BizArchPrivacy Policy
This policy explains what data BIZARCH LLP (“BizArch”, “we”, “us”) collects when you use BizArch ERP, why we collect it, who we share it with, how long we keep it and how you can have it deleted.
1. Who this policy applies to
BizArch ERP is business software. A business (“your organisation”) subscribes to BizArch ERP and its administrators create user accounts for their staff. Each organisation decides what business records it keeps in BizArch ERP; for those records the organisation is responsible for its own legal duties towards its customers, suppliers and employees, and BizArch processes them on the organisation’s behalf. For the data we need to run your user account and the service itself, BIZARCH LLP is responsible.
BizArch ERP is meant for businesses and is not directed at children. It is intended for users aged 18 and over.
2. Data we collect
| Type of data | Examples | Why we use it |
|---|---|---|
| Account data | Your name, email address, phone number, username, role and permissions, sign-in records | To create and secure your account and let you sign in |
| Business records your organisation enters | Customers and suppliers (names, contact details, addresses, tax numbers), invoices, quotations, payments, stock and products, accounting entries, projects | To provide the ERP features your organisation uses |
| Employee and payroll records (if your organisation uses HR or payroll) | Employee names, ID or residence-permit numbers, dates of birth, salaries, bank account / IBAN details, attendance | To run payroll and HR features for your organisation |
| Files and photos | Attachments, receipts and photos you choose to upload | To store them with the related record |
| Location (optional) | Your device’s location, only when you check in to a field-service job and allow location access | To record where a job visit took place |
| Diagnostics | Crash reports, error logs and performance data (device type, operating system, app version, the page that failed) | To find and fix bugs and keep the service fast and secure |
Camera. The Android app uses the camera only to scan barcodes and QR codes; images are processed on your device and are not uploaded unless you choose to attach a photo. Bluetooth. The app uses Bluetooth only to print receipts on printers already paired with your device. We do not use advertising IDs, we show no ads and we do not sell personal data.
3. How we use data
- To provide, maintain and secure BizArch ERP and your account.
- To create documents your organisation asks for, such as tax invoices with e-invoicing QR codes, and to submit e-invoices to tax authorities when your organisation turns that feature on.
- To send emails or messages your organisation asks the system to send (for example, emailing an invoice to a customer).
- To provide support, fix problems and prevent misuse.
- To meet legal obligations.
4. Who we share data with
We do not sell or rent personal data. We share data only with service providers that help us run BizArch ERP, under contracts that limit their use of it, or where the law requires:
- Hosting: Hetzner Online GmbH (servers in Germany), where the application and database run.
- Network and security: Cloudflare, Inc. (content delivery and protection against attacks).
- Error monitoring: Functional Software, Inc. (Sentry), EU data region, for crash and performance diagnostics.
- Email delivery: Brevo (Sendinblue SAS), for emails the system sends.
- AI features: when you use the optional AI assistant or AI document reading, the text or document you provide is sent to Anthropic, PBC or OpenAI, L.L.C. to produce the answer. They process it to provide the service to us.
- Tax authorities: when your organisation enables e-invoicing, invoice data is transmitted to the relevant authority (for example, ZATCA in Saudi Arabia or the GST e-invoice system in India), as required by law.
- Legal reasons: when required by law, court order or to protect rights and safety.
5. Security
All data is encrypted in transit (HTTPS/TLS). Access is protected by authentication, role-based permissions and separation between organisations, and our team’s access to production systems is restricted and logged.
6. How long we keep data
We keep account data while your account is active. Business and accounting records are kept for as long as your organisation’s subscription is active and, after that, for the period tax and accounting laws require (typically 6 to 8 years for invoices and books of account), after which they are deleted. Diagnostic logs are kept for up to 90 days.
7. Deleting your account and data
You can ask us to delete your BizArch ERP account and its data at any time. See bizarch.in/delete-account for the steps, or email [email protected] from the email address on your account. We complete requests within 30 days and tell you which records the law requires us to keep and for how long.
8. Your rights
Depending on where you live, you may have the right to access, correct, export or delete your personal data, to object to or restrict its use, and to complain to a data-protection authority. Email [email protected] to use these rights. If your data was entered by an organisation you deal with (for example, as its customer or employee), you can also contact that organisation directly.
9. International transfers
Our servers are in Germany and some providers listed above process data in other countries, including the United States. Where required, we rely on contractual safeguards for these transfers.
10. Changes to this policy
We may update this policy. We will change the “Last updated” date above and, for important changes, notify administrators of affected organisations.
11. Contact
BIZARCH LLP · [email protected] · bizarch.in