Privacy Policy

At Biznsbook, we are committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our cloud-based ERP platform and related services.

1. Information We Collect

1.1 Account Information

When you create an account or subscribe to our services, we collect:

• Full name, email address, and phone number
• Company name, business type, and billing address
• Password (stored securely using industry-standard hashing)
• Role and permissions within your organization

1.2 Business Data

Through your use of Biznsbook modules (Inventory, Accounting, HR, Real Estate, Manufacturing, etc.), we process and store business data you enter, including:

• Financial transactions, invoices, and ledger entries
• Inventory records, stock movements, and product information
• Employee records, attendance, and payroll data (HRMS module)
• Customer, vendor, and partner information
• Property listings, bookings, and payment schedules (Real Estate module)

1.3 Employee Data (HRMS/Payroll Module)

If you use our HRMS and Payroll modules, you may enter Personally Identifiable Information (PII) for your employees, including:

• Full legal names, addresses, and contact information
• Government identification numbers (SSN, Tax ID, National ID)
• Bank account details for payroll deposits
• Salary, compensation, and benefits information
• Emergency contact information
• Employment history and performance records

Important: As the data controller, you are responsible for obtaining appropriate consent from your employees before entering their PII into Biznsbook. See Section 6 for our Employee Privacy Commitments.

1.4 Usage Data

We automatically collect certain information when you use our platform:

• IP address, browser type, and device information
• Pages visited, features used, and time spent
• Login timestamps and session duration
• Error logs and performance data

1.5 Payment Information

Payments are processed securely through our authorized payment provider, which acts as the Merchant of Record. We do not directly store your credit card numbers or bank account details. Our payment provider handles all payment processing in compliance with PCI-DSS Level 1 standards.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve our ERP platform and its modules
• Account Management: To create and manage your account, process subscriptions, and handle billing
• Communication: To send service-related notifications, security alerts, and product updates
• Support: To respond to your inquiries and provide technical assistance
• Security: To detect, prevent, and address technical issues, fraud, and unauthorized access
• Analytics: To understand how our platform is used and to improve user experience
• Legal Compliance: To comply with applicable laws, regulations, and legal processes

3. Data Security

We implement enterprise-grade security measures to protect your data:

• Encryption at Rest: All data stored in our databases is encrypted using AES-256 encryption, the same standard used by banks and government agencies
• Encryption in Transit: All data transmitted between your browser and our servers is protected with TLS 1.2 (SSL) encryption
• Access Controls: Role-based access control (RBAC) with multi-factor authentication (MFA) support
• Infrastructure: Your data is backed up daily across multiple geographically isolated Microsoft Azure data centers, ensuring zero data loss even if a localized server fails. Industry-standard compliance certifications and 24/7 monitoring.
• Audit Trails: Complete logging of data access and modifications with tamper-proof audit logs
• Regular Backups: Automated daily backups replicated across geographically isolated Azure regions with point-in-time recovery — zero data loss even if a localized server fails
• Testing: Security monitoring and routine system updates
• Employee Training: All staff undergo regular security awareness training

4. The "No-Sell" Promise

We may share limited information only in these specific circumstances:

• Payment Provider: To process subscriptions and payments
• Cloud database: Our cloud infrastructure provider for hosting and data storage
• SendGrid: For transactional email delivery (account verification, password resets)
• Application Insights: For anonymized performance monitoring and error tracking in the ERP application
• Google Analytics (GA4): For aggregated website traffic measurement on our marketing site when you consent to analytics cookies — page views, device/browser data, referral source, and custom events. Google LLC acts as a processor; we disable Google Signals and ad personalization. Retention: 14 months in our GA4 property.
• Legal Authorities: When required by law, regulation, or valid legal process

5. Multi-Tenant Data Isolation

Biznsbook is a multi-tenant platform. Your business data is logically isolated from other tenants through our company-level access controls. Each tenant's data is segregated using unique Company IDs, and access is strictly enforced through our authentication and authorization systems.

