Client portal & secure data room
Your disposal evidence, still there in three years.
Every certificate, manifest and custody record filed against the asset it belongs to — searchable by serial, exportable on demand. Not an email attachment on a thread nobody kept.
The problem
The audit request always arrives later than the disposal.
Nobody needs a destruction certificate on the day it is issued. They need it eighteen months later, at 4pm, because an auditor asked a specific question about a specific machine.
“Can you evidence the disposal of asset TS-4471?”
A single serial number. The disposal happened two financial years ago, under a contract signed by someone who has since left, with an ITAD firm you have not spoken to since. The certificate was a PDF attached to an email thread.
The search begins
Someone searches a shared mailbox. Then their own. Then asks the ITAD firm to resend, and waits. Then discovers the certificate covers a pallet, not a serial, and cannot answer the question that was actually asked.
The finding writes itself
Not “you disposed of it unsafely” — you probably didn’t. The finding is that you cannot demonstrate you disposed of it safely. Under UK GDPR those are treated as very close to the same thing.
Compliance is not what happened. It is what you can still evidence about what happened, at the moment somebody asks.
The data room
One place, indexed by asset, retained for as long as you need it.
We collect every document your ITAD partner issues and file it in the portal as the job progresses. Nothing for you to chase, nothing to forward to yourself for safekeeping, and nothing that leaves when a colleague does.
Erasure certificates
Per device, carrying the serial, the NIST 800-88 method applied and the verification result.
Collection manifests
Signed at your loading bay, reconciled on intake, with any discrepancy recorded against the line.
Chain of custody
Every transfer of possession, timestamped, from collection through to final disposition.
Disposal & resale records
Where each unit ended up, which certified buyer took it, and the WEEE evidence behind it.
The difference
Same evidence. Retrievable in seconds instead of days.
| Email and shared drives | TechSafe data room |
|---|---|
| Search inboxes, then ask the ITAD firm to resend | Search the serial, download the certificate |
| Evidence leaves with the person who left | Evidence sits with the organisation, not an individual |
| One certificate covering a whole pallet | One record per device, per serial |
| Retention depends on nobody clearing their mailbox | Retention set deliberately, to your policy |
| Assembling an audit pack is a manual afternoon | Export the whole date range as one pack |
How it works
Built to be worth trusting with compliance evidence.
Named access, per organisation
Individual accounts rather than a shared password, so joiners and leavers are handled properly and every retrieval is attributable.
Read-only by design
Evidence you can retrieve but not alter. An audit trail nobody can quietly edit is the only kind worth having.
Retention you control
Hold records for as long as your policy requires, then have them removed deliberately rather than by accident.
Early access
Get access when it opens.
We are rolling the data room out to existing clients first. Leave your details and we will set your organisation up as soon as access opens — no obligation, and no marketing list.
Start generating evidence worth storing.
Portal access opens shortly. The per-device certificates and custody records behind it are already how we work.