Privacy Policy

Introduction and Scope

Welcome to Optify ERP Solutions ("Optify," "we," "us," or "our"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://optifyegypt.com and use our ERP software services.

This policy applies to all users of our website and services, including visitors, customers, and registered users. By accessing or using our services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

If you do not agree with the terms of this Privacy Policy, please do not access or use our website or services.

Information We Collect

We collect several types of information from and about users of our services:

Personal Information You Provide

• Contact Information: Name, email address, phone number, company name, and mailing address when you register, request a demo, or contact us.
• Account Information: Username, password, and other authentication credentials when you create an account.
• Payment Information: Credit card details, billing address, and transaction history when you purchase our services (processed securely through third-party payment providers).
• Business Information: Company details, industry sector, number of employees, and business needs for service customization.
• Communication Data: Information contained in emails, chat messages, or other communications you send to us.

Information Collected Automatically

• Usage Data: Information about how you interact with our website and services, including pages viewed, features used, and time spent.
• Device Information: IP address, browser type and version, operating system, device identifiers, and screen resolution.
• Location Data: General geographic location based on your IP address (city and country level).
• Cookies and Tracking Technologies: Data collected through cookies, web beacons, and similar technologies (see our Cookie Policy section below).
• Log Data: Server logs including access times, pages viewed, and error reports.

Information from Third Parties

• Social Media: If you connect through social media platforms, we may receive profile information you authorize.
• Business Partners: Information from authorized resellers or integration partners who refer you to our services.
• Public Sources: Publicly available business information to verify company details.

How We Use Your Information

We use the collected information for various purposes, including:

Service Provision and Account Management

• To create and manage your account and provide access to our ERP services
• To process transactions and manage billing and payments
• To deliver customer support and respond to your inquiries
• To provide software updates, security patches, and technical support
• To customize and personalize your experience with our services

Communication and Marketing

• To send you service-related announcements and administrative messages
• To provide promotional materials, newsletters, and marketing communications (with your consent)
• To send you information about new features, products, and special offers
• To conduct surveys and gather feedback about our services

Improvement and Analytics

• To analyze usage patterns and improve our website and services
• To conduct research and development for new features and products
• To monitor and analyze trends, usage, and activities
• To detect, prevent, and address technical issues and security threats

Legal and Compliance

• To comply with legal obligations and regulatory requirements
• To enforce our terms and conditions and protect our rights
• To prevent fraud, abuse, and illegal activities
• To respond to legal requests from authorities

Data Sharing and Disclosure

We may share your information in the following circumstances:

Service Providers

We share information with trusted third-party service providers who perform services on our behalf, including:

• Cloud Hosting: Amazon Web Services (AWS) for secure data storage and hosting
• Payment Processing: Secure payment gateways for transaction processing
• Analytics: Google Analytics for website analytics and performance monitoring
• Email Services: Email service providers for communication and marketing campaigns
• Customer Support: Help desk and ticketing systems for customer service

These service providers are contractually bound to protect your information and use it only for the specified purposes.

Business Partners

We may share information with authorized resellers, implementation partners, and integration providers who help deliver our services to you, subject to confidentiality agreements.

Legal Requirements

We may disclose your information if required by law or in response to:

• Court orders, subpoenas, or legal process
• Requests from government authorities or law enforcement
• Protection of our legal rights and property
• Investigation of potential violations of our terms
• Prevention of harm to users or the public

Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred to the acquiring entity, subject to this Privacy Policy.

With Your Consent

We may share your information for any other purpose with your explicit consent.

We do not sell your personal information to third parties.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. Here's what you need to know:

What Are Cookies?

Cookies are small text files stored on your device that help websites remember your preferences and improve functionality. We use both session cookies (temporary) and persistent cookies (remain after you close your browser).

Types of Cookies We Use

• Essential Cookies: Required for the website to function properly, including authentication and security features
• Analytics Cookies: Help us understand how visitors use our website (e.g., Google Analytics)
• Functional Cookies: Remember your preferences and settings for a personalized experience
• Marketing Cookies: Track your browsing habits to show relevant advertisements (with your consent)

Managing Cookies

You can control cookie settings through your browser preferences. Most browsers allow you to:

• View and delete cookies
• Block third-party cookies
• Block all cookies (may affect website functionality)
• Delete cookies when you close your browser

For more information about managing cookies, visit www.allaboutcookies.org.

