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Data handling arrangements for the initial review
This overview describes the handling arrangements to be agreed and verified for an engagement. Contact us with a scope summary first; send operational records only after the terms and handling arrangements have been confirmed.
Initial screening data boundary
| Accepted after activation | Not accepted |
|---|
| Up to ten coded billing records in the controlled template | Names, contact details or direct identifiers |
| Numeric amounts, dates, status values and neutral pilot codes | Source system IDs, IP addresses, bank data or credentials |
| One recent period and one currency | Free text, comments, tickets, links, invoices or contracts |
| Data that is effectively anonymous to RevCerta | Pseudonymised or otherwise re-identifiable personal data |
Separate paid review scope
The £350 Focused Pilot is a separate engagement. Selected agreement extracts, invoice lines and related evidence may be used only after an approved inventory, engagement terms and appropriate handling arrangements are agreed. Original records remain with the client. If personal information is needed, the required processing and transfer arrangements must be completed first.
Operational controls
The client creates neutral pilot codes and keeps the lookup key entirely within its organisation.
Files are transferred only through the agreed restricted-access channel. If password protection is used, the password is sent through a separate channel.
Access is limited to the minimum people needed to perform and quality-check the review, with multi-factor authentication used where available.
Client information is not used to train public or third-party artificial intelligence systems.
Findings are returned using the client’s neutral codes and must be verified against the client’s own evidence before action.
The retention and deletion schedule is agreed before transfer. The proposed default is deletion of working copies within 30 days after the final report, or earlier on request where lawful; backup expiry and required legal retention are recorded separately.
Stop rule and incident response
If RevCerta discovers information that may identify a person, or detects a confirmed incident affecting submitted information, it will stop the review, restrict access, preserve only what is necessary to investigate, notify the client without undue delay and follow the client’s documented instruction to return or delete the affected material where legally permitted. Processing will not resume until the legal and security requirements have been documented.
Assurance boundary
The pilot is a limited billing screening service, not a statutory audit, assurance engagement, penetration test, legal opinion or guarantee of recovery. The controls described here reduce risk but do not claim certification or absolute security. Any material change to the data, systems, providers or transfer route requires a fresh review.
Client confirmation before transfer
The workbook contains no personal data or restricted material.
The client retains the only mapping key and is authorised to submit the coded records.
The agreed contract, transfer route and deletion period are in place.