Privacy Policy

1.Introduction

This Privacy Policy explains how PRECISE ERP SOLUTIONS LLC collects, uses, stores and protects information when people visit this website, contact the business, or engage the company for enterprise resource planning and computer integrated systems design services. PRECISE ERP SOLUTIONS LLC operates from 7402 W Shining Amber Ln, Tucson - 85743-1479, United States (US). The digital platform and service documentation referenced throughout this website are maintained under the developer name Precise ERP, which is the internal development practice of the company. The developer name Precise ERP and the registered company name PRECISE ERP SOLUTIONS LLC describe the same operation and both refer to the organisation that is responsible for the personal data described in this document.

The company takes a deliberately plain approach to privacy. Rollout work involves reading business processes, moving data between systems and holding working conversations with client teams, so the company treats information handling as part of the service itself rather than as a legal formality bolted on at the end. This policy sets out what is collected, why it is collected, how long it is kept and what choices are available to the people concerned.

By using this website or sending a message to the contact address listed below, a visitor confirms that the visitor has read this policy and understands how information may be used. Where a client has entered into a separate written services agreement, that agreement may contain additional or more specific privacy terms, and in the event of a conflict the services agreement controls for the work delivered under it.

2.Scope of This Policy

This policy applies to information collected through this website, through email and telephone contact with the company, through written proposals and statements of work, and through the delivery of ERP rollout services. It does not apply to information that a client stores inside its own third party software platform, because those platforms are governed by the terms and privacy notices of their own providers. The company configures and migrates platforms but does not own or operate them on an ongoing basis after handover.

This policy also does not cover the practices of partner organisations, hosting providers or other third parties that operate under their own privacy statements. Where the company relies on such providers to deliver a service, the company selects providers with written confidentiality obligations and reviews those obligations as part of project planning.

3.Information We Collect

The company collects several categories of information. The category that applies depends on whether a person is simply visiting the website, writing for general information, or engaging the company for a rollout project.

Information provided directly

• Name, job title and employer name where these are shared in a message or meeting.
• Email address and telephone number supplied through the contact form or by direct correspondence.
• The content of messages, questions, proposals and written notes exchanged during scoping.
• Business address and billing details required to prepare a written proposal.
• Meeting notes, rollout sitting minutes and go-live note records where the client agrees to them being held.

Information collected automatically

• Standard connection information such as the internet protocol address of the device used to reach the site.
• Browser type, operating system and device category, recorded in server logs for reliability and security.
• The pages visited on this website and the dates and times of those visits.
• The address of the page that referred a visitor to this website, where a browser sends that value.

Information received during a project

• Process descriptions, workflow maps and interview notes produced during the reading week.
• Module tickets and their approval states, together with the names of client reviewers.
• Migration sheets, exception notes, control totals and variance memoranda produced during the rollout.
• Data extracts supplied by a client for the purpose of migration and audit, handled under the rules set out later in this policy.

4.How We Collect Information

Most information is provided directly by a person or by an authorised representative of a client organisation. This includes messages sent through the contact form, email messages, telephone conversations, written proposals and the working documents produced during a project. The company does not purchase personal data lists, does not scrape contact details from third party websites and does not acquire personal information from data brokers.

A smaller amount of information is collected automatically by the web server when a page is requested. These server logs exist to keep the site available, to diagnose faults and to block abusive traffic. Log information is not combined with project records and is not used to build profiles of individual visitors.

Where a client team shares information about employees, customers or vendors during a rollout, the client remains responsible for having a lawful basis to share that information. The company expects clients to minimise the personal data included in extracts and to mask or exclude fields that are not needed for the migration to succeed.

5.Why We Use Information

Information is used for a narrow set of purposes that relate directly to operating the business and delivering agreed work. Each purpose below describes the operational need that drives the use.

• To reply to enquiries received through the contact form, email or telephone, and to arrange a rollout sitting.
• To prepare written proposals, statements of work and estimates for a prospective client.
• To deliver ERP rollout services, including module configuration, migration runs, sandbox rehearsals, audit rounds and go-live support.
• To produce and retain the written records that make a rollout reversible and auditable.
• To maintain the security, availability and integrity of this website and of project communications.
• To satisfy accounting, tax and record keeping duties that apply to the company.
• To answer questions about work already delivered and to provide reasonable after handover support.
• To improve service templates and internal checklists using aggregated lessons that do not identify any client.

The company does not sell personal information. The company does not rent contact details to advertisers. The company does not use project information to train public models or to market services to a client team without an invitation to do so.

6.Legal Bases for Processing

Where data protection law requires a legal basis for processing, the company relies on one or more of the following bases.

Contract

Processing is necessary to prepare a proposal, to enter into a services agreement or to deliver the work described in that agreement. This includes the migration, sandbox, audit and go-live records produced during a project.

