Privacy Policy

1. Definitions

For purposes of this Privacy Policy:

• Namirasoft, we, us, or our: refers to Namira Software Corporation and its related Services where applicable.
• Service: refers to Namirasoft ERP, including its functionality, features, technologies, websites, applications, APIs, software packages, integrations, documentation, and related services made available through Namirasoft ERP.
• Namirasoft Services: refers to products, services, applications, websites, platforms, technologies, features, integrations, and other offerings provided or operated by Namirasoft.
• Namirasoft Account: refers to the Namirasoft identity and authentication service that you must hold to access and use the Service.
• Workspace: refers to an ecosystem level organizational container, provided through Namirasoft Workspace, under which your use of Namirasoft Services is grouped. Within the Service, the Business Records you create are organized by Company and Branch.
• Business Records: refers to the records you create and maintain in the Service, including companies, branches, fiscal years, accounts, journal entries and their lines, parties and party types, currencies and exchange rates, locks, vehicles, odometer readings, services and service types, maintenance plans, and the tags and descriptions you associate with them.
• Party: refers to a record you create in the Service to describe a person or organization you do business with, containing a name, a party type, and optional organizational metadata.
• Personal Information: refers to information relating to an identified or identifiable individual and includes information that may be considered personal information, personal data, or similar information under applicable laws.
• Process or Processing: refers to activities involving the collection, use, recording, organization, storage, access, disclosure, transfer, analysis, modification, retention, deletion, or other handling of information.

2. About This Privacy Policy

This Privacy Policy describes the information practices of Namirasoft ERP. It is provided for transparency and is intended to help you understand what information is associated with the Service and how that information is handled. Your use of the Service is governed by the applicable Namirasoft terms, which are provided separately.

This Privacy Policy applies only to Namirasoft ERP. It does not replace the Privacy Policy of Namirasoft Account or the privacy notices of other Namirasoft Services, which govern the information those services process.

3. Namirasoft Account and Workspace

Access to the Service requires a valid Namirasoft Account. Authentication is performed by Namirasoft Account, and the Service relies on Namirasoft Account for identity verification and session management. The Service does not create or manage authentication credentials of its own.

Your use of the Service takes place within a Workspace, the ecosystem level context provided through Namirasoft Workspace. Within the Service, the Business Records you create are organized by Company and Branch, which provide the accounting context specific to Namirasoft ERP.

4. Information We Collect

Namirasoft collects information necessary to provide the Service. Information may be obtained directly from you, from Namirasoft Account, and from operational activities associated with use of the Service. The categories of information we collect are described below.

Account Information

Your Namirasoft Account identifier, email address, and first and last name are provided to the Service upon authentication. This information is obtained from Namirasoft Account and is used to identify you within the Service, associate the Business Records you create with your account, and operate the Service.

Business Records You Create

When you use the Service, we store the Business Records you enter. These include the structure of your organization, such as companies, branches, and fiscal years; your accounting records, such as your chart of accounts, journal entries and their lines with debit, credit, currency, and exchange rate values, currencies, and period locks; the Parties you record; your operational records, such as vehicles with names, license plates, vehicle identification numbers, model years, and colors, together with odometer readings, services, and maintenance plans; and the tags and descriptions you use to organize these records. Each record is stored with your account identifier, the applicable company and branch identifiers, and creation and modification timestamps.

Information About Others in Your Records

Business Records you create may contain Personal Information about individuals other than you, such as the name of a Party who is an individual or a vehicle license plate or identification number associated with a person. You control what you enter into your Business Records. Namirasoft processes this information on your behalf in order to provide the Service, and you are responsible for ensuring that you have the right to record it and that your use complies with the privacy laws applicable to you.

Usage and Operational Data

Namirasoft collects operational data generated automatically during use of the Service, including records of record management activities and configuration changes. This data is used to maintain Service integrity, monitor for unauthorized activity, and support security and compliance obligations.

Information We Do Not Collect

Namirasoft ERP does not independently collect device information, IP addresses, or authentication credentials. It does not process payments or store payment card information. Authentication cookies and session management are handled by Namirasoft Account in accordance with its Privacy Policy.

5. How We Use Your Information

Namirasoft uses the information described in this Privacy Policy for the following purposes:

• Providing the Service: to create, store, organize, retrieve, update, and delete your Business Records on your instruction, and to generate reports, such as the general ledger and the balance sheet, from those records.
• Maintaining security and integrity: to protect the Service and its users, detect and prevent unauthorized activity, and preserve the reliability of the Service.
• Communicating with you: to send administrative and service related messages regarding your use of the Service.
• Complying with legal obligations: to meet applicable legal, regulatory, and compliance requirements and to respond to lawful requests.
• Operating and improving the Service: to understand how the Service is used and to maintain and enhance its functionality, including through aggregated and de identified information.
• Enforcing terms and preventing misuse: to enforce applicable terms and to investigate and prevent fraud, abuse, or violations of policy.

6. Legal Basis for Processing

Where applicable data protection laws require a legal basis for Processing, Namirasoft relies on the following bases.

Performance of a Contract

Namirasoft processes information as necessary to provide the Service you request, including storing and maintaining the Business Records associated with your account.

Legitimate Interests

Namirasoft processes information to operate, secure, and improve the Service, to prevent fraud and abuse, and to maintain the integrity of the Service, in a manner consistent with your rights and interests.

Legal Obligations

Namirasoft processes information as necessary to comply with applicable legal and regulatory obligations and to respond to lawful requests from competent authorities.

Consent

Where required by applicable law, Namirasoft processes information on the basis of your consent, which you may withdraw at any time without affecting Processing carried out before the withdrawal.

