Yes: each school's data sits in its own separate database on managed cloud servers, with HTTPS, regular off-server backups and external monitoring. Inside your school, only staff you grant access to can see records, limited by screen, action and campus, and every change is logged.
Where does our school's data actually live?
EDUBase Cloud is hosted and maintained by the EDUBase team on managed cloud servers. Every school has its own separate database, so your students, fees, payroll and messages are never mixed with another school's records.
This is the database-per-school model. In general, many cloud systems keep all their customers in shared tables and rely on a school ID on every row to keep them apart; a single faulty query can then expose one customer's data to another. With a dedicated database per institution and per-school credentials, cross-school access is not possible by design.
The application runs in containers on cloud servers behind Cloudflare, and all portal, app and integration traffic runs over HTTPS.
Can other schools or outsiders see our records?
Other schools on EDUBase cannot see your data because it is not stored alongside theirs. Outsiders have to get past the login before reaching any record.
Staff sign in with your school's institute code, then their own username, email or mobile number and password, and a web session ends after a period without activity. Parents have no password to remember: they log in to the Parents App with a one-time code sent by SMS to a mobile number saved on their child's record, and see their own child's attendance, fees, marks, diary and notices.
- Institute code plus each person's own login for staff
- One-time SMS code for parents
- Revocable device tokens for attendance tablets, sender phones and gates
Who inside our school can see what?
You decide. An administrator gives each staff member exactly the screens and actions they need, including view-only versus edit, either individually or by role. Campus scope means a user sees only the campuses granted to them, while owners can see all.
Sensitive actions can require a second person. Payments, discounts, salary changes, admissions and leave can all be routed through approval, so one person cannot quietly move money or change a fee.
- Per-user, per-screen and per-action privileges
- Campus scope for multi-campus groups
- Approvals for money and HR decisions
- Communication Settings to decide who may message whom
How do we know if someone changes or misuses data?
The User Logging page records who created, changed or deleted any record, in plain sentences with a critical, important or normal severity badge. A link opens the record with the changed fields highlighted, and a daily summary of important changes reaches the navbar bell and the Owner App.
In-app messages are screened for phone numbers and similar contact details before they are stored, anyone can flag a thread, and the Communication Report lets you review conversations when a complaint needs the facts. In the new ledger, a posted entry is never edited or deleted; it is reversed, with both entries kept.
What happens if a server fails or a device is lost?
Regular database backups are kept off the application servers, and the platform is watched by external monitoring of the servers, the resolver and the messaging gateway, with automatic alerts.
Because the data is on cloud servers rather than one office PC, a stolen laptop or broken computer does not take the school's records with it. Each attendance tablet has its own credential, so a lost tablet is cut off without changing anyone's password.
What role does the EDUBase team play?
The EDUBase team operates the hosting, backups and monitoring, and during onboarding uploads your student data from the Excel template, confirms it with a screenshot and shares the login URL, institute code and admin credentials. Questions about support access or data handling terms can be raised with the EDUBase team before you sign.
How school data is held: office PC, shared multi-tenant cloud and database-per-school cloud
| Criterion | Office PC or desktop software | Shared multi-tenant cloud (general) | Database per school (EDUBase) |
|---|---|---|---|
| Where data lives | On one machine in the school | In tables shared with other customers, separated by a school ID | In a separate database for each school on managed cloud servers |
| Risk of another school seeing your data | Not applicable | Depends on every query filtering correctly | Records are never mixed with another school's |
| Backups | Depend on someone copying files | Vary by provider | Regular backups kept off the application servers |
| Monitoring | Usually none | Varies by provider | External monitoring with alerting |
| Who maintains it | School staff or a local technician | The provider | The EDUBase team |
| Staff access control | Often one shared login | Varies by provider | Per-user, per-screen and per-action rights with campus scope |
| Record of who changed what | Rarely kept | Varies by provider | User Logging with severity and highlighted changes |
| If a device is lost | School records can be lost with it | Data stays on servers | Data stays on servers; a lost tablet's token is revoked |
Related
- Cloud & Infrastructure Services — Managed hosting, one database per school, backups, monitoring and secure networking for education workloads.
- Data Migration & Onboarding — Students, families, fee plans, old dues, past payments and staff moved from Excel or any system, verified before go-live.
- Legacy System Transformation — Move from Excel registers, desktop software or an old portal to a modern cloud platform without losing history.
- Hosting security on edubaseems.com
- Users privileges security on edubaseems.com
- Communication center on edubaseems.com
- Parents app controls on edubaseems.com
- Face attendance on edubaseems.com
- Qr biometric attendance on edubaseems.com