Privacy Policy

1. Definitions

• Namirasoft: Namira Software Corporation.
• Service: Namirasoft ERP.
• Namirasoft Services (the ecosystem): the broader family of Namirasoft products that operate with your Namirasoft Account.
• Account: your Namirasoft Account, which authenticates you and governs identity across Namirasoft Services.
• Company and Branch: the two levels of organization a Record is held under. A Company is a business whose books are kept separately in the Service, and a Branch is a division of that Company.
• Party: a customer, vendor, person, or organization you record, of a type you define.
• Record: a single item of business information held in the Service, together with the details entered for it. In Namirasoft ERP, Records are the accounting and fleet entries, including accounts, journal entries, parties, fiscal years, currencies and exchange rates, vehicles, odometer readings, maintenance plans, and services.
• Report: a result the Service calculates from Records rather than one that is entered. Namirasoft ERP produces two Reports, the General Ledger and the Balance Sheet.
• Personal Information: information that identifies, relates to, or can reasonably be linked to an identifiable individual, including you.
• Processing: any operation performed on information, such as storing, calculating, or organizing it.

2. Namirasoft Account

Access to Namirasoft ERP requires a Namirasoft Account. You register and sign in through Namirasoft Account, which authenticates your identity. Your identity, login, device and network details, and any other personal information associated with your Namirasoft Account are collected and handled by Namirasoft Account under the Namirasoft Account Privacy Policy, not by this Service. Namirasoft Account also issues any Service User you use, a non-human identity such as an application or AI agent for automated access, which is created and handled under that same policy. Namirasoft Account establishes these identities, while the access that lets another user or a Service User act in Namirasoft ERP is granted and managed through Namirasoft Access and handled under the Namirasoft Access Privacy Policy.

3. Information We Collect

To provide the Service, Namirasoft ERP processes:

• Account identifiers received from Namirasoft Account, used to attribute Records to the identity that entered them and to return the correct Records to each authorized request.
• The organizational structure you define. These are the Companies and Branches that Records are held under, together with the settings that apply to each of them.
• The accounting records you enter. These are your chart of accounts and the journal entries posted against it, organized by fiscal year and recorded in the currencies and exchange rates you define.
• The parties you record. A party is a customer, vendor, person, or organization, of a type you define, with whatever details you choose to add.
• The fleet records you keep. A vehicle record holds how you identify the vehicle, such as its name, license plate, and vehicle identification number, together with the odometer readings, maintenance plans, and services you record against it.
• The organizing details you add, which are the tags you apply to your Records and the values entered into the categories and custom fields defined through Namirasoft Field to hold the additional information your Records require.
• The Reports the Service calculates, which are derived from the Records already entered rather than provided separately by you.

You can enter and manage your Records in the Namirasoft ERP console, or through its API from your own applications and systems, and the same Records are produced either way.

Information about others in your Records. The Records you keep can contain Personal Information about other people that you choose to enter, such as the names and details of the parties you record, including customers, vendors, and contacts, and information associated with your fleet, such as license plates, together with anything else you choose to type into a description or a custom field. You decide what to enter and are responsible for having a lawful basis to record and use that information and for complying with the laws that apply to it. Where a person whose Personal Information appears in your Records asks to exercise a right over it, that request is directed to you as the party that recorded it; if we receive such a request, we will handle it in accordance with applicable law and, where appropriate, coordinate with you.

4. Information We Do Not Collect

Namirasoft ERP does not:

• collect your Namirasoft Account password or sign-in credentials, which are handled by Namirasoft Account;
• connect to your bank, tax authority, or other external systems, or file, submit, or transmit your Records to any authority on your behalf; you keep your Records in the Service and decide what to do with them;
• use your Records for advertising, or sell them.

