Built like the data matters
BaseNexa holds health and disability information about people who did not choose to be in a database. This page is what we do about that.
Where your data lives
BaseNexa runs in Amazon Web Services’ Sydney region (ap-southeast-2). Participant records, progress notes, documents and the database that holds them stay in Australia. Data is encrypted in transit (TLS) and at rest.
Isolation between organisations
Every record carries its organisation, enforced at three layers: the server derives your organisation from your login, never from anything the browser sends; every database query is scoped through a repository that refuses unscoped access; and the database itself enforces the relationships. A request for another organisation’s record does not return “forbidden”. As far as your account is concerned, the record does not exist.
Roles, checked every time
Support workers, coordinators, finance staff and administrators hold different permissions, and every request re-checks them on the server. Hiding a button is never the security control.
An audit trail that keeps its own secrets
Who changed what, and when, visible to your administrators on their own audit screen. The trail records which fields changed, never the values, so the audit log cannot become a second copy of sensitive data.
Documents behind authentication
Uploaded files are stored outside the web root and served only through authenticated, authorised routes. There is no such thing as a guessable document URL.
Two-factor authentication
TOTP two-factor is available to every account and recommended for administrators. Sign-in attempts are rate-limited and accounts lock after repeated failures.
Backups that restore
Automated encrypted backups, and a restore procedure that is actually exercised. A backup nobody has restored is a hope, not a backup.
Choices worth explaining
Location checks never block a clock-in
If the optional geofence is on and a worker clocks in away from the address, they are asked where they are and a coordinator reviews the answer. The clock always goes through: a worker who cannot record their time still worked it.
No tracking in our emails
Password resets and signing links go out without open tracking or link rewriting. A credential-bearing link does not pass through anybody’s analytics.
Addresses are not sent to third parties
Site coordinates for location checks are entered by your coordinators, not looked up through an external geocoding service, so participant addresses are never disclosed to one.
What we never log
Passwords, session tokens, progress-note content, health details, incident descriptions and document contents are excluded from application logs by rule, not by hope.
What we will not claim
Using BaseNexa does not make your organisation NDIS-registered, certified or audit-proof, and we will not tell you otherwise. What the software does is keep the practices the standards ask about, such as incidents, complaints, worker screening and documentation, organised and evidenced, so that when your auditor asks, the answer is a report rather than a weekend.
Security questions we have not answered here are worth asking us directly: hello@basenexa.com.au.