Legitimate interests

Processing supports the operation of the business in ways that a reasonable person would expect, such as responding to a business enquiry, keeping server logs for security, managing a working relationship and maintaining written project records. The company weighs those interests against the rights of the people concerned and limits the use of information to what is necessary.

Legal obligation

Some information must be retained to meet accounting, tax, contractual or regulatory duties. Where this applies, the company keeps only the information that the duty requires and for the period that the duty requires.

Consent

Where the company asks for consent, for example before sending occasional service updates, the consent is requested clearly and can be withdrawn at any time by writing to the contact address in this policy. Withdrawal of consent does not affect processing that took place before the withdrawal.

7.Client Data and Project Records

During a rollout, the company produces a substantial body of written material. This material includes the reading week map, module tickets, migration sheets, sandbox observation notes, data audit variance memoranda and the go-live note board record. These documents are held as project records because they are the evidence that a change was authorised, executed and verified.

Project records are stored in a restricted area of the company file system. Access is limited to the people assigned to the engagement and to a small number of managers who review quality. Project records are not shared with other clients, are not used in marketing material without written permission, and are not published in any form that identifies the client or the client team.

Where a client supplies a working extract for migration, the extract is treated as temporary. It is stored in an isolated location, used only for the migration run described on the corresponding migration sheet, and removed when the run is closed and the audit round has recorded the result. The company asks clients to supply the smallest useful extract and to avoid including sensitive fields that the target platform does not need.

8.Data During Migration and Rollout

Migration is the point at which personal information is most likely to pass through the company hands. The company applies a set of fixed rules to every migration sheet run.

• Every extract is named on a migration sheet before it is transferred, with a stated purpose.
• Transfers use encrypted connections and stored extracts are held in encrypted storage.
• Only the fields listed on the sheet are used, and extra fields are dropped at receipt.
• Extracts are deleted once the audit round for the corresponding run is closed.
• Exception notes record the reason for any row that is excluded, so the client can review the decision.
• Sandbox copies are refreshed on a schedule and destroyed at the close of each rehearsal window.

Where a client asks the company to migrate historical records that contain sensitive personal information, the company will agree a written handling note before any extract is transferred. The handling note names the people with access, the retention period and the destruction method.

9.Cookies and Similar Technologies

This website is built as a small set of static pages and does not use advertising cookies or third party tracking scripts. A browser may store standard technical values such as a session identifier created by the hosting layer in order to serve the pages reliably. These technical values are used only to deliver the requested page and are not used to build a behavioural profile.

A visitor can set the browser to block or delete cookies. Blocking technical values may affect how quickly pages load but will not prevent access to the published content. If the company later adds a measurement tool that stores information on a device, this policy will be updated before the tool is enabled and a consent prompt will be shown where the law requires one.

10.How We Share Information

The company shares information only where there is a clear operational need and an appropriate safeguard. The categories below describe the situations in which sharing may occur.

• Within the company. People assigned to a project see the records they need to deliver their part of the work.
• With the client. Project records are shared with the client team as part of normal delivery and handover.
• With software vendors. Where a configuration question requires vendor input, the company shares the minimum information needed and asks permission first.
• With professional advisers. Legal, accounting and insurance advisers may receive information where necessary, under professional confidentiality duties.
• With authorities. Information may be disclosed where a valid legal demand requires it, limited to the scope of the demand.
• In a business transfer. If the business is reorganised or transferred, records may move with it, subject to this policy continuing to apply.

The company does not share information for cross-context behavioural advertising, does not share information with data brokers, and does not allow a vendor to reuse a client extract for the vendor own purposes.

11.Service Providers and Subprocessors

The company uses a limited number of service providers for hosting, email delivery, file storage, accounting and project documentation. A provider is engaged only when the service cannot reasonably be delivered in house, and each engagement is governed by a written agreement that includes confidentiality and security obligations.

Providers are reviewed at least once a year. The review considers the provider security posture, incident history, data location and subprocessor list. A provider that fails the review is replaced. A current list of providers is available on request from the contact address below, subject to reasonable confidentiality limits.

12.Data Retention

Information is kept only for as long as a stated purpose requires. The table below sets out the standard periods the company applies. A client agreement may set a different period where the work or the law demands it.

• General enquiries: retained for up to fourteen months after the last message, then deleted unless a project begins.
• Proposals that do not proceed: retained for up to twenty four months, then removed.
• Active project records: retained for the life of the engagement and for six years after handover, reflecting the period in which an audit or dispute is most likely.
• Migration extracts: deleted at the close of the corresponding audit round.
• Sandbox copies: destroyed at the close of each rehearsal window.
• Server logs: retained for up to ninety days, then rotated and deleted.
• Accounting and tax records: retained for the period required by applicable law, which is typically six to seven years.

When a retention period ends, records are deleted or irreversibly anonymised. Where a record is part of an active legal hold, deletion is postponed until the hold is released.

