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No. Microsoft provides a free Access Runtime that runs MyCharityDB identically to the full paid version. You only need full Access if you want to modify the database structure — which is not possible with our products anyway. Download the Access Runtime from Microsoft.

Not natively. MyCharityDB requires Windows and Microsoft Access or the Access Runtime. If you have a Mac with Boot Camp or Parallels Desktop running Windows, it will work fine in that environment. Most UK charity offices use Windows PCs.

The standalone version works best with one person using it at a time. Multiple people can access it sequentially from a shared drive, but simultaneous editing is not recommended. If you need several staff in the database at the same time, the SQL upgrade tier is designed for that.

Move the entire extracted folder to a shared network drive or SharePoint document library. Each person opens the database from there using their own machine. Make sure the full folder is moved — including the images subfolder — not just the database file on its own.

This usually means the database file has been moved out of its folder, or the images subfolder has been deleted or renamed. The database file and the images folder must always be in the same location. Move the entire extracted folder back together and reopen the database.

Yes — Windows shows a security prompt for any file downloaded from the internet. Click Open to proceed. If Access asks whether to enable content, click Enable Content. This is normal and safe for files from trusted sources.

Your licence covers all machines within your single organisation. You can install it on as many PCs as you need within your charity or community organisation. It is not transferable to a different organisation.

No. Standalone products and bundles are a one-off purchase with no annual renewal, no subscription and no licence expiry. You own it permanently. The only ongoing charge is the SQL upgrade tier, which is a monthly licence for the managed hosting service.

Yes. You can buy additional modules at any time at the standard single-product price of £49 each. If you think you might need multiple modules, buying a bundle upfront gives better value — two modules are £89 and three are £119.

Because our products are digital downloads, we do not offer refunds once the download link has been accessed. If you have not yet downloaded the file and change your mind, contact us within 24 hours of purchase and we will consider a refund on a case-by-case basis. If the product has a genuine defect that we cannot fix, we will provide a refund.

No. Once installed, MyCharityDB runs entirely offline. Your data lives in a file on your machine or shared network drive. No cloud account, no internet connection needed, and nothing leaves your organisation.

The standalone products do not include a built-in import wizard, so data would need to be entered manually or migrated by us as a paid service. If you have a significant amount of existing data in Excel or CSV format, contact us to discuss a data migration quote before purchasing.

Simply copy the entire MyCharityDB folder to a backup location — an external drive, USB stick, or cloud storage folder (OneDrive, SharePoint, Dropbox etc). We recommend doing this regularly. If you are on the SQL upgrade tier, backups are handled automatically by us.

The database is delivered in a compiled, protected format which prevents structural changes. This protects the code and ensures stability. If you need customisation — additional fields, modified reports, or bespoke features — contact us to discuss this as a paid development service.

New modules are separate products, purchased individually or as part of a bundle. If you have purchased the Full Suite, all future modules are included at no additional cost. Register your purchase to be notified when new modules launch.

It is a managed hosting service where your database runs on a SQL Server backend rather than a standalone file. This enables multi-user simultaneous access, remote working, automated backups and improved performance as your data grows. The interface your staff use remains identical. See the SQL upgrade page for full details.

Your data is stored on UK-based infrastructure and never leaves the UK. It is encrypted in transit and at rest. You remain the data controller for GDPR purposes and we act as your data processor. A data processing agreement is provided as part of the SQL tier onboarding.

Monthly plans have a 3-month minimum term, then cancel with one month's notice. If you cancel, we will provide your data in a format you can retain. Annual plans are non-refundable but include 2 months free, making them the best value for organisations committed to the SQL tier.