Privacy Policy | Easy VAT ERP

1. Introduction

Easy VAT ERP is a business management, VAT, accounting, inventory, payroll, sales, purchase, and reporting application designed for supermarkets, baqala stores, retail shops, restaurants, trading businesses, and service businesses.

This Privacy Policy explains how Easy VAT ERP collects, uses, stores, protects, shares, and retains information when customers, business owners, employees, authorized users, or administrators use our desktop, mobile, web, API, reporting, and cloud-related services.

By using Easy VAT ERP, you agree to the collection and use of information according to this Privacy Policy.

2. Scope of this Policy

This Privacy Policy applies to:

Easy VAT ERP desktop application.
Easy VAT ERP mobile application.
Easy VAT ERP web portal and admin portal.
API services, reporting modules, cloud backup services, and update services.
Customer support tools and any other services connected with Easy VAT ERP.

This policy applies to business customers, company owners, managers, accountants, cashiers, employees, authorized users, support users, and other persons whose data may be entered into the system.

3. Information We Collect

Easy VAT ERP may collect and process the following categories of information.

Business and Company Information Company name, trade license details, TRN number, VAT registration details, corporate tax information, business address, branch details, contact number, email address, business activity, company logo, invoice details, tax settings, accounting period, and financial year information.

User Account Information User name, login ID, password or encrypted password, role, permission level, employee name, mobile number, email address, branch or store assignment, cash ledger assignment, user activity logs, login time, logout time, and access history.

Accounting, VAT, and Financial Data Sales invoices, purchase invoices, returns, credit notes, debit notes, VAT amounts, tax reports, ledgers, receipts, payments, journal entries, cash or bank transactions, profit and loss reports, balance sheet data, supplier/customer balances, expenses, income, discounts, stock value, assets, and liabilities.

Customer and Supplier Information Customer name, supplier name, TRN, address, phone number, email address, opening balance, outstanding balance, credit details, invoice history, payment history, cheque information, delivery details, and other transaction-related information.

Inventory and Product Information Item name, barcode, item code, category, unit, purchase cost, selling price, tax percentage, stock quantity, opening stock, current stock, batch details, expiry details, serial number, supplier details, stock movement, physical stock adjustment, production, and raw material details.

Employee and Payroll Information Employee name, employee ID, Emirates ID, salary details, designation, department, attendance records, payroll records, SIF file details, salary payment information, leave records, and related HR documents.

3.1 Uploaded Files and Documents

Users may upload documents including trade license, tenancy contract, Emirates ID, passport copy, visa copy, VAT certificate, corporate tax certificate, invoice PDFs, purchase bills, payment receipts, employee documents, supplier documents, customer documents, audit documents, stock documents, company logos, product images, and other files required for business operations.

3.2 Device and Technical Information

We may collect limited technical information such as device type, operating system, application version, IP address, error logs, crash reports, performance logs, browser type, server connection details, API request logs, database update logs, and security logs.

3.3 Camera and File Permissions

The application may request camera or file access only for business functions such as scanning barcodes, uploading documents, capturing receipts, attaching product images, or uploading company documents.

Easy VAT ERP does not collect contacts or location data unless a specific feature clearly asks for such permission and the user allows it.

4. How We Use Information

To operate ERP, POS, accounting, VAT, inventory, payroll, and reporting features.
To generate invoices, tax invoices, VAT reports, financial statements, stock reports, purchase reports, sales reports, payroll reports, and business analytics.
To manage customers, suppliers, employees, ledgers, products, branches, stores, users, roles, permissions, and business records.
To provide support, troubleshooting, software updates, database updates, bug fixes, training, and customer service.
To improve application performance, reliability, security, and user experience.
To detect software errors, crashes, unauthorized access, misuse, fraud, or security issues.
To comply with UAE tax, accounting, audit, VAT, corporate tax, commercial, and legal obligations.
To maintain business continuity, backup, recovery, and system update services.

5. Legal Basis for Processing

We process data where necessary for:

Providing the Easy VAT ERP service requested by the customer.
Performing our contractual obligations.
Maintaining accounting, VAT, audit, and legal compliance.
Protecting legitimate business interests such as security, support, fraud prevention, and service improvement.
Obtaining consent where required, especially for optional permissions, uploaded files, notifications, or third-party integrations.

6. Access Control and User Responsibilities

Easy VAT ERP is restricted to authorized users only. Each customer is responsible for managing user access, passwords, roles, permissions, and internal approval controls.

Customers must ensure that only authorized employees or representatives are allowed to access business, accounting, payroll, VAT, inventory, and customer data.

Users must keep login credentials confidential and must not share passwords with unauthorized persons.

Easy VAT ERP is not responsible for unauthorized access caused by weak passwords, shared credentials, insecure devices, or misuse by the customer’s own authorized users.

7. Data Storage

Depending on the customer’s setup, data may be stored in one or more of the following locations:

Customer’s local computer or local server.
Customer’s SQL Server database.
Easy VAT ERP cloud server or hosted environment.
Backup storage used for support, recovery, or update purposes.
Temporary support systems used during troubleshooting.

Some customers may use a local database hosted at their own premises. In such cases, the customer remains responsible for local server security, device security, local network security, and backup management.

