Privacy Policy

1. Introduction

Welcome to Dicta Solutions. We specialize in developing Enterprise Resource Planning (ERP) systems for local businesses to manage and optimize their operations. At Dicta Solutions, we are committed to protecting the privacy and security of all data entrusted to us by our clients, their employees, and their customers.

This Privacy Policy explains how Dicta Solutions we collects, uses, discloses, and safeguards information in connection with our ERP software solutions, consulting services, and company website. This policy applies to all Dicta Solutions products, services, and websites.

2. Information We Collect

2.1 Business Client Information

  • Company name, address, contact details, and business registration information
  • Authorized user names, positions, and contact information
  • Billing and payment information
  • Business requirements and customization preferences

2.2 System Data

  • Operational data processed through our ERP systems (inventory, sales, HR, finance, etc.)
  • User activity logs within the ERP system
  • System performance data and technical logs
  • Custom configurations and business rules

2.3 Technical Information

  • Device information (IP address, browser type, operating system)
  • Cookies and similar tracking technologies on our websites
  • Connection data and network information

2.4 Employee and Customer Data (Processed on Behalf of Clients)

Our ERP systems may process personal data of our clients' employees and customers. We process this data solely as a data processor on behalf of our clients, who are the data controllers.

3.1 Service Delivery

  • To develop, implement, and maintain ERP systems tailored to client needs
  • To provide technical support and troubleshooting
  • To process transactions and manage billing
  • To communicate about service updates, maintenance, and security

3.2 System Improvement

  • To analyze system performance and identify areas for improvement
  • To develop new features and functionalities
  • To ensure system security and prevent fraud

3.3 Compliance and Operations

  • To comply with legal obligations and regulatory requirements
  • To enforce our terms and conditions
  • For business administration and record-keeping

4. Data Processing as a Processor

When our clients use Dicta Solutions ERP systems to process personal data of their employees or customers, we act as a data processor. In this capacity:

  • We process personal data only according to our clients' instructions
  • We implement appropriate technical and organizational security measures
  • We assist clients in fulfilling their data protection obligations
  • We do not use processed data for our own purposes

5. Data Security

We implement comprehensive security measures to protect all data:

5.1 Technical Safeguards

  • Encryption of data in transit and at rest
  • Regular security assessments and penetration testing
  • Secure data centers with restricted access
  • Regular security updates and patches

5.2 Organizational Measures

  • Employee training on data protection
  • Strict access controls and authentication protocols
  • Regular security audits and compliance checks
  • Incident response and breach notification procedures

6. Data Retention

6.1 Client Data

We retain client business information for as long as necessary to provide our Services and as required by law. After termination of services, we retain data for a limited period as specified in our service agreements.

6.2 System Data

ERP system data is retained according to client instructions and configuration. We provide data export options and assistance with data migration upon service termination.

7. Data Sharing and Disclosure

We do not sell, rent, or trade client data. We may share information in the following circumstances:

  • With Service Providers: Trusted partners who assist in delivering our Services (hosting, payment processing, etc.)
  • For Legal Compliance: When required by law, regulation, or legal process
  • Business Transfers: In connection with a merger, acquisition, or sale of assets
  • With Client Consent: When explicitly authorized by our clients

8. International Data Transfers

As a local ERP provider, we primarily process data within [Country/Region]. If cross-border transfers occur, we implement appropriate safeguards such as Standard Contractual Clauses or ensure the recipient jurisdiction provides adequate protection.

9. Client Responsibilities

Our clients are responsible for:

  • Obtaining necessary consents from their employees and customers
  • Complying with applicable data protection laws
  • Configuring privacy settings within their ERP system
  • Managing user access and permissions appropriately

10. Your Rights

Depending on your relationship with us and applicable laws, you may have rights including:

  • Access to your personal information
  • Correction of inaccurate or incomplete data
  • Deletion of your data under certain conditions
  • Restriction or objection to processing
  • Data portability
  • Withdrawal of consent (where processing is based on consent)

To exercise these rights, please contact us using the information below. For data processed on behalf of our clients, please contact the relevant client directly.

11. Cookies and Tracking Technologies

Our websites use cookies to:

  • Remember user preferences and settings
  • Analyze website traffic and usage patterns
  • Improve user experience and site functionality

Users can control cookie preferences through browser settings.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically. We will notify clients of material changes through email or system notifications and post updated versions on our website with a new effective date.

13. Contact Us

For questions, concerns, or requests regarding this Privacy Policy or our data practices:

Dicta Solutions
7/2/5, Meridian cort, Homagama, Sri Lanka
0777-324350
support@dictasolutions.net
dictasolutions.net

Data Protection Officer:
[A C Wimalasooriya : 0771-364760]

14. Complaints

If you have concerns about our data practices, please contact us first. You also have the right to lodge a complaint with your local data protection authority.

This Privacy Policy is part of our Terms of Service and governs your use of Dicta Solutions ERP systems and services.