GDPR document

 

Your company and ERPLY Books

Within the scope of the GDPR, ERPLY Books is a data processor. ERPLY Books provides a platform for storing customer information, but ERPLY Books itself does not acquire or process it on its own. Your organization is the data controller. See a more detailed definition of the two terms by European Commission here.

 

What personal data ERPLY Books saves?

ERPLY Books has customer registry and all the different actions connected to customers and suppliers:

  • The contact information like email, address and contacting people;
  • ERPLY Books stores actions (also the emails) if email is sent to the customer’s contact;
  • Also stores sent/recived invoices to/from the customer/supplier with all the info in the email and all files attached to it.

 

How ERPLY Books stores data according to GDPR?

ERPLY Books stores data in a secure way:

  • All connections are with HTTPS connection;
  • ERPLY Books stores data in an encrypted database.

 

Who can access your data?

  • All the data is accessible only by authorised users;
  • ERPLY Books do not have access to the data unless you five authorisation (for example solving a support ticket).

 

Whenever you extract data from ERPLY Books, you take the responsibility of data subsequently usage.

This includes:

  • Downloading reports;
  • Sending reports/invoices containing emails from ERPLY Books;
  • Retrieving or synchronizing records over API (to some other application).

 

How to manage personal data according to GDPR?

By default, ERPLY Books stores all the data until the user account stays active. Deleting information on the account doesn’t actually remove the information from the database – in accounting, it might be necessary to see deleted items.

If you want to delete personal data permanently, then you must delete also all the aspects of the contact details. As mentioned before the contact details can be in emails, invoices etc. As the accounting laws may differ, you can do following operations:

  • If you want to delete contact details permanently then in Books go to contacts module, open contact card and click “Mark as anonymous”. This will perform following operations:
    • ERPLY Books deletes contacts without any connected documents;
    • Replaces contact personal details with “N/A”;
    • Emails sent to that person are replaced with “N/A”;
    • If you have sent invoices/price offers etc to that person then invoice additional information will be replaced with “N/A”;
    • If you have received payments from that person then payment description will be replaced with “N/A”.
  • The only place where can be personal data that will not be deleted is manually (or by using Purchase Inbox) uploaded files. Those you have to remove manually.