Privacy Policy

Elements ERP Privacy Policy

This Privacy Policy explains how Elements ERP ("we," "our," or "us") collects, uses, discloses, and safeguards your information when you use our Enterprise Resource Planning software, the www.elementserp.com website, the Elements ERP mobile app (iOS and Android), and associated services (collectively, the "Services"). This policy is an integral part of our User Agreement. Details on how we process personal data under Turkish law are also given in our KVKK Disclosure Notice.

By using the Services, you acknowledge that you have read and understood this Privacy Policy.

1. Information We Collect

A. Information You Provide Directly

• Account and business data: Organization name, tax ID, company address, administrator contact details, user name, e-mail address, password, and role assignments.

• Operational and transactional data: Customer and supplier accounts, invoices, orders, inventory records, payment and collection records, and any other business data you upload.

• Support and communication data: Messages, support tickets, and feedback sent to our support team.

B. Information Collected Automatically

• Log and technical data: IP address, browser type, operating system, device information, system activity logs, and error reports.

• Usage data: Feature usage, session durations, and navigation within the Services.

• Cookies and local storage: Session tokens, cookies, and local storage needed to keep you signed in and to maintain your security preferences.

C. Information Specific to the Mobile App

• Device information: When you sign in, your device name, manufacturer, model, and operating system version are registered to your account. You can review and remove registered devices on the app's "Registered devices" screen.

• Notification token: To deliver order notifications, your device's notification token (Firebase Cloud Messaging) is stored with your account. You can turn notifications off in your device settings.

• Camera: The camera opens only when you use it. Barcode scanning happens entirely on your device; those images are not sent to our servers.

• Photos: The photo library is accessed only when you choose a photo, and the chosen photo is sent only for the action you use it for.

• AI photo analysis: In the "Create product from photo" and "Scan invoice or receipt" features, the photo you take or choose, together with the details it contains (such as account names, tax numbers, amounts, and product details), is sent through our servers to the Google Gemini AI service. This happens only after you give explicit permission in the app, and the photo is used only for that analysis. You can withdraw this permission at any time in Settings > "AI photo analysis"; photos are then no longer sent.

• Face ID / fingerprint: Biometric unlock is verified by your device's operating system. We never receive or store your biometric data.

• Crash reports: If the app crashes, a report with the device model, operating system and app version, the error log, and an installation identifier is sent to Google Firebase Crashlytics.

• Data stored on your device: Your session tokens are kept in the device's secure storage (iOS Keychain / Android Keystore). Your app preferences and the daily summary shown in home screen widgets are stored only on your device.

The mobile app shows no ads and does not track you across other companies' apps or websites. We do not use your personal data for advertising.

2. How We Use Your Information

We process your data only to perform our contract with you, to meet legal obligations, and for legitimate business interests:

• Service delivery: Hosting, operating, and updating the Elements ERP platform.

• Notifications: Notifying your mobile device of events such as new orders.

• Security: Detecting and preventing unauthorized access, fraud, and technical issues, including using IP addresses where needed.

• Support: Resolving errors and answering your technical requests.

• Improvement: Analyzing aggregated, anonymized usage data and crash reports to improve the Services.

• Legal compliance: Meeting tax, accounting, and other legal obligations.

3. Data Ownership and Confidentiality

• Customer ownership: You retain full ownership of all business data you upload to Elements ERP.

• No selling of data: We do not sell, rent, or trade your personal or business data to third parties under any circumstances.

• Confidentiality: Your data is treated as confidential and is accessible only to authorized personnel with an operational need.

4. Information Sharing and Disclosure

We share information with third parties only in these cases:

• Service providers: Providers we rely on to run the Services, bound by data processing agreements. These include cloud hosting and backup providers and the following Google services:

  • Google Firebase Cloud Messaging: delivering mobile notifications.

  • Google Firebase Crashlytics: mobile app crash reports.

  • Google Gemini: AI photo analysis, only with your permission.

  These providers process your data only on our behalf and for the purposes in this policy, and must provide the same or equal protection as described here.

• Integrations: Integrations you enable (e-invoicing, banks, marketplaces, e-commerce) receive the data the transaction requires.

• Legal requirements: When required by law, court order, or a request from a competent authority.

• Business transfers: In a merger, acquisition, or asset sale, provided the acquiring party keeps the same privacy protections.

5. International Data Transfers

Servers of our service providers (including Google) may be located outside Türkiye. Your data may be transferred abroad in line with the Turkish Personal Data Protection Law No. 6698 (KVKK) and other applicable law.

6. Data Security

We protect your data with the following measures:

• Encryption: All communication between the apps and our servers uses encrypted connections (HTTPS/TLS).

• Access control: Role-based access control and audit logging.

• Backups: Regular automated backups and disaster recovery procedures.

7. Data Retention and Deletion

• Business data: Kept for the duration of your subscription and afterwards for as long as legal retention obligations (such as tax and commercial law) require.

• Registered devices and notification tokens: A registered device is deleted when you remove it on the "Registered devices" screen or your account is deleted. When you sign out, the device's notification token is invalidated and that device can no longer receive notifications; the token stored with your account is replaced when you sign in again or deleted when your account is deleted.

• AI scan results: Drafts and scan history are kept in your account until you delete them or your subscription ends.

• Crash reports: Kept by Firebase Crashlytics for up to 90 days.

• Account deletion: User accounts are created and can be deleted by your company's administrator. You can request deletion of your account and personal data from your administrator or at privacy@elementserp.com. When your contract ends, you can request export and permanent deletion of your organization's data; data under a legal retention obligation is deleted when that period ends.

8. Your Rights and Withdrawing Consent

Under Article 11 of KVKK and other applicable laws (such as the GDPR), you have the right to access your data, receive a copy, request correction or deletion, object to processing, and restrict processing.

You can withdraw any consent you have given at any time:

• AI photo analysis: in the mobile app, Settings > "AI photo analysis".

• Notifications, camera, and photo access: your device settings.

• Any other request: privacy@elementserp.com.

9. Children's Privacy

The Services are intended for businesses and are not designed for use by anyone under 18. We do not knowingly collect personal data from children.

10. Third-Party Links

We are not responsible for the privacy practices of third-party websites and apps linked from the Services. Please review their privacy policies separately.

11. Changes to This Privacy Policy

We may update this policy to reflect legal or service changes. Material changes will be announced through system notifications, e-mail, or the updated date at the top of this page.

12. Contact Us

For questions or requests about this policy or your personal data:

• E-mail: privacy@elementserp.com

• Phone: +90 850 304 77 02

• Address: Ostim OSB Mah. 100. Yıl Bulvarı, No:55B/16 06374 Yenimahalle/Ankara, Türkiye