13.Security Measures

The company applies technical and organisational measures that are proportionate to the sensitivity of the information it holds. These measures are reviewed as part of every engagement and adjusted when a project introduces a new kind of data.

• Access to project storage is restricted by named accounts and multi factor authentication.
• Extracts, migration sheets and audit records are stored in encrypted form at rest and in transit.
• Working machines carry full disk encryption and are locked when unattended.
• Project files are shared through links with an expiry date rather than by open attachment where the content is sensitive.
• People assigned to a project receive a written confidentiality briefing before access is granted.
• Suspected incidents are logged, investigated and reported to affected clients without undue delay.

No system is perfectly secure. The company therefore pairs its technical controls with a written incident procedure that sets out who is contacted, what is recorded and how the company works with a client to limit harm. Details of the procedure are available to clients on request.

14.International Transfers

The company is based in the United States and stores most project information on servers located in the United States. Where a client is based outside the United States, or where a provider stores information in another country, the company ensures that a recognised transfer safeguard is in place before information moves.

Safeguards may include standard contractual clauses approved by a relevant authority, an adequacy decision covering the destination country, or a written agreement that imposes equivalent confidentiality and security duties. Clients who need a specific safeguard for a particular engagement should state that requirement in writing before migration begins.

15.Your Privacy Rights

Depending on where a person lives, privacy law may provide a set of rights over personal information. The company honours the following rights for everyone who contacts it, subject to the limits described below.

• Access: a person may ask for a copy of the personal information the company holds about that person.
• Correction: a person may ask the company to correct information that is inaccurate or incomplete.
• Deletion: a person may ask for information to be deleted where there is no continuing legal or contractual reason to keep it.
• Restriction: a person may ask the company to limit how information is used while a question is investigated.
• Portability: a person may ask for a copy of information in a structured and commonly used format.
• Objection: a person may object to processing that relies on legitimate interests, and the company will explain whether it can continue.
• Withdrawal of consent: a person may withdraw consent for optional uses at any time.
• Non discrimination: the company will not treat a person less favourably for exercising a privacy right.

Requests should be sent to support@preciseerpsolutions.com with enough detail to identify the person and the information concerned. The company responds within thirty days and may ask for reasonable verification to protect the records from an unauthorised request. Where a request concerns information held on behalf of a client, the company will refer the request to that client, because the client decides how its own business records are used.

16.Privacy for Children

This website and the services described on it are intended for businesses and professional users. They are not directed to children, and the company does not knowingly collect personal information from a child under the age of sixteen. If the company learns that information belonging to a child has been collected in error, the company will delete it promptly.

A parent or guardian who believes that a child has supplied information to the company should write to support@preciseerpsolutions.com so that the record can be located, verified and removed. The company does not run contests, games or loyalty features on this website that would invite participation by children.

17.Marketing Communications

The company sends service updates only to people who have asked for them or to client contacts with whom an active project relationship exists. Every marketing message includes a simple way to stop receiving further messages, and the stop request is processed within a few working days.

Transactional messages, such as a note confirming a rollout sitting, a migration sheet summary or a go-live schedule, are part of delivering the service and are not treated as marketing. They may continue for the duration of an engagement even if a person has opted out of marketing messages.

18.Automated Decision Making

The company does not make decisions about people using automated processing that produce legal effects or similarly significant effects. Rollout decisions, such as whether a module is ready to go live, are made by named people after reviewing the corresponding sheet and note record. Automated checks assist the review by counting rows and flagging mismatches, but a person always makes the final call.

If a future service were to introduce profiling or automated scoring, this policy would be updated before the practice began, and the company would explain the logic, the significance and the available review route.

19.Third Party Websites

This website may link to external pages, documentation, software vendor portals or professional resources. Those sites are operated by other organisations and are governed by their own privacy notices. The company does not control the content or the practices of external sites and encourages visitors to read the relevant notice before sharing information with them.

A link from this website is not an endorsement of every practice on the destination site. If a linked site appears to have been compromised or to publish misleading content, write to the contact address below so that the link can be reviewed.

20.Changes to This Policy

This policy may be updated to reflect a change in the services offered, a change in the providers used, or a change in the law. When a material change is made, the date at the top of the page is revised and a short note describes the change. Where the change affects how an existing client record is handled, the company will give notice by email before the change takes effect.

Previous versions of this policy are retained internally so that the company can answer questions about which version applied at a given time. A client may request a copy of the version that was in force when an engagement began.

21.Contact Us

Questions about this policy, requests to exercise a privacy right, or concerns about how information has been handled should be directed to the company using the details below.

The company welcomes early contact on any privacy question. A short message that names the project, the record and the outcome that the person would like is usually enough to start. The company will acknowledge the message, explain the next step and follow up with a written response within thirty days.