5. Consent and Legal Grounds

Namirasoft generally collects, uses, and discloses your Personal Information with your knowledge and consent, which may be express or implied depending on the sensitivity of the information and the circumstances. When you first use Namirasoft ERP, you agree to this Privacy Policy and the Terms of Service, which is how you give your consent to the handling of your Personal Information described here, and you can withdraw it as described in section 6. In some cases, applicable law allows or requires us to handle Personal Information without consent, for example to provide a service you have requested, for security, fraud prevention, technical operation, or legal compliance, or where otherwise permitted or required by law. Where our activities are also subject to laws that use a legal basis framework, such as for users outside Canada, we rely on the appropriate basis for the activity, including performance of a contract, our legitimate interests, consent, and compliance with legal obligations.

6. Consent and Withdrawal

Where we rely on your consent to process Personal Information, you may withdraw it at any time. Withdrawing consent does not affect processing already carried out, and it may limit your ability to use parts of the Service that depend on that information. You can manage your identity and related consents through Namirasoft Account.

7. How We Use Information

We use the information above to: store and organize the Records you enter; calculate reports and balances from them; help you keep and review your accounting and fleet records; maintain the security, integrity, and accuracy of your Records and the Service; and diagnose problems and improve its reliability. We do not use your Records for advertising.

8. Automated Decision-Making

Namirasoft ERP calculates the General Ledger and the Balance Sheet from the Records entered, and works out when a maintenance plan is next due or overdue from the schedule and odometer readings recorded against the vehicle. These are arithmetic calculations of records that already exist; they do not make decisions that produce legal or similarly significant effects about you, and the Service does not profile you or take automated actions on your behalf.

9. Sharing and Disclosure

Namirasoft does not sell Personal Information. We share information only as follows:

• Within Namirasoft Services where needed to operate the Service and apply your settings and custom fields;
• With your own applications and systems that you connect to the API, which can read and write your Records with the credentials you give them;
• Service providers that host or secure our infrastructure, bound by confidentiality and permitted to use the information only to provide their services to us;
• Legal and safety where required by law or to protect rights, safety, and the integrity of the Service;
• Business transfers such as a merger, acquisition, or sale of assets, subject to this Policy;
• At your direction or with your consent when you ask us to share information or otherwise agree;
• Aggregated or de-identified information that cannot reasonably identify you.

10. International Transfers

Namirasoft is based in Canada, and your information may be processed in Canada and in other countries where we or our service providers operate. We handle information in accordance with applicable Canadian privacy laws, including PIPEDA and applicable provincial privacy legislation, and we take steps intended to ensure your information remains protected when it is processed in another country. Where required by applicable law, we use appropriate safeguards for such transfers. Because privacy laws differ between countries, information processed in another country may be subject to that country’s laws.

11. Security Commitment

Namirasoft maintains administrative, technical, and organizational measures to protect Personal Information within the Service against unauthorized access, disclosure, alteration, misuse, loss, or destruction. These measures may include access controls, authentication protections, encryption in transit, monitoring, logging, and operational safeguards appropriate to the nature of the information processed, and we continually review and strengthen them. You also help keep your information safe by keeping your Namirasoft Account credentials and tokens confidential and protecting activity performed under your account.

We maintain procedures to identify, assess, and respond to security incidents involving Personal Information. Where a security incident affecting Personal Information creates a real risk of significant harm, or where notification is otherwise required by applicable law, we will notify affected individuals and the relevant regulators, and keep records of the incident, in accordance with applicable law.

12. Data Retention

We retain your information only for as long as it is necessary for the purposes described in this Policy, including to provide and support the Service and to meet our legal, security, and operational requirements. Namirasoft ERP keeps the Records you enter for as long as your Namirasoft Account exists, or until you delete them, so that your accounting and fleet history stays available to you. You can create, change, and delete your Records through the Service, subject to the controls that keep your accounting consistent, which are finalized entries and locked periods. Because your Records may be subject to accounting, tax, and other legal retention requirements that apply to you, you are responsible for keeping your own copies of any Records you are required to retain, independently of the Service. The retention and deletion of your account data overall are governed by Namirasoft Account under the Namirasoft Account Privacy Policy. When you delete a Record, or when your Records are removed because your Namirasoft Account is deleted, the information is removed from active use and then permanently erased by our automated systems; because of system dependencies and backups, complete erasure can take from moments to several months, and copies may remain in secure backups until they are replaced in the ordinary course.

