Your records

How we keep a water company’s records.

Updated 23 September 2026

You are trusting us with your certificate book, which is your company’s record of who owns it. These are the commitments in the pilot agreement. Where something is not built yet, we say so, and we build it before your records go in.

You own the records

The certificates, transfers, shareholders, assessments, invoices, payments and water turns belong to your company. We keep them for you. We do not sell them, share them, or use them for anything except running your company’s account.

You can take them out at any time

A full export: every certificate (with the ones it replaced), every transfer, shareholder, invoice and payment, as spreadsheet files, plus a PDF statement of account for each shareholder. Not built yet: we build and test the export with you before any records go in.

If we stop

You get at least 90 days’ notice and the full export. Your records do not stop being yours because we did.

Nothing is quietly rewritten

• A certificate is never deleted, and after it is issued it can only be marked cancelled, once. A transfer cancels it and issues new ones, and each new certificate records the one it came from. The database enforces this, not only our code.
• Invoice lines and water-turn events cannot be changed once written. A correction is a new entry.
• Every change records who made it and when.

Who can see what

• Each person signs in with a one-time code sent to their email or phone. There are no passwords to leak.
• Each role sees what its work needs: the secretary and the board, the watermaster, the ditch rider. A shareholder sees only their own shares, bills and turns.
• The database itself keeps each company’s records apart, so a mistake in our code cannot show one company another company’s rows.
• When we help you, we work through a support session that records who we are and why we opened it.

Where it is kept

In a PostgreSQL database on servers we run. Before the first company’s records go in, we set up nightly encrypted backups to a second place and prove that a backup restores.

Questions: hello@baseandmeridian.com.