8. Data Security

We use reasonable administrative, technical, and organizational measures to protect data, including user authentication, role-based access control, password protection, database security, server access control, encryption where applicable, backup controls, firewall protection, secure API communication where configured, activity logs, error monitoring, restricted support access, and regular software improvement.

However, no software, server, internet transmission, or electronic storage method is 100% secure. We cannot guarantee absolute security, but we take reasonable steps to protect business and personal data.

9. Support Access and Remote Assistance

When customers request support, our support team may access the customer’s application, database, server, reports, or device through remote support tools.

Support access is used only for troubleshooting, configuration, training, database repair, software update, report correction, or customer-requested service.

Customers should avoid sharing unnecessary personal, financial, or confidential data during support unless required to resolve the issue.

10. Third-Party Services

Easy VAT ERP may use third-party services for selected functions, including:

Firebase Crashlytics for crash reporting and error monitoring.
Cloud hosting providers for server hosting, backup, or API hosting.
Email, SMS, WhatsApp, or notification providers for communication features.
Payment, accounting, tax, or government-related integrations where enabled by the customer.
Remote support tools for customer assistance.

These third parties may process limited technical or service-related data according to their own privacy and security policies.

12. VAT, Accounting, Audit, and Legal Compliance

Easy VAT ERP is designed to help businesses maintain accounting, VAT, sales, purchase, inventory, and financial records.

Customers are responsible for ensuring that their entered data is accurate, complete, and legally compliant.

Easy VAT ERP may retain business records as required for VAT, corporate tax, accounting, audit, and other legal compliance requirements in the UAE.

13. Data Retention

We retain data for as long as necessary to provide the service, support the customer, comply with accounting, tax, legal requirements, resolve disputes, maintain backups, and protect legitimate business interests.

Business accounting, VAT, payroll, invoice, and audit records may be retained for the period required under applicable UAE laws and business compliance requirements.

Backup copies may remain for a limited period even after deletion from the live system, unless legally or technically required to retain them longer.

14. Data Deletion Requests

Customers may request deletion of their data by contacting us. Before deleting data, we may need to verify the requester’s authority.

Some data may not be immediately deleted if it is required for legal, tax, accounting, audit, dispute, security, or backup purposes.

Deletion of ERP data may affect reports, invoices, accounts, VAT records, payroll records, inventory balances, and business continuity.

15. User Rights

Subject to applicable law, users or customers may request:

Access to personal data.
Correction of inaccurate data.
Deletion of data where legally permitted.
Restriction of processing.
Transfer or export of data where technically possible.
Objection to certain processing.
Withdrawal of consent where processing is based on consent.
Complaint or clarification regarding data handling.

Requests can be sent to the contact email mentioned in this policy.

16. Customer Responsibility as Data Controller

For data entered by the customer into Easy VAT ERP, such as customer data, supplier data, employee data, payroll data, invoices, and accounting data, the customer is normally the data controller.

Easy VAT ERP acts as a software provider, processor, support provider, or service provider depending on the setup.

The customer is responsible for obtaining necessary permissions, consents, notices, and legal basis for entering and processing personal or business data in the application.

17. Children’s Privacy

Easy VAT ERP is a business application and is not intended for children. We do not knowingly collect data from children for consumer purposes.

If any minor’s data is entered by a customer for legitimate business, HR, or legal reasons, the customer is responsible for ensuring legal compliance.

18. International Data Transfer

Depending on hosting, support, backup, or cloud service configuration, data may be processed or stored inside or outside the UAE.

Where data is transferred outside the UAE, we take reasonable steps to protect it using contractual, technical, and organizational safeguards.

19. Offline and Local Installation

Some Easy VAT ERP installations may operate offline or on the customer’s local network.

For offline/local installations, most data remains on the customer’s computer or server unless backup, support, cloud sync, update, or remote access features are enabled.

Customers are responsible for maintaining local backups, antivirus protection, Windows/server updates, database passwords, firewall settings, and physical device security.

20. Backup and Recovery

Easy VAT ERP may provide backup and recovery features. Backups may contain full business, accounting, VAT, payroll, inventory, and document data.

Customers must store backup files securely and avoid sharing backup files through unsecured channels.

If cloud backup is enabled, backup data may be stored on secure cloud infrastructure.

21. Logs, Error Reports, and Analytics

We may collect logs and error reports to improve application stability and support. These may include app version, device details, error messages, crash details, API logs, database update logs, and performance information.

We do not use these logs to sell personal data.

22. Marketing Communication

We may contact customers regarding:

Software updates and renewal reminders.
Support notices and service announcements.
Training information and security alerts.
Billing information and new features.

Customers may request to stop non-essential marketing communication. Important service, security, billing, and legal notices may still be sent.

23. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When changes are made, we will update the effective date.

Continued use of Easy VAT ERP after changes means acceptance of the updated Privacy Policy. Customers are encouraged to review this policy periodically.

24. Contact Us

For privacy questions, data requests, support, or complaints, contact us:

Easy VAT ERP Support

Company: Loyal Accounting Service LLC

Email: [email protected]

Phone: +971 58 886 6789

Location: Al Dhafra Region, Zayed City, Abu Dhabi, United Arab Emirates