Who owns what
- Your data is yours: every record, report, attachment and setting you create in MyRecords.
- We use it only to run and support your system. We do not sell it, share it for marketing, or use it to train AI models.
- Each client has its own system. Your data is not mixed into a database shared with other businesses.
Zero access after go-live
Once you go live, our team does not open your records. For a fix, you grant access for that job, and it ends with the job.
- Before go-live, we work in your system with you: setup, data migration, print formats and training.
- After go-live, your records are opened only by the people you give a login to.
- When something needs fixing, you grant our team access for that one job. When the job is done, the access ends.
Where it lives
| Item | On your own server | On MyRecords Cloud |
|---|---|---|
| Where the data sits | On your machine, in your office or your cloud account | On a server we run for you alone, in the region you choose; Indian clients are hosted in India |
| Who holds the admin login | You | You. Our team runs the server and opens your records only when you grant access for a job |
| Encryption keys | On your server and in your own safe place, such as a password manager | On our servers and in our separate secret store, kept out of the off-server backup copies |
| Who takes backups | The system takes an encrypted daily backup; you choose where the off-server copy goes | We do, daily and encrypted, with copies kept off the server for 90 days |
When you leave
- Tell us in writing that you are leaving.
- Within 30 days we hand you a full export in open formats:
- a complete backup of the database in standard SQL,
- every file you uploaded, as you uploaded it,
- spreadsheet (CSV or Excel) exports of your main records: customers, suppliers, items, invoices, ledgers and employees.
- If you want help loading it into another system, we do that work at cost, at our normal hourly rate.
- On MyRecords Cloud, once you confirm you have your export, we shut down your system. The off-server backup copies we hold expire within their 90-day retention period, and we confirm in writing when they are gone.
No switch that turns it off
MyRecords has no licence key, seat count or expiry date. On your own server, if your AMC ends, the system keeps running. You stop receiving updates, statutory changes and support.
What the deliverable is
What we deliver is a working system, your data and the services around it: setup, migration, training, hosting if you choose it, and support. Source code is not part of the deliverable. The open-source components inside MyRecords remain under their own licences, and where a licence gives you a right to source code, we provide it on request; see open-source licences.
What you need to do on your own server
- Send the daily backup to a second place, off the server. We set this up with you.
- Keep a copy of the encryption keys and the backup key somewhere safe, such as a password manager. Without them, an encrypted backup, and encrypted fields such as PAN, Aadhaar and bank numbers, cannot be read.