Where your data is hosted
You choose where the system runs. We offer three options, each with the same software and the same support.
Managed cloud
We provide the server, the operating system, the database and the application. You log in from any browser or mobile device. Daily encrypted backups, SSL certificates, monitoring and software updates are included. The server is located in the region you specify; we will tell you the data-centre provider and the city. You never see the infrastructure, but you can request a copy of the runbook at any time.
Your cloud account
We deploy the software into your own cloud subscription (AWS, Azure, Google Cloud or any provider that supports Docker and PostgreSQL). We hand over the runbook and the credentials; you retain full control of the infrastructure. Updates are your responsibility, but we supply the update package and the test scripts. If you later decide to move to our managed cloud, we migrate the data at no extra charge.
On-premise
A physical server inside the plant, connected to the local network. This is the only option for sites with poor or intermittent internet. We supply the hardware specification; you procure and install the machine. We then install the operating system, database and application, and leave you with a local administrator account. Backups are written to an external drive or a network share that you provide. Updates are applied by us during a scheduled visit or via a secure remote session.
Tenant isolation
Every customer runs on its own database and its own application instance. There is no shared schema, no shared cache and no shared storage. No query ever crosses a customer boundary, even during backups or updates. If you run on-premise, the entire stack is yours alone; if you run in the cloud, the virtual machine or container is dedicated to you.
Access control
What a user can do is decided by their role, not by what is shown in the menu. Every API request is checked against the role’s rights: view, create, edit or delete for each module. Rights can be scoped by branch or store, so a production manager in Plant A cannot see the stock or orders of Plant B. Passwords are hashed with bcrypt; sessions expire after 30 minutes of inactivity. API tokens are issued per device and can be revoked without affecting other devices. Two-factor authentication is available but not enforced; if you require it, we will enable it for your tenant.
Audit trail
Every document records who created it, who posted it, who approved it and who cancelled it, with timestamps and optional reasons. Posted documents are never silently deleted. If an invoice is cancelled, the stock is reversed, the ledger is reversed, and the cancellation itself is logged. The original document remains visible with a clear cancellation stamp.
Optional activity tracking adds the following for every user session: login time, logout time, IP address, device type, screen name and time spent on each screen. This data is kept for 90 days unless you specify a longer retention period. Session replay is available for the same period; it shows the exact sequence of screens and fields the user visited, but it does not record keystrokes or mouse movements.
Backups and continuity
Daily automated backups are taken at 02:00 local time. You choose the retention policy: 7, 30, 90 or 365 days. Backups are encrypted with AES-256 and stored in a separate region or on a separate drive. Before every software update, we take an on-demand snapshot; you can also request a snapshot at any time. Restores are tested quarterly; we will show you the test report if you ask.
If you run on-premise, you must provide the backup destination: an external drive, a network share or a cloud bucket. We will configure the backup job, but we cannot guarantee the integrity of the destination. If the drive fails or the network share is unavailable, the backup will not run.
What we need from you
- For managed cloud: the region where the server should be located, and the email address of the person who will receive monitoring alerts.
- For your cloud account: credentials with sufficient permissions to create virtual machines, storage and networking. We will supply a checklist of the exact permissions required.
- For on-premise: a server that meets the specification we provide, installed in a secure, air-conditioned room with a static IP address. You must also provide a local administrator account for the operating system.
- For all options: a list of users, their email addresses and the roles they should have. We will create the users and send them temporary passwords.
- For activity tracking: a decision on whether you want it enabled, and if so, how long the data should be kept.
What happens in week one
- We provision the server or deploy the software into your infrastructure.
- We create the database and the application instance.
- We set up the backup job and take the first backup.
- We create the users and send them temporary passwords.
- We run a restore test and show you the report.
- We hand over the runbook and the credentials.
- We schedule a call to walk you through the system and answer questions.
What we will not do
- We will not pool your data with other customers, even if you run in the cloud.
- We will not allow access to your data without your explicit permission, even for support purposes. If we need to troubleshoot, we will ask you to create a temporary user with the necessary rights.
- We will not delete posted documents, even if you ask. If you need to correct a mistake, you must cancel the document and create a new one.
- We will not enforce two-factor authentication unless you request it. If you do not enable it, we will not be liable for unauthorised access due to weak or stolen passwords.
- We will not guarantee uptime for on-premise installations. If the server fails, we will help you restore from backup, but we cannot guarantee the time it will take.
Data protection
We comply with the data protection laws of the jurisdiction where your server is located. If you run in the EU, we comply with GDPR; if you run in India, we comply with the Digital Personal Data Protection Act. We will sign a data processing agreement if you require one.
We do not sell or share your data with third parties. We use third-party services only for hosting, monitoring and support, and only with your consent. If you run on-premise, no data leaves your premises unless you explicitly export it.
You own your data. At any time, you can request a full export in CSV or JSON format. If you decide to leave, we will provide the export and delete your data from our systems within 30 days.