Your business records, kept safe and kept yours.
Short answers for directors and IT teams: where CrownCore runs, how it is backed up and restored, who can see what, and what it records. Response times and contacts go into each client’s support agreement.
Where it runs
Your choice, and your data either way.
- On a server you own, or a private cloud Kingsman runs for you
- HTTPS on your own domain
- Each business has its own site and database, never shared with another
- Every report exports, and backups are yours to keep
Backups and recovery
Tested by restoring, not just by taking them.
- Complete backups, encrypted, with the key kept off the server
- Copies sent off-site, and monitoring warns if one doesn't arrive
- A restore drill monthly and before every upgrade, checking the books afterwards
- The previous version kept at each upgrade, so it can be rolled back
Who sees what
Each person gets their own login and only what their job needs.
- Role profiles for cashiers, sales, stores, purchasing, accounts, HR, payroll, auditors and management
- Branch and warehouse restrictions
- Pay visible only to HR, and every look at a pay record logged
- Strong passwords, lock-out after repeated wrong tries, and two-factor sign-in available
- Segregation of duties report, showing anyone holding roles that clash
What's on record
Every change, and every exception, can be traced.
- Who created, changed, submitted or cancelled what, and every sign-in and failed sign-in
- Audit exceptions: cancellations, backdating, possible duplicate supplier invoices, large round journals
- Approvals recorded with who decided and when
- Fiscal receipts with their ZIMRA verification
Data protection
The records the law asks you to keep, in the system.
- A register of processing activity, and a record of any data breach
- Subject access requests answered with an export of a person's data
- Identity erased on request while pay figures stay for the statutory record
- A reminder before your POTRAZ licence expires
Keeping it running
Watched daily, updated with care.
- Monitoring of backups, failed emails and messages, stock revaluation and fiscal receipts
- Security updates applied monthly, or at once for a serious one
- Each upgrade tested end to end, then rehearsed on a copy of a site already running the previous version
- A till that keeps selling through an outage
Getting a POTRAZ licence, appointing a Data Protection Officer and setting retention periods are decisions for each business; CrownCore keeps the records that support them. If Kingsman hosts CrownCore for you, the monthly hosting fee for each package is listed in CrownCore prices and packages.