Security

Every institution has its own deployment with its own separate database and its own sign-in accounts. Nothing is shared with, or visible to, another customer, because there is no shared database to share.

Accounts are administrators, lecturers or students. What each can see and change is decided on our servers, for every page and every action, and again inside the database itself. Hiding a button is never the only protection.

Administrator accounts must also sign in with an authenticator app code each session, not just a password.

Sessions end after a period of inactivity that your administrators set, with a warning first. Calendar links for a lecturer or student are private to them and can be replaced at any time, which stops the old link working.

Ask Aquillon.ai is available to administrator accounts only, never to lecturers or students. It can read the timetable and suggest options, but it cannot change anything itself. Every change appears as a card that an administrator must approve, and approving it runs the same checks, permissions and audit logging as making the change by hand.

Reasons for staff absence are visible to administrators only and are never given to the AI, put in a message or written to a log. When you import a spreadsheet, the column matcher sees the column headings and up to three sample values from each column.

Timetables are built by a rule-based solver and then re-checked by a separate program that shares no code with it. The AI is an interface and a drafter, not the thing deciding what is valid.

Key actions, such as moving a class, approving cover or deactivating a user, are written to an audit log that administrators can review.

When someone leaves, an administrator deactivates their account, and after a retention period you set can purge it, which replaces their personal details with “Former user” while keeping the timetable and audit history intact.

Everything travels over HTTPS, and the site tells browsers to insist on it. Sensitive data is encrypted in transit and at rest. The site also sets browser protections that stop it being embedded in another page and limit what scripts can run.

Loading your students, lecturers and rooms from a spreadsheet sends no email. Invitations are a separate, deliberate step that an administrator chooses to take.

We do not list certifications, hosting locations, backup arrangements or sub-processors on this page. If your procurement or security team needs those, or has a questionnaire, ask us and we will answer it directly rather than put something here we cannot stand behind.

To raise a security concern, email support@aquillon.co.uk. For how the public website handles personal information, see the privacy notice.