7. Automated Processing and Service Operations

The Service performs automated operations that are limited to storing, organizing, and retrieving your Business Records, computing values derived from them, such as journal entry totals, report figures, and maintenance plan statuses, and monitoring the health and performance of the Service. These operations are executed based on the records and instructions you provide.

Reports generated by the Service, such as the general ledger and the balance sheet, are calculated entirely from the Business Records you enter. The Service does not carry out automated decision making that produces legal effects or similarly significant effects concerning individuals within the meaning of applicable data protection laws, and it does not perform profiling.

8. Information Sharing and Disclosure

Namirasoft does not sell Personal Information. Namirasoft may share information only in the circumstances described below.

Within Namirasoft Services

The Service shares information with Namirasoft Account and Namirasoft Workspace as necessary to authenticate you and organize your Business Records.

Service Providers

Namirasoft may share information with service providers that perform functions on its behalf, such as infrastructure, hosting, and security providers, subject to obligations to protect the information and to use it only for the purposes for which it is provided.

Legal and Regulatory Requirements

Namirasoft may disclose information where necessary to comply with applicable law, regulation, legal process, or an enforceable governmental request.

Security and Fraud Prevention

Namirasoft may disclose information where necessary to protect the rights, property, or safety of Namirasoft, its users, or the public, and to detect, prevent, or address fraud, security, or technical issues.

Business Transfers

In connection with a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of the transaction, subject to this Privacy Policy or a successor policy consistent with it.

With Your Direction

Namirasoft may share information at your direction or with your consent, including where you choose to connect the Service with other services.

9. International Transfers of Information

Namirasoft is headquartered in Canada and operates in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

Information associated with the Service may be processed, stored, or accessed in jurisdictions outside the country where it was originally collected, including within Canada and in other countries where Namirasoft or its service providers operate. These jurisdictions may have privacy laws that differ from those applicable in your jurisdiction. By using the Service, you acknowledge that your information may be transferred to and processed in jurisdictions that may not provide the same level of data protection as your country of residence.

Where information is transferred internationally, Namirasoft implements contractual and technical safeguards consistent with applicable legal requirements. Namirasoft does not warrant that information processed in other jurisdictions will be subject to privacy protections equivalent to those in your country of residence.

10. Data Security

Namirasoft maintains technical and organizational measures designed to protect information associated with the Service against unauthorized access, disclosure, alteration, and destruction. These measures include access controls, encryption in transit, monitoring, and operational safeguards appropriate to the nature of the information.

No method of transmission or storage is completely secure, and Namirasoft cannot guarantee absolute security. You are responsible for maintaining the security of your Namirasoft Account and for controlling access to the records you maintain in the Service.

11. Information Retention

Namirasoft retains information associated with the Service for as long as necessary to provide the Service, fulfill the purposes described in this Privacy Policy, and comply with applicable legal obligations. Retention periods may vary depending on the nature of the information, applicable legal obligations, security requirements, dispute resolution needs, fraud prevention requirements, auditing obligations, and other legitimate operational or business purposes.

Business Records

Business Records are retained for as long as they exist in the Service. When you delete a record, it is removed from user facing interfaces and is no longer accessible through the Service. Namirasoft may retain records of prior data for operational, security, and legal compliance purposes for such period as Namirasoft determines to be necessary. Record keeping obligations that apply to your business, such as accounting and tax retention requirements, are your responsibility; you should retain your own copies of records you are required to keep.

Usage and Operational Data

Operational data generated by the Service, including record management event records, is retained for security monitoring, incident response, and compliance purposes. Retention periods for this data are determined by operational and legal requirements.

Account Deletion

Following the deletion of a Namirasoft Account, information associated with that account in the Service may be retained for a period required to fulfill legal obligations, resolve disputes, or address security incidents, before being deleted or de identified. Business Records associated with a deleted account are removed in accordance with applicable account termination procedures.

12. Data Integrity and Responsibility

You are responsible for the accuracy, completeness, and lawfulness of the Business Records you create, including the Personal Information you record about others. The Service stores and processes your records as you enter them, and reports generated by the Service reflect the records they are calculated from.

The Service is a record keeping tool. It does not provide accounting, tax, or legal advice, and Namirasoft does not review your Business Records for accuracy or compliance. You are responsible for ensuring that your bookkeeping and reporting meet the professional and legal standards applicable to your business.

13. Aggregated and De-Identified Information

Namirasoft may create aggregated or de identified information that does not identify you or any individual, and may use and retain such information for operational, analytical, and Service improvement purposes. Namirasoft maintains and uses this information in a manner that does not reasonably permit re identification of individuals.

14. Your Rights and Controls

Subject to applicable law, you may have rights regarding the Personal Information associated with the Service. The availability and scope of these rights depend on your jurisdiction.

Access and Portability

You may request access to the Personal Information associated with your use of the Service and, where applicable, request a copy of that information.

Correction and Deletion

You may update or delete your Business Records directly through the Service, and you may request correction or deletion of Personal Information, subject to the retention practices described in Section 11 and applicable legal obligations. Account information is managed through Namirasoft Account.

Objection, Restriction, and How to Exercise Your Rights

Where applicable, you may object to or request restriction of certain Processing, and you may withdraw consent where Processing is based on consent. To exercise your rights, contact Namirasoft using the methods described in the Contact Us section. Namirasoft may take steps to verify your identity before responding to a request. If your Personal Information appears in another user’s Business Records, we may direct your request to that user, who controls those records.

15. Changes to This Privacy Policy

Namirasoft may update this Privacy Policy from time to time to reflect changes in the Service, legal requirements, or information practices. When changes are made, Namirasoft will revise the date shown on this page. Where required by applicable law, Namirasoft will provide additional notice of material changes. Your continued use of the Service after an updated Privacy Policy takes effect is subject to the updated Privacy Policy.