6. Employee Privacy (HRMS/Payroll Data)

When you use our HRMS and Payroll modules, you act as the Data Controller for your employees' personal information. Biznsbook acts as the Data Processor.

6.1 Our Commitments for Employee PII

• Purpose Limitation: Employee data is processed solely to provide HRMS and Payroll functionality nothing else
• Minimum Access: Only your authorized users with appropriate permissions can access employee records
• No Cross-Tenant Access: Employee data is completely isolated from other companies using Biznsbook
• Encryption: Sensitive fields (SSN, bank accounts, salary data) receive additional field-level encryption
• Audit Logging: All access to employee records is logged for your compliance audits

6.2 Your Responsibilities

As the employer and data controller, you are responsible for:

• Obtaining appropriate consent from employees for data processing
• Informing employees about how their data is stored and used
• Responding to employee data access or deletion requests
• Ensuring compliance with local labor and privacy laws

7. GDPR & CCPA Compliance

7.1 Privacy & Data Protection

Biznsbook is designed with privacy and data protection best practices in mind and aims to support customers in meeting modern privacy expectations, including requirements related to GDPR, UK GDPR, and CCPA where applicable.

Depending on your jurisdiction and applicable laws, you may have rights including:

• Right to Access: Request a copy of personal data associated with your account
• Right to Rectification: Request correction of inaccurate information
• Right to Erasure ("Right to be Forgotten"): Request deletion of your personal data where legally permitted
• Right to Data Portability: Request your data in a portable format such as JSON or CSV
• Right to Restrict Processing: Request limitations on certain types of processing

7.2 How to Exercise Your Rights

To exercise any of these rights, contact our Privacy Team:

• Email: [email protected]
• Response Time: We will respond within 30 days (GDPR) or 45 days (CCPA)
• Verification: We may need to verify your identity before processing requests

7.3 Data Protection Officer

For GDPR-related inquiries, you may contact our Data Protection representative at [email protected].

8. Data Retention

• Active Accounts: Data is retained for the duration of your subscription
• Cancelled Accounts: Data is retained for 30 days after cancellation (grace period for export), then permanently deleted
• Legal Requirements: Certain financial records may be retained longer as required by tax and accounting regulations (typically 7 years)
• Audit Logs: Security and access logs are retained for 12 months
• Backup Retention: Backups are retained for 30 days, then automatically purged

9. Cookies & Website Analytics

We use essential cookies to maintain your login session and store user preferences. Optional functional, analytics, and marketing cookies are enabled only after you consent through our cookie banner.

• Session Cookie: Used to maintain your authenticated session (essential)
• Preferences Cookie: Stores your UI preferences (theme, language, etc.) when you opt in to functional cookies
• Consent Cookie: Remembers your cookie category choices for up to 12 months
• Google Analytics (GA4): When you accept analytics cookies on our marketing website, Google Analytics collects page views, device and browser information, referral data, and custom events (e.g. demo button clicks). Google LLC processes this data as a third-party processor under our instructions. We use Google Consent Mode v2 so analytics does not run until you opt in. Google Signals and cross-device advertising features are disabled. Data is retained in GA4 for up to 14 months. You can withdraw consent anytime via Cookie settings in the site footer.
• Security: Essential cookies are HTTP-only, Secure, and use SameSite=Lax policy

See our Cookie Policy for full details.

10. International Data Transfers

Your data may be processed and stored in data centers located in different regions (primarily EU and US). We ensure that all international transfers comply with applicable data protection laws, including:

• Standard Contractual Clauses (SCCs) approved by the European Commission
• Data Processing Agreements with all sub-processors
• Adequacy decisions where applicable

11. Children's Privacy

Biznsbook is a business application and is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected data from a minor, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the updated policy on our website with a new "Last updated" date
• Sending an email notification to account administrators
• Displaying an in-app notification for significant changes

We encourage you to review this policy periodically.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Privacy Team: [email protected]
• Data Protection Officer: [email protected]
• General Support: [email protected]
• Legal Inquiries: [email protected]
• Website: biznsbook.com/contactus