Where your data lives, and who can see it

This page is written for the person who has to defend the decision in a school board meeting. It describes how School Base Cloud is actually built — not what we would like it to be. Where something is not finished, it says so.

Your school gets a database of its own

School Base Cloud is not a shared platform where every school is a row in the same table. Each school gets its own database under its own address. In data protection terms your school is the controller and we are the processor acting on your instructions — the same relationship you already have with your accounting software.

Student data is held tightly

Grades, absences and income assessments are among the most sensitive records a school keeps. Access is logged: whoever views a grade or an assessment leaves a trace. This is not a setting somebody might accidentally clear.

The income band never appears on the invoice

The invoice shows the amount, not the band. Whoever sends invoices in the office does not need to know what a family earns.

Separated parents

Who receives which information is recorded and justified — often with reference to a court order. That justification is itself sensitive and is held tightly. A parent without custody sees what German law (section 1686 BGB) entitles them to, and no more.

Reports are never deleted

They are marked void, not removed. Retention periods for school reports are long, and a request for a duplicate sometimes arrives decades later.

No AI anywhere near grades

School Base Cloud does not grade with AI and makes no AI-assisted promotion decisions. Educational institutions appear in Annex III of the EU AI Act; that is high risk and is not something we build on the side.

What is not finished yet

School Base Cloud is new. As of this page, student, family and class administration are built and tested; reports, absences and fees are in progress. A data processing agreement and a deletion policy will be finalised with the first pilot school, not afterwards.

Your data is yours

If you stop, you get your data in full and in open formats. No fee, and no period during which we keep it anyway.

Last updated 27 August 2026. Questions: hello@schoolbasecloud.com