Privacy Policy
What personal data ERPS X LLC collects, why we collect it, who we share it with, how long we keep it and the rights you have over it.
Contents
1. Who we are and scope
This Privacy Policy is issued by ERPS X LLC, St. Petersburg, Florida, USA ("ERPS X", "we", "us"). It applies to:
- the public website erpsx.com and its pages, forms and live chat;
- the ERPS X panel at erpsx.com/app, where account owners manage companies, users, applications, domains and billing;
- the workspaces we host for each company at {company}.erpsx.com or on a mapped custom domain, running ERPS, POS and RMS;
- related ERPS X sites: docs.erpsx.com, livechat.erpsx.com and resellers.erpsx.com.
For account, billing and website data, ERPS X acts as the controller. For business records that a customer enters into its own workspace, the customer is the controller and ERPS X is the processor acting on the customer's instructions (see Section 6).
2. Definitions
- Personal data: any information relating to an identified or identifiable natural person.
- Account data: data about the person who registers an ERPS X account and the users they create in the panel.
- Customer data: business records a customer and its users enter into their workspace (for example customers, suppliers, employees, products, orders, journal entries, menu items and restaurant orders).
- Workspace: the dedicated instance of ERPS, POS and RMS, with its own databases, that we provision for each company.
- Reseller: an authorised partner who creates and manages customer accounts through resellers.erpsx.com.
3. Personal data we collect
Data you give us
- Registration and account: full name, username, email address, password (stored in hashed form), company name, country, language and display preferences, and the email verification and password-reset codes we send you.
- Company and workspace details: company profile, currency, address and the subdomain or custom domain you choose.
- Billing: plan, subscription status, payment history, billing address and Stripe customer and subscription identifiers. Card numbers are entered on Stripe's hosted checkout and are not stored by ERPS X.
- Communications: contact-form messages, support tickets and attachments, live-chat conversations, newsletter sign-ups, job applications and referrals, and requests for onboarding, migration, training or consulting.
- Reseller relationships: if you were introduced by a reseller, the reseller's code or referral and, where you approve it, delegated access records showing when a reseller was granted access to your account and for how long.
Data collected automatically
- Technical data: IP address, browser and device type, operating system, pages visited, referring page, timestamps and error logs.
- Session data: cookies needed to keep you signed in and to protect forms (see the Cookie Policy).
- Security data: failed sign-in attempts and rate-limit records used to protect accounts.
We do not currently run third-party advertising or analytics trackers on erpsx.com.
4. How we use personal data
- Create and verify your account and sign you in.
- Provision, host and maintain your company workspace(s), subdomain and custom domain.
- Process subscriptions and payments through Stripe, issue receipts and manage renewals.
- Provide support by email, live chat and tickets, and deliver services you request.
- Send service messages: verification codes, password resets, security alerts, billing notices and changes to terms.
- Send product news or newsletters only where you have subscribed; you can unsubscribe at any time.
- Operate the reseller program, including commission calculation for the reseller who introduced you.
- Monitor, secure and improve the platform, prevent abuse and enforce our Terms of Service and Acceptable Use Policy.
- Comply with legal obligations, including tax and accounting rules.
5. Legal bases
Where the GDPR, UK GDPR or a similar law applies, we rely on:
- Contract: to provide the account, workspace and services you have signed up for.
- Legitimate interests: to secure the platform, prevent fraud, respond to enquiries and improve the service, balanced against your rights.
- Consent: for newsletters and optional communications; you may withdraw consent at any time.
- Legal obligation: to keep billing records and respond to lawful requests.
6. Customer data in workspaces
Customers use ERPS, POS and RMS to store records about their own customers, suppliers, employees and guests. For that data:
- The customer decides what is entered, who has access, and how long it is kept.
- ERPS X processes it only to host, back up, secure and support the workspace, or as the customer instructs through support.
- ERPS X staff access a workspace only for support you request, to investigate a security or abuse issue, or as required by law.
- Individuals whose data is held in a customer's workspace should direct requests to that customer. We will assist the customer in responding.
A Data Processing Agreement is available on request; see GDPR Compliance.
7. Sharing and service providers
We do not sell or rent personal data. We share it only with:
- Stripe, our payment processor, to take payment and manage subscriptions.
- Hosting and infrastructure providers that run our servers, databases, backups and email delivery.
- Our live-chat service (Chatwoot, self-hosted at livechat.erpsx.com) to handle chat conversations.
- Your reseller, if you were introduced by one, limited to the account, plan and status information needed to manage your account and calculate commission, and to any access you approve.
- Professional advisers and authorities where required by law, court order or to protect the rights, property or safety of ERPS X, our customers or others.
- A successor in the event of a merger, acquisition or sale of assets, with notice to you.
Service providers are bound by contract to process data only on our instructions.
8. Cookies and live chat
We use strictly necessary cookies for sign-in sessions, "remember me" and form protection, and functional cookies set by the live-chat widget so a conversation can continue between pages. Details, names and lifetimes are in the Cookie Policy.
9. Retention
| Data | How long we keep it |
|---|---|
| Account and company data | For the life of the account, then deleted or anonymised after the post-termination retention period in our Terms of Service, unless we must keep it for legal reasons. |
| Workspace (customer) data | For the life of the subscription, then retained for the period stated in the Terms of Service so you can export it, then deleted from production and rotated out of backups. |
| Billing and payment records | As long as required by tax and accounting law. |
| Support tickets and chat transcripts | For as long as needed to resolve the issue and improve support, then deleted or anonymised. |
| Marketing subscriptions | Until you unsubscribe or ask us to delete your details. |
| Job applications | For the duration of the recruitment process and a reasonable period afterwards, unless you ask us to delete them sooner. |
| Technical and security logs | For a limited period needed for security and troubleshooting. |
10. Security
We protect personal data with measures appropriate to the risk, including: HTTPS/TLS on erpsx.com, every workspace subdomain and mapped custom domains; separate databases per company workspace; hashed passwords; email verification; role-based permissions inside each product; rate limiting and CSRF protection on sensitive forms; card payments handled entirely by Stripe; and access to production limited to authorised staff. No system is completely secure; if we become aware of a breach affecting your data, we will notify you as described in GDPR Compliance.
11. International transfers
ERPS X LLC is based in the United States and our systems are operated from there. If you access the service from another country, your data will be transferred to and processed in the United States. Where required, we rely on appropriate safeguards such as standard contractual clauses for transfers from the EEA, UK and Switzerland.
12. Your rights
Depending on where you live, you may have the right to:
- Access the personal data we hold about you and receive a copy.
- Correct inaccurate or incomplete data. Most account details can be edited directly in the panel.
- Delete your personal data, subject to legal retention requirements.
- Port your data in a structured, machine-readable format.
- Restrict or object to processing based on legitimate interests.
- Withdraw consent for marketing at any time.
- Opt out of any sale or sharing of personal information (we do not sell or share it for advertising). See Do Not Sell My Personal Information.
- Not be discriminated against for exercising these rights.
- Complain to your local data protection authority.
To exercise a right, email [email protected] with the subject "Privacy request". We will verify your identity and respond within the time required by applicable law (30 days under the GDPR, 45 days under US state laws, each extendable where permitted).
13. Children
ERPS X is a business service and is not directed at children under 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, contact us and we will delete it.
14. Changes to this policy
We may update this policy from time to time. The date at the top shows the latest revision. For material changes we will notify account owners by email or by a notice in the panel before the change takes effect.
15. Contact
Related: Terms of Service, Cookie Policy, GDPR Compliance, Do Not Sell My Personal Information.