Effective Date: 01/08/2018

Last Revised: 10/11/2025

1. Introduction

Welcome to Datacore ERP Software Co. LLC ("Company", "we", "our", or "us"). We respect your privacy and are committed to protecting your personal and business data. This policy explains how we collect, use, and safeguard your information when you use our software, websites, and related services, including communications through WhatsApp. It also outlines our approach to data security, backup, and data loss management.

2. Information We Collect

We may collect the following information from users and authorized client representatives:

• Name, email address, and phone number
• User login credentials and role-based access information
• Device and browser details
• Usage logs and interaction records within our software
• Communication metadata through WhatsApp (we do not store message content unless explicitly provided by you)

3. How We Use Your Information

We use collected information to:

• Deliver, manage, and improve our ERP, CRM, and related SaaS services
• Facilitate secure access to modules, dashboards, and client portals
• Communicate system updates, alerts, and support messages (including via WhatsApp)
• Resolve technical issues and enhance user experience
• Ensure compliance with UAE data regulations and internal security standards

4. WhatsApp Usage

By using our services, you agree to receive communication from us via WhatsApp on your registered number. This includes:

• Account notifications and verification messages
• Technical support responses
• System alerts, updates, and billing notifications

We use the WhatsApp Business API in full compliance with WhatsApp's Commerce Policy and Business Terms. All data is handled securely and never shared with unauthorized third parties.

5. Sharing of Information

We may share your information only with:

• Authorized third-party service providers (e.g., WhatsApp API or hosting providers)
• Legal or governmental authorities, when required by applicable law
• Internal teams strictly for support and service optimization purposes

In certain cases, authorized members of our core development or support team may access client data solely for troubleshooting, maintenance, or configuration assistance. Such access is strictly controlled, logged, and governed by our internal confidentiality and security protocols. Team members are bound by non-disclosure agreements (NDAs) and adhere to data protection best practices to ensure client confidentiality at all times. We never sell, trade, or rent your personal or business data to any external party.

6. Your Rights

As a user, you have the right to:

• Request access to your stored data
• Ask for correction or update of your information
• Withdraw consent for WhatsApp communication
• Request deletion of your data, subject to legal and contractual obligations

Requests can be made through:

• 📧 support@datacoreerp.com
• 📞 +971 54 368 3021

7. Data Security Commitment

Datacore ERP Software Co. LLC implements industry-standard security practices, including:

• End-to-end encryption of data transmission (SSL/TLS)
• Role-based access control and user authentication
• Firewall protection, intrusion monitoring, and regular server audits
• Multi-level authentication for administrative accounts
• Periodic vulnerability assessments and software patching
• Controlled access protocols for Datacore development and support personnel handling client data

These measures ensure the confidentiality, integrity, and availability of client data hosted on our platforms.

8. Data Backup and Redundancy

We maintain multiple backup systems to safeguard against data loss, including:

• Automated daily and weekly backups
• Redundant storage across geographically separated data centers
• Regular testing and validation of backup integrity
• Optional client-specific backup schedules based on service tier

9. Data Loss Disclaimer

While we maintain multiple levels of protection, no digital system can guarantee absolute immunity from data loss. Data loss may occur due to factors beyond our reasonable control, such as:

• Hardware or system failure
• Cyberattacks or malware infections
• User-side deletions or misconfigurations
• Force majeure events (e.g., natural disasters, power outages)

In such cases, we will make all reasonable efforts to restore data from the most recent verified backup.

10. Client Responsibilities

Clients are encouraged to:

• Keep local copies of important reports or exports
• Use strong, unique passwords and avoid credential sharing
• Report suspicious activities or anomalies immediately
• Subscribe to higher-tier backup or retention plans if required

11. Data Retention and Deletion

• Backup data is retained according to the client's service plan.
• Upon termination or at the client's written request, all data is securely deleted following standard data sanitization protocols.

12. Changes to This Policy

• We may revise this policy periodically to reflect new legal, technical, or operational developments.
• The updated version will be posted on our official website with the revised effective date clearly stated.

13. Governing Law & Dispute Resolution

• This Policy, and any disputes arising out of or in connection with it, shall be governed by and construed in accordance with the laws of the United Arab Emirates.
• In the event of any dispute, claim, or controversy relating to this Policy, the use of our services, or any related agreement, such matters shall be exclusively submitted to the jurisdiction of the Courts of Dubai, United Arab Emirates.

14. Contact Information

For any privacy or data security concerns, please contact:

• 📧 support@datacoreerp.com
• 📞 +971 54 368 3021
• 🌐 www.datacoreerp.com