organisation's requirements to the complete workflow.