Evidence & Chain of Custody Disclaimer

1. SHA-256 Hash Chain

MayDay-IC implements a SHA-256 hash chain for tamper detection on evidence items including photos, documents, and records. This hash chain is an informational integrity-verification tool designed to help detect unauthorized modifications to evidence files.

• The hash chain provides a mathematical indicator of whether files have been altered after initial capture, but it is not a legally certified digital signature or forensic authentication system
• Hash verification indicates data integrity within the MayDay-IC system only and does not guarantee the authenticity of the original capture
• The hash chain does not replace forensic analysis, expert testimony, or other methods required to authenticate digital evidence in legal proceedings
• Hash values are computed at the time of upload/capture and may not detect modifications made to files before they were entered into MayDay-IC

2. Admissibility of Digital Evidence

Digital evidence captured, stored, or exported through MayDay-IC may not be admissible in all jurisdictions or in all types of legal proceedings.

• Rules of evidence vary by jurisdiction (federal, state, local, tribal, international) and by the type of proceeding (criminal, civil, administrative, regulatory)
• Admissibility typically requires establishing authentication, chain of custody, relevance, and reliability under applicable rules of evidence (e.g., Federal Rules of Evidence 901, 902)
• MayDay-IC does not guarantee that its evidence tracking features will satisfy the legal requirements for admissibility in any specific jurisdiction or proceeding
• Agencies should consult with their legal counsel regarding the admissibility of digital evidence from MayDay-IC in their jurisdiction

3. Physical Evidence Collection

MayDay-IC's evidence logging and documentation features do not replace physical evidence collection procedures. Digital documentation within the app supplements but does not substitute for:

• Physical evidence collection, packaging, and preservation protocols
• Physical chain of custody forms and evidence tags
• Evidence room/locker intake procedures
• Crime scene processing protocols established by your agency and applicable accreditation standards
• Laboratory submission procedures for forensic analysis

4. Photo Metadata Accuracy

Photos captured through MayDay-IC include embedded metadata such as GPS coordinates, timestamps, device information, and capture settings. The accuracy of this metadata depends on the capturing device.

• GPS accuracy: Location data embedded in photos is subject to the same GPS accuracy limitations described in our Emergency Services Disclaimer (3–100+ meters depending on conditions)
• Timestamp accuracy: Photo timestamps are based on the device's system clock, which may not be synchronized with official time sources. Devices with incorrect date/time settings will produce inaccurate timestamps
• Device-dependent: Metadata quality and completeness varies by device manufacturer, model, operating system version, and user settings
• User modification: Some device settings or third-party applications may strip, modify, or falsify metadata before photos are imported into MayDay-IC

5. Automated Face Blurring

MayDay-IC offers automated face blurring capabilities for evidence photos to protect the privacy of individuals. This feature has important limitations:

6. Chain of Custody Records

Chain of custody records maintained within MayDay-IC are supplemental digital records that track evidence access, transfers, and modifications within the application. These records:

• Document who accessed, viewed, modified, transferred, or exported evidence items within MayDay-IC
• Include timestamps, user identifiers, and action descriptions for each custody event
• Supplement but do not replace physical chain of custody documentation required by your agency's evidence management policies
• May not capture custody events that occur outside of the MayDay-IC system (physical evidence handling, laboratory transfers, court submissions)

7. Export Packages

MayDay-IC allows users to export evidence packages containing photos, documents, chain of custody logs, and associated metadata. These export packages may not meet all legal or regulatory requirements for evidence submission in every jurisdiction.

• Export formats and contents should be reviewed by legal counsel before submission to courts, regulatory bodies, or opposing parties
• Exported packages may need to be supplemented with additional documentation, declarations, or certifications depending on jurisdictional requirements
• Digital export packages may need to be accompanied by physical evidence, original media, or expert testimony to be considered complete

8. Legal Counsel

9. Data Retention & Preservation

Evidence data within MayDay-IC is subject to data retention policies and legal preservation obligations:

• Retention schedules: Evidence data is retained in accordance with our Data Retention Policy and applicable legal requirements. Agencies should ensure their retention settings align with their jurisdiction's evidence retention requirements
• Legal hold: When evidence may be relevant to pending or anticipated litigation, agencies must implement appropriate legal holds. MayDay-IC supports evidence preservation flags, but the responsibility for implementing legal holds rests with the agency
• Destruction: Evidence data that has been exported or otherwise removed from MayDay-IC may still exist on backup systems for a limited period in accordance with our backup retention schedule
• Spoliation risk: Failure to properly preserve evidence data may result in sanctions for spoliation. Agencies should establish clear policies for evidence preservation within MayDay-IC

10. HIPAA Considerations

Evidence items within MayDay-IC may contain Protected Health Information (PHI), particularly in emergency medical and mass casualty contexts. When evidence contains PHI:

• Access to evidence containing PHI is restricted to authorized users with appropriate role-based permissions
• Evidence exports containing PHI must comply with HIPAA minimum necessary standards and applicable state health privacy laws
• Sharing evidence containing PHI with parties outside the covered entity requires appropriate HIPAA authorization, court orders, or applicable exceptions
• The automated face blurring feature may help de-identify visual PHI, but manual review is required to ensure adequate de-identification
• Agencies should consult with their HIPAA Privacy Officer regarding evidence handling procedures that involve PHI

For more information on our HIPAA compliance, see our HIPAA Policy.

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