Security and data

How KudoTaps protects your account and your data

Plain answers for the person who has to sign off on a new vendor: how sign-in works, who can see which locations, how card payments are handled, and how you take your data with you.

Talk to us See plans and pricing
Sign-in

Signing in is protected at every step

Each person signs in with their own login. Nobody shares a password, and you can see who did what.

Two-step sign-in

Turn on a 6-digit code from an authenticator app. You get 10 one-time recovery codes, and you can have a code emailed if your phone is not with you. The account owner can require two-step sign-in for everyone on the team.

Repeated guessing is blocked

After 10 wrong passwords for one login, or 30 from one network, sign-in pauses for 15 minutes. Two-step codes have their own, tighter limit.

Strong passwords, stored hashed

New accounts need a password of at least 12 characters with a letter and a number. Passwords are stored hashed, never as readable text, and cannot be emailed back to anyone.

Encrypted connections only

The whole site runs over HTTPS, and browsers are told never to use a plain connection. Sign-in cookies are marked secure and hidden from page scripts.

Sessions end on their own

You are signed out after 8 hours without activity. "Keep me signed in" lasts 30 days on that browser, and only when the person ticks it.

Confirmed email addresses

A new account confirms its email address before it can create QR codes or invite people. Sign in with Google is also available.

Who sees what

Each person sees only the locations you give them

Paid plans include unlimited users. You pay per location, never per seat.

Pick their locations

When you invite someone, choose what they can see:

  • Everything in the account
  • One region, including locations you tag later
  • Only the locations you tick

Pick what they can do

Separate switches for each person:

  • See and print the QR codes
  • Change what the QR codes do
  • See reports
  • See campaigns

Technicians see repairs only

A repair person sees the list of maintenance requests at the locations they cover, and nothing else in your account. Every request action checks their access again on the server.

Invites are tied to one email

An invite works only for the email address it was sent to, and it expires after 7 days. Forwarding the link does not give anyone else access.

Remove someone at any time

When a manager leaves, remove them from Team and Locations. Their access to your locations ends at once.

Billing stays with the owner

Team members never see your plan, prices or card on file, and only the account owner can change the plan.

Activity records

You can see who did what

Account activity

Settings shows your recent sign-ins, failed sign-ins, two-step changes, invites, and changes to your QR codes, including changes made by team members.

A history on every maintenance request

Each request keeps a log of who changed its status, assigned it or added a note, and when. Photos on a request are only shown to people who can see that request.

Payments

We never keep your card number

Your card goes straight to our payment processor. It sends back a token, and we keep that token plus the last few digits so you can tell which card is on file. The security code on the back is never stored.

Your data

Your data is yours to take with you

Everything comes out as CSV files that open in Excel, Google Sheets and Numbers. Find them under Settings, then Import and export.

WhatWhat is in itHow you get it
LocationsEvery location with its address, email, region and linksDownload right away
EquipmentEvery machine with its location, serial, open requests and last reportDownload right away
Maintenance requestsEach request with its equipment, status, technician and time to fixAsk for it and we email you the file
Campaign responsesEvery satisfaction answer and lead form, with campaign and locationAsk for it and we email you the file
Scan historyScans per QR code per day, by locationAsk for it and we email you the file

You can also bring locations and equipment in from a spreadsheet, so you are never typing a list twice.

KudoTaps is hosted on Microsoft Azure, and your account data is backed up.

People who scan

No account needed to scan

Anyone who scans a KudoTaps code uses their own phone camera. There is no app to install and nothing to sign up for.

What a scan records

The time, the type of phone, browser and operating system, and an approximate city worked out from the network address. The city comes from a location lookup that receives only that address, over a secure connection. That is what powers your scan reports.

Contact details only if they choose

A name, email or phone number is only saved when the person types it into a form. On a maintenance report, leaving an email is optional and only used to tell them when the fix is done.

What we don't offer yet

  • Single sign-on (SAML or OpenID Connect). People sign in with a password or with Google.
  • A public API, webhooks or integrations with other software. Data moves in and out as CSV files.

Have a security questionnaire, or found something that looks like a security problem? Email tap@kudotaps.com and a person will reply.

Rolling out to many locations?

Tell us how many locations and who needs access. We will answer your security questions and set up the account with you.

Talk to us See plans and pricing