Privacy policy
This policy explains what personal data Soltechn processes, for which purposes, under which responsibilities, and how related rights may be exercised. Soltechn does not sell personal databases or use a customer's operational content for purposes unrelated to providing the service.
Scope and controller
This policy describes how information is handled inside Soltechn ERP, including data related to users, companies, customers, suppliers, employees, cases, projects, sales, inventory, finance, support, and other active modules.
The organization that owns the account acts as controller for the operational data it enters into the system and determines its purposes. When Soltechn hosts or supports that data, it acts as processor and handles it under verified customer instructions, the agreement, and the law.
Soltechn acts as controller for data it receives directly to manage accounts, billing, commercial contacts, support, service security, and this public page. The contact channel published on this page can be used to identify and contact the relevant controller.
Information that may be collected
The platform may record data provided by users, data generated by operations, and technical data needed for security and continuity.
- Account data: name, email, username, role, company, branch, and preferences.
- Operational data: documents, tasks, milestones, files, comments, approvals, transactions, customers, suppliers, and records from active modules.
- Security data: sessions, IP addresses, device, browser, authentication events, and critical actions.
- Support data: messages, requests, evidence, attachments, and communications needed to handle incidents.
- Commercial contact and billing data: company, name, email, phone, tax details, and contract or payment records when applicable.
- Data from enabled AI features: instructions, messages, context used by the feature, responses, and usage data needed to operate and audit the assistance.
Purposes and legal bases
Data is processed to provide the contracted service, authenticate users, run ERP processes, bill, provide support, maintain traceability, prevent fraud, meet legal obligations, and improve stability and security.
Depending on the context, processing is based on performing an agreement, complying with a legal obligation, the legitimate interest in protecting and improving the service, or consent when an optional activity requires it. The customer must determine the basis applicable to the data it enters as controller.
- Account and access: authenticate users, manage permissions, and retain preferences.
- Operations and billing: run contracted modules, record transactions, and meet commercial or legal obligations.
- Security and support: detect abuse, audit actions, investigate incidents, and resolve requests.
- Enabled AI: generate requested assistance, allow review, and maintain usage traceability.
Data sources
Data may be provided directly by visitors, users, or administrators; generated through use of the platform; or received from integrations, imports, and sources authorized by the organization.
Data inside ERP modules
Modules may contain sensitive or strategic information, such as legal files, receipts, payments, employee data, internal documents, projects, inventory, quotations, and customer communications.
Access to that information depends on permissions configured by the organization. When classification controls exist, sensitive data may be masked if the user is not authorized to view it.
Security, permissions, and audit
Soltechn ERP includes controls designed to protect the confidentiality, integrity, and availability of information. These controls may include action-based permissions, MFA, auditing, session monitoring, logs, and alerts.
Administrators in each organization should periodically review assigned permissions and remove access that is no longer needed.
Customer instructions and subprocessors
For operational data processed on the customer's behalf, the agreement or addendum must identify data and data-subject categories, purposes, documented instructions, security measures, subprocessors, and processing locations. Soltechn will reasonably help the customer respond to verified data-subject requests and assess incidents.
The list of subprocessors for each deployment and material changes to it will be communicated through the contractual channel, with the possibility of a reasoned objection where applicable. Providers engaged directly by the customer through integrations are governed by their own terms.
Recipients, providers, and integrations
Certain services may involve providers for infrastructure, email, storage, messaging, analytics, payments, or external integrations. Data exchange is limited to what is necessary to provide the configured service.
Personal databases are not sold. Data is disclosed only under customer instructions, to operate an enabled service, protect the platform, meet a legal obligation, or respond to a competent authority.
When an organization enables third-party integrations, it should review the policies, terms, and processing locations of those external services.
Transfers and location
Hosting and provider locations may vary by contracted deployment. When processing involves international transfers, the contractual and technical safeguards required by applicable law will be used.
The organization may request information about providers relevant to its deployment through the official contact channel.
Retention and backups
Information is retained as long as necessary to operate the account, meet contractual obligations, provide support, maintain audit trails, or comply with legal requirements.
Backups may retain data for additional periods for continuity, incident recovery, and security reasons.
Specific retention periods by category—accounts, operational data, support, security, and backups—must appear in the agreement, deployment settings, or information supplied to the customer. At the end of the service, the agreed export and deletion process will apply, except for legally required retention or backups awaiting their documented lifecycle.
Rights and requests
Subject to applicable law, a person may request access, correction, updating, portability, objection, restriction, or deletion of their data, and may withdraw consent without affecting prior processing.
Users should route requests about operational data through their organization's administrators. Requests about accounts, commercial contacts, or data processed directly by Soltechn may be sent to the email address published on this page.
When a request involves company operational data, Soltechn may require validation from an authorized administrator before making changes or deletions.
Automation and AI assistance
If an organization enables AI features, the instruction or message and the context selected for the task may be sent to the configured provider to generate a response. OpenAI or Google Gemini can be configured for the conversations assistant; other features may use different integrations. The actual provider depends on the module and deployment.
The ERP may retain the request, response, and usage data as part of the conversation or audit trail. Soltechn does not use customer operational content to train its own models. Each external provider's retention, location, and possible use of data depend on its agreement and settings; the organization should review those terms before enabling it and may request details for its deployment.
Sensitive information unnecessary for the task should not be included. Retention periods for the ERP, backups, and providers may differ; specific periods depend on agreements, settings, and applicable obligations rather than a single period for all customers.
Automated responses may contain errors and require human review. Soltechn does not independently make decisions with legal or similarly significant effects on people based on those responses.
Before enabling an AI integration that processes operational data, the customer must receive or be able to request the identity of the actual provider, its retention and location terms, and any use for model training or improvement. Not all providers are assumed to have the same policy.
Customer commercial communications
When the customer uses campaigns, messaging, or CRM modules to contact third parties, it must have the applicable authorization or legal basis, retain evidence of it, and honor opt-outs or objections. Soltechn processes delivery under the customer's settings and instructions and may restrict abusive use under the Acceptable Use Policy.
Security incidents
When an incident involving personal data is confirmed, Soltechn will apply its containment and investigation process and notify the affected customer without undue delay, with the information available and in accordance with applicable contractual and legal obligations.
Updates to this policy
This policy may be updated to reflect operational, legal, technical, or security changes. The version published on this page is the current reference for visitors and users.