HandoverTool Compliance Whitepaper

Table of Contents

1. Purpose and Scope
2. Product Overview
3. Security Model (High Level)
4. Roles and Access Boundaries
5. Protocol Lifecycle Governance
6. Audit Logging and Traceability
7. Email Notifications
8. PDF Artifacts and Storage
9. Shared Responsibility Model
10. Framework Mapping Position
11. Appendix A: Example Control Mapping (Informational)

1. Purpose and Scope

This whitepaper describes selected HandoverTool capabilities intended to support secure and auditable equipment handover workflows.

2. Product Overview

HandoverTool manages handover protocols between a sender and a receiver. Protocols move through: Draft → Pending → Active → Inactive.

3. Security Model (High Level)

• RLS on core tables for record-level authorization.
• RPC-first lifecycle changes via SECURITY DEFINER functions validating role, ownership, and status.
• Least-privilege clients: anon key for users; service role key server-side for privileged operations.
• Immutable evidence: optional signed PDF artifact plus stored SHA-256 hash.

4. Roles and Access Boundaries

• Admin: full access, user/role administration, settings, and audit visibility.
• Manager: create and manage drafts they own, send for signature, and mark inactive where allowed.
• User: view protocols where party, sign, or request return where permitted.

5. Protocol Lifecycle Governance

• Draft: editable by sender; not visible to receiver.
• Pending: sent for signing; receiver can review and sign.
• Active: signed, locked, and PDF may be generated and stored.
• Inactive: protocol closed with recorded reason.

6. Audit Logging and Traceability

Critical actions are written to an immutable audit trail (create/update/send/sign/return-request/deactivate and admin operations).

7. Email Notifications

Recommended pattern: RPC functions enqueue email_queue rows; a dedicated Supabase Edge Function dispatches them via a provider.

8. PDF Artifacts and Storage

Signed protocols may generate a deterministic PDF stored in a private bucket. Access is via short-lived signed URLs.

9. Shared Responsibility Model

HandoverTool provides platform capabilities, while customers remain responsible for policy, configuration, and control effectiveness.

• Determining legal and regulatory obligations that apply to their organization.
• Configuring users, roles, approvals, and retention settings.
• Running access reviews, monitoring, and governance controls.
• Obtaining independent legal and audit validation.

10. Framework Mapping Position

Framework references (GDPR, SOC 2, etc.) are informational only and do not imply certification.