Cloud vs on-premise access control: differences and how to choose
Quick answer
Choose cloud if you have several sites, little IT support or want to manage from anywhere, and accept a recurring fee. Choose on-premise if you have one site, IT staff, and prefer to pay once and not depend on a vendor. Either way, doors must keep working without the internet.
What actually changes
Both models have readers, controllers and locks in your building. What changes is where the software that manages them runs: on your own computer or server, or on the vendor's servers, reached through a browser or app.
| On-premise | Cloud | |
|---|---|---|
| Payment | Up-front licence | Monthly or annual fee |
| Software upkeep | Yours: backups, updates | Included |
| Remote management | Needs VPN or remote access | Built in |
| Multiple sites | More complex | Simple |
| If the vendor disappears | You keep working | A risk: ask what happens |
| Personal data | On your premises | With a data processor |
What must hold in either case
- Doors work offline. The controller stores permissions and events and syncs when the network returns. Ask how many users and events it holds.
- Communications are encrypted between controller and server.
- Configuration is backed up.
Questions for a cloud vendor
- Where is the data hosted? Inside the European Economic Area makes GDPR compliance simpler.
- Will they sign a data processing agreement?
- What happens to the system if I stop paying or the service is interrupted?
- Can I export users and logs?
- Does the hardware work with other software, or is it tied to the vendor?
Questions if you host it yourself
- Who updates the software and the server's operating system?
- Where and how often are backups taken?
- Who has administrator access and how are those accounts protected?
Costs: look at five years, not day one
Cloud looks cheaper at the start and on-premise at the end. For each option, add up hardware, licences or fees, maintenance and internal hours over five years. More in what access control costs.
If you are torn between the two, we can help you compare them through our access control service.
Frequently asked questions
Is cloud access control secure?
It can be as secure as, or more secure than, a poorly maintained local server. It depends on the vendor (encryption, two-step login, data location) and on how you protect administrator accounts.
Can I move from on-premise to cloud later?
It depends on the manufacturer. Some let you migrate while keeping controllers and readers; others require new hardware. Ask before you buy.
Sources
This guide is for information only and is not a substitute for legal advice or for the technical design of each installation. Regulations change: always check the current text at the official source.