Overview

This Privacy Policy covers the use of SophiaERP, an enterprise resource planning service hosted and operated by Sophia ERP for organizations and their authorized employees, members and users.

If you have been invited to use SophiaERP by an organization, that organization may determine how your personal information is collected, used, accessed and retained within its SophiaERP environment. Please also refer to your organization's applicable privacy policies and internal data protection policies.

SophiaERP may be used to manage information across multiple organizations. This Privacy Policy explains how SophiaERP collects, stores, processes and protects personal information when you use the SophiaERP application and related services.

Legal Basis for Processing

We process Personal Data for the following purposes:

• Providing access to SophiaERP reliably and securely.
• Providing HR, employee management, attendance, payroll and other ERP functionality enabled by the organization.
• Managing user accounts and authentication.
• Fulfilling legitimate business and operational needs.
• Maintaining the security and integrity of the Service.
• Preventing fraud, unauthorized access and misuse.
• Complying with applicable legal and regulatory obligations.
• Obtaining consent where consent is required for specific processing activities.

Information We Collect

Depending on the features enabled by the organization, SophiaERP may collect the following information:

• Name
• Email address
• User ID or account identifier
• Address
• Contact details
• Employee and employment information
• Attendance information
• Precise location information
• Payroll-related information
• Employee loan and repayment information
• Feedback, reports, announcements and other in-app messages
• Technical and usage information

Information You Provide

You may provide information directly through SophiaERP, including:

• Name
• Email address
• Address
• Contact details
• Employee information
• HR and employment information
• Attendance-related information
• Feedback and reports
• Information submitted through applicable ERP forms and features

Precise Location Information

Where location-enabled attendance is enabled by an organization, SophiaERP may collect precise device location information, including latitude and longitude.

Location information may be collected when an employee performs attendance actions such as clocking in or clocking out.

This information may be used to:

• Record the location associated with an attendance event.
• Verify that an attendance action occurs within an organization's configured location requirements.
• Support attendance administration and verification.
• Detect invalid or unauthorized attendance activity where applicable.

Payroll and Employee Loan Information

Where enabled by an organization, SophiaERP may process information required to administer employee payroll and employee loan programs. This may include:

• Salary and payroll information.
• Payroll deductions.
• Loan applications.
• Loan approval information.
• Loan amounts and repayment schedules.
• Loan repayment deductions.

Employee loan functionality is intended for use within the relevant organization's employment and administrative processes.

In-App Communications

SophiaERP may collect and store information submitted through in-app communication and reporting features, including:

• Employee feedback.
• Reports and requests.
• Announcements.
• Administrative communications.
• Other messages submitted through the application.

Information We Collect Automatically

Technical Information

When you use SophiaERP, we may automatically collect certain technical information, where applicable, including:

• IP address
• Device information
• Operating system
• Browser or application information
• Usage data
• Diagnostic information
• Cookies or similar technologies where applicable

This information may be used to operate, secure, maintain and improve the Service.

Information from Other Sources

SophiaERP may receive information from the organization that provides your account, or from authorized administrators and systems connected to the organization's SophiaERP environment.

This may include employee, organizational, employment or account information necessary to provide the Service.

Use of Cookies

We may use cookies and similar technologies to maintain sessions, support authentication, improve the user experience and operate our web services.

Where applicable, please refer to our Cookies Policy for additional information.

Uses Made of Information

We use Personal Data to:

• Provide and operate SophiaERP.
• Authenticate and manage user accounts.
• Provide employee and organizational services.
• Record and administer attendance.
• Support location-enabled attendance verification.
• Provide HR and employee management functionality.
• Process payroll and payroll-related deductions where enabled.
• Administer employee loans and repayments where enabled.
• Process feedback, reports, requests and other in-app communications.
• Maintain and improve the security and reliability of the Service.
• Diagnose technical issues and application errors.
• Prevent unauthorized access, fraud and misuse.
• Comply with applicable legal and regulatory obligations.

Disclosure of Your Information

Depending on the services provided and the organization's configuration, Personal Data may be accessible to authorized personnel within the organization that provides or administers your SophiaERP account.

We may also disclose Personal Data to:

• Regulators or legal authorities where required by law.
• Professional advisors such as lawyers and accountants where appropriate.
• Service providers providing hosting, infrastructure, security, maintenance or other services necessary to operate SophiaERP.
• Other authorized service providers or systems where necessary to provide functionality requested or enabled by the organization.

We require service providers processing Personal Data on our behalf to handle such information in accordance with applicable contractual and legal requirements.

Marketing Communications

Where applicable, you will only receive marketing communications where permitted by applicable law and, where required, where you have provided the necessary consent.

You may unsubscribe from marketing communications using the available unsubscribe mechanism or by contacting us.

Operational communications relating to your account, employment, security or use of SophiaERP may still be sent where necessary to provide the Service.

Protection of Your Information

We implement reasonable technical and organizational measures designed to protect Personal Data against unauthorized access, alteration, disclosure, loss or destruction.

Data transmitted between the application and our servers is protected using encrypted connections such as HTTPS/TLS where supported.

However, no method of transmission or electronic storage can be guaranteed to be completely secure.

Data Retention

We retain Personal Data for as long as necessary to provide the relevant SophiaERP services and to fulfill applicable organizational, legal, regulatory, employment, accounting and operational requirements.

Retention periods may therefore vary depending on the type of information and the requirements of the organization using SophiaERP.

Where an organization controls the relevant employee data, requests concerning retention or deletion may need to be directed to that organization.

Your Rights

Depending on applicable law and the nature of the processing, you may have rights to:

• Access your Personal Data.
• Request correction of inaccurate information.
• Request deletion of Personal Data where applicable.
• Request restriction of processing where applicable.
• Object to certain processing activities.
• Withdraw consent where processing is based on consent.

Because SophiaERP is an enterprise service, some employee information may be controlled by the organization that provides your account. In such cases, you may need to contact your employer or your organization's designated administrator regarding your rights.

You may also contact us using the details below for privacy-related inquiries.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to SophiaERP, our services, applicable laws or our data processing practices.

Changes will be posted through the applicable SophiaERP privacy policy webpage. Where appropriate, significant changes may also be communicated through the Service or by email.