Other Tracking Technologies

• Web Beacons: Small graphics embedded in emails to track opens and clicks
• Pixels: Code snippets that track user behavior and conversions
• Local Storage: Browser storage for performance and functionality

Data Security

We take the security of your personal information seriously and implement appropriate technical and organizational measures to protect it:

Security Measures

• Encryption: All data transmitted between your browser and our servers is encrypted using SSL/TLS protocols (256-bit encryption)
• Secure Storage: Data is stored on secure servers with restricted access and regular security audits
• Access Controls: Strict access controls and authentication mechanisms for employees and systems
• Regular Backups: Automated backups with disaster recovery procedures
• Security Monitoring: 24/7 monitoring for suspicious activities and security threats
• Employee Training: Regular security awareness training for all staff members
• Vendor Management: Due diligence on third-party service providers' security practices

Your Security Responsibilities

While we implement robust security measures, you also play a role in protecting your information:

• Use strong, unique passwords and change them regularly
• Enable two-factor authentication when available
• Keep your login credentials confidential
• Log out of your account when using shared devices
• Report any suspicious activity immediately

Important: No method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

Your Rights and Choices

You have certain rights regarding your personal information. Depending on your location, these may include:

Access and Portability

• Right to Access: Request a copy of the personal information we hold about you
• Right to Portability: Receive your data in a structured, commonly used format

Correction and Deletion

• Right to Rectification: Request correction of inaccurate or incomplete information
• Right to Erasure: Request deletion of your personal information (subject to legal obligations)

Restriction and Objection

• Right to Restriction: Request limitation on how we process your information
• Right to Object: Object to processing based on legitimate interests or for direct marketing

Consent Withdrawal

• Right to Withdraw Consent: Withdraw your consent at any time where processing is based on consent

Marketing Communications

You can opt out of marketing communications at any time by:

• Clicking the "unsubscribe" link in our emails
• Updating your preferences in your account settings
• Contacting us directly at privacy@optifyegypt.com

Note: You will still receive essential service-related communications even if you opt out of marketing.

How to Exercise Your Rights

To exercise any of these rights, please contact us at privacy@optifyegypt.com or through the contact information provided below. We will respond to your request within 30 days.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Retention Periods

• Active Accounts: Information is retained while your account is active and for as long as needed to provide services
• Inactive Accounts: Data may be retained for up to 3 years after account closure for legal and business purposes
• Financial Records: Billing and transaction data retained for 7 years to comply with tax and accounting regulations
• Marketing Data: Contact information for marketing retained until you opt out or for 2 years of inactivity
• Legal Holds: Information subject to legal proceedings retained until the matter is resolved

Secure Deletion

When personal information is no longer needed, we securely delete or anonymize it using industry-standard methods to prevent unauthorized access or reconstruction.

International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country.

When we transfer information internationally, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses approved by regulatory authorities
• Adequacy decisions recognizing equivalent data protection
• Privacy Shield certification (where applicable)
• Explicit consent for specific transfers

Our primary data centers are located in Egypt and the European Union, ensuring compliance with GDPR and local data protection regulations.

Children's Privacy

Our services are not intended for children under the age of 18. We do not knowingly collect personal information from children under 18 years of age.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at privacy@optifyegypt.com. We will take steps to delete such information from our systems.

Third-Party Websites and Services

Our website may contain links to third-party websites, plugins, and applications. This Privacy Policy does not apply to these external sites or services.

We are not responsible for the privacy practices or content of third-party websites. We encourage you to read the privacy policies of any third-party sites you visit.

When you use third-party integrations with our ERP system, your data may be shared with those services according to their privacy policies and your authorization.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

How We Notify You

When we make changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you via email for significant changes (if you have an account with us)
• Display a prominent notice on our website
• Request your consent where required by law

Review Regularly

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our services after changes are posted constitutes your acceptance of the updated policy.

Contact Us

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

Complaints and Concerns: If you believe we have not addressed your privacy concerns adequately, you have the right to lodge a complaint with your local data protection authority.