13. Data Integrity and Responsibility

You enter your Records and decide what they contain, and you are responsible for their accuracy and completeness, for having the right to record the information they contain, and for keeping the copies you are required to keep. Namirasoft ERP stores your Records and calculates reports from them as you enter them; the reports reflect what you have recorded. Namirasoft is not responsible for the accuracy of the underlying Records or for decisions you make based on them.

14. Your Privacy Rights

Under applicable law you may have rights over your Personal Information, such as to access it, correct it, request its deletion, object to or restrict certain processing, withdraw consent, or receive a copy in a portable form. You can view, edit, and, subject to accounting controls, delete your Records at any time, in the console or through the API. For other requests, contact us and we will handle them in accordance with applicable law, which may include retaining a record where we have a legitimate or legal basis to do so. Where a request concerns Personal Information about another individual contained in your Records, that person is directed to you as the party that recorded it, and we will coordinate the request where appropriate. For identity and account rights, use Namirasoft Account.

To make a request, contact us using the options in the Contact Us section at the bottom of this page. To protect your information, we may need to verify your identity before we respond, within the timeframes and subject to the exceptions set out in applicable law.

15. Children’s Privacy

The Service is not directed to individuals under 18. Eligibility and accounts are managed by Namirasoft Account; if Namirasoft Account determines that an account belongs to a person under 18, the account and its information are handled under the Namirasoft Account Privacy Policy.

16. Communications

Namirasoft ERP does not send commercial communications; it stores and organizes the Records you enter. When we need to contact you about your account or the services you use, for example a security, technical, or account-related notice, we send the message to the verified email address on your Namirasoft Account, the address you signed up with and verified there. These messages are part of providing the Service.

17. Cookies and Tracking

The Service uses cookies that are strictly necessary to sign you in and operate it, such as the cookies used to maintain your authenticated session, together with Google Analytics cookies that help us understand how it is used. Google Analytics is operated by Google under its own privacy terms. You can manage cookies through your browser settings.

18. Accountability and Privacy Contact

Namirasoft is responsible for the Personal Information under its control and takes steps to ensure that such information is handled in accordance with this Privacy Policy and applicable privacy laws. Namirasoft has designated a person accountable for its compliance with this Privacy Policy, and their identity is available on request.

Questions, requests, or concerns regarding Namirasoft’s privacy practices or the handling of Personal Information may be submitted using the contact options in the Contact Us section at the bottom of this page.

19. How to Make a Complaint

If you have a concern about how we handle your Personal Information, you may submit a complaint using the contact options in the Contact Us section at the bottom of this page. We will review and respond to your complaint in accordance with our privacy procedures and applicable law. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or the privacy regulator in your province, as applicable.

20. Changes to This Privacy Policy

Namirasoft may update this Privacy Policy from time to time to reflect changes in the Service, our practices, or legal requirements. When we make changes, we revise the effective date and post the updated Policy here. For minor or clarifying updates, your continued use of the Service after the updated Policy is posted indicates your acceptance of it. Where a change materially affects how we collect, use, or disclose your Personal Information, we will show you what has changed and ask you to review and agree to the updated Privacy Policy and Terms of Service before you continue using the Service. If you do not agree with an updated Policy, you may stop using the Service and request deletion of your Account.

Contact Us

For questions, comments, requests, or concerns regarding this Privacy Policy or information practices relating to Namirasoft ERP, please contact Namirasoft using one of the methods below. Where possible, we recommend submitting requests through Namirasoft Support for faster processing and response tracking.

Support: support.namirasoft.com

Email: accounts@namirasoft.com

Namirasoft reviews and responds to requests in accordance with applicable laws, internal procedures, and technical, security, legal, and business requirements associated with operation of the Service.