Multiple branches, accounts & data security

Question 1

My school runs several branches — does the data get mixed up?

Accepted Answer

No. Each school keeps its own data space, and inside it students, classes, staff, and invoices belong to their own branch — an invoice never crosses branches. Staff access follows their role, exporting your data to a spreadsheet comes with the Pro plan, and the monthly subscription runs without a contract, so you can stop any time. A family with children at two branches receives two invoices, one per branch. A student who stops is closed through a status change so their history stays intact; permanent deletion under data protection law is carried out by our team rather than by a button in the panel. Separation between schools is enforced by the database, not by a filter in screen code: every query carries the identity of the signed-in user, so a cross-school leak is not something a single forgetful screen can produce.

Question 2

Can I limit what my staff can access?

Accepted Answer

Yes. The tenant panel uses roles, and the role decides what may be opened and changed — including a restriction to a specific branch, so staff at one branch do not see another branch's students and invoices. Beyond staff the boundaries are firmer still: teachers see only the classes they teach, and parents only their own children. All three are enforced in the data layer, not by hiding a menu. Roles and branches are two separate filters, deliberately: "an admin who only handles the Bekasi branch" can exist without opening the whole school. Changes to access rights leave a trail rather than shifting quietly.

Question 3

Can I take my data out of Klasku?

Accepted Answer

Yes on the Pro plan: reports and lists export to a spreadsheet file straight from the screen showing them. On the Basic plan the button says export is a Pro feature, rather than failing with no explanation. Beyond that, a copy of your school's data can be requested from our team. What we guard is not the data but that such a copy cannot be requested by just anyone in your school's name. The export is a file any spreadsheet application can open, not a format only useful inside Klasku. That is the most honest measure of the promise "your data stays yours".

Question 4

Can I delete the records of a student who has left?

Accepted Answer

From the tenant panel, no — and that is deliberate. A student who leaves has their status changed, so their attendance, invoices, and payment history stay intact for the school's books. Their phone number may be changed, but never emptied. Permanent deletion under data protection law has a route of its own: the request is made through the school or directly to our team, and the anonymization is carried out by the Klasku team. The steps are explained on the Data Deletion Instructions page. Forbidding deletion from the panel is a conscious decision, not an unfinished feature. A delete button on a screen staff use every day is the easiest way to lose financial history that cannot be rebuilt.

Question 5

Other schools use Klasku too — can our data get mixed with theirs?

Accepted Answer

No. Each school occupies its own data space, and the separation is enforced in the database layer: every read carries the identity of the signed-in user, so rows belonging to another school are never returned. That means a cross-school leak is not something a single screen that forgot to filter can produce — the filter is not in the screen. Students, classes, invoices, messages, and reports all follow the same boundary. One person may have a relationship with more than one school — a teacher working at two, for instance — and still use a single identity. What switches when they move between schools is the entire contents of their screen, not merely a display filter.

Question 6

Can the Klasku team see my school's data?

Accepted Answer

For support and operations, yes — our team holds administrative access to the platform, and that is what lets us help when something stalls, recover from a mistake, or carry out a data deletion request. That access is not silent. Entering a school as one of its users runs through a recorded route rather than a back door that leaves no trace, and our obligations regarding personal data are set out in the Privacy Policy. We say it plainly because any other answer would be a promise nobody operating a platform can keep. What can be promised is the boundary: access for support, a recorded trail, and school data that is never sold or used for another school's benefit.

Question 7

A staff member resigns — how do I revoke their access?

Accepted Answer

Revoke their rights from the users menu in the tenant panel. From then on they cannot sign in to your school, while their work stays: payments they recorded, invoices they issued, and changes they made still carry their name. Because every staff member has their own account, there is no shared password to change en masse after somebody leaves. Other staff members' roles and branch limits are untouched. One role deliberately cannot be deactivated: the school's principal owner. A system that lets a school lose all of its owners is a system that can lock its owner out of their own door.

Question 8

How does Klasku treat students' and parents' personal data?

Accepted Answer

Student and parent data belongs to your school; Klasku processes it to run the service, not for anything else. Consent to the privacy policy is asked for explicitly when a school signs up, and the policy page is open to anyone. Requests to delete personal data have their own route, explained on the Data Deletion Instructions page. Anonymization is carried out by our team on a formal request — not through a button in the panel that staff could hit by accident. Separating stopping a student from deleting their data is the heart of this decision: the first is a school's daily work and needs only a status change, the second cannot be undone and therefore travels a request route.

Multiple branches, accounts & data security

Still have a question?