What we hold, and why

Top Rope Solutionz is safety and operations software for challenge courses, ropes courses and climbing programs. It is created and maintained by Belay Reports. In this policy, “we” means Top Rope Solutionz, and “your program” means the organisation that operates a course and holds an account with us.

It is worth separating them, because the data involved is very different.

This website

topropesolutionz.com, which is marketing material and a contact form. Anyone can visit it.

The application

The software your program's staff sign in to. It holds operating records and, where a program uses that module, participant medical information.

Your program decides what goes into the system and who may see it. We hold and protect that data on your behalf and do not use it for any purpose of our own.

Staff accounts

Name, email address, role and permissions. Sign-in is by email and password, or Google sign-in where a program uses it; we never see your Google password.

Operating records

Course elements and operating systems, pre-use assessments, periodic inspections, rope registry and use history, training records, group sessions and incident reports — with the author and timestamp of each.

Participant records

The people in a group, the sessions they took part in, and — where a program uses the medical forms module — the health information that program chooses to collect.

Photos and notes

Images captured against an inspection or assessment, and notes dictated or typed by staff.

On the device

A working copy of what a device needs to run offline. It is limited to that working set and is cleared when the user signs out.

Many programs run with young people. Where participant information — including medical information — is entered into the system, your program is the one deciding to collect it and is responsible for having the consent to do so, from a parent or guardian where that applies. We process it strictly on your program’s instructions.

Participants do not have accounts and cannot sign in. We do not knowingly collect information directly from children through this website. If you believe a child’s information has reached us in a way it should not have, contact us and we will remove it.

Your program’s records are held in their own database rather than pooled in shared tables with other organisations. To run the service we rely on a small number of providers:

• A managed cloud database, authentication and file storage provider, which holds the records and photos.
• A transactional email provider, which delivers reports and notifications you ask it to send.
• Google Drive, where your program chooses to enable off-site backup of generated reports.
• Our website and application hosting provider.

These providers process data on our instructions only. We will confirm the current list in writing before you onboard — ask, and we will put it in the agreement.

Hosting is regional. Your program’s records are held in the region chosen for it — the European Union, the United States or Asia Pacific — and are not moved between regions. If data residency matters to your organisation, raise it before onboarding and we will confirm the region in writing.

Safety records

Retained for the life of the account by default. Inspection, rope and incident history routinely needs to be produced years later, so we do not quietly expire it. Custom retention on request.

Deleted records

Go to a recycle bin rather than disappearing, so an accidental deletion can be undone.

Website enquiries

Kept while the conversation is live, and deleted on request.

Account closure

Operational data is removed on request. Records under a legal or insurance hold are handled case by case, and we will tell you if that applies.

• All traffic is encrypted in transit over HTTPS, and data at rest is encrypted by the managed database and storage providers.
• Every operational table enforces row-level security in the database, so what a request can see is decided by the database rather than by the front end. Policies fail closed: no matching policy means no access.
• Roles are stored separately from user profiles and evaluated server-side, so client state cannot be edited to gain privileges.
• Privileged credentials are used only in narrow server-side paths and are never exposed to the browser.
• Every write is validated against an explicit schema before it reaches the database.
• Safety-relevant records carry their author and timestamp, and sign-off, role changes and notification sends are logged.
• Backups run automatically, and your program can additionally back generated reports off-site.

Devices are the part we do not control. Because a working copy of records sits on each phone or tablet until sign-out, we ask that programs require a screen lock and full-disk encryption as a matter of policy.

If you are a member of staff with an account, you can ask us to show you what we hold about you, correct it, or delete it — though records tied to a safety document may need your program’s agreement before removal, since they form part of its operating history.

If you are a participant, or a parent or guardian, your request goes to the program that ran your session: they decide what is collected and retained, and we act on their instructions. We will help them respond.

Depending on where you live you may have further rights over your personal information. Contact us and we will tell you what applies and act on it.

If what we do changes, this page changes with it, and the date at the top moves. Material changes affecting an account holder will be raised with them directly rather than left to be noticed here.