Privacy Policy | ROCKEYE ERP

1. Introduction

This Privacy Policy describes how Hidden Brains, together with its subsidiaries and affiliates (collectively referred to as “Hidden Brains”, “we”, “us”, or “our”), collects, uses, discloses, and safeguards personal data in connection with ROCKEYE ERP, its associated modules, platforms, mobile applications, cloud infrastructure, implementation services, support services, integrations, events, and related offerings (collectively, the “Services”).

ROCKEYE ERP is a proprietary product developed and owned by Hidden Brains. This Privacy Policy applies to personal data processed through ROCKEYE ERP and related Services, whether accessed via websites, mobile applications, cloud environments, APIs, professional services engagements, customer support interactions, or any other online or offline channels.

By accessing or using ROCKEYE ERP or any associated Services, or by submitting personal data to us through any channel (including web forms, email, telephone, chat interfaces, integrations, or in-person interactions), you acknowledge that you have read and understood this Privacy Policy and agree to its terms, subject to applicable data protection laws in your jurisdiction.

2. Scope and Roles

This Privacy Policy applies to the use of the ROCKEYE ERP solution and related services by customers, users, and other stakeholders who interact with the ERP (“Services”), including where personal data is processed in the context of such use. Depending on the scenario, ROCKEYE ERP (or its operating entity) may act as:

a data controller/data fiduciary for personal data it collects and determines the purposes and means of processing (for example, user account data, billing details, and communications); and
a data processor/data trustee where it processes personal data on behalf of its customers in accordance with their documented instructions (for example, data stored within the ERP by the Licensee).

3. Definitions

User Account/License means a unique account created for You to access our Service or parts of our Service.
App refers to our mobile apps available via Google Play Store or Apple iTunes Store.
Company (referred to as either “the Company”, “We”, “Us” or “Our” in this Agreement) refers to ROCKEYE ERP.
Cookies are small files that are placed on your computer, mobile device or any other device by a website, containing the details of your browsing history on that website among its many uses.
Device means any device that can access the Service such as a computer, a laptop or a digital tablet.
Personal Data is any information that relates to an identified or identifiable individual.
Purposes as described in the Use of Your Personal Data section below.
Service refers to the ERP Solution & services.
Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used.
Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
You mean the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

4. Collecting and Using Your Personal Data

4.1 Types of Data Collected

4.1.1 Personal Data

By using the Service, you agree and acknowledge that you are providing all personal information, including sensitive personal data or information to us voluntarily. You hereby consent to our collection, storage, processing, disclosure and transfer to third parties, including our affiliates and other group companies, in any location including outside India of such personal information and including sensitive personal data provided that such third parties ensure that your personal information is protected in compliance with standards that are comparable to the standards of protection afforded to it in India for the Purposes. You may choose to not provide us with your personal information, but in the event that you do so, we will be unable to provide you access to our Service.

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

Email address
First name and/or Last name
Profile Photo
Trade name/ Firm/ Company Name
Profile Role
Phone/ Mobile number
Address, City, State, Pincode, Country
Usage Data

Personally identifiable information via “User Login” – At times, we provide facility to You to Login with ERP interface in order to make log-in or registration easy for You.

4.2 Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device’s Internet Protocol address (e.g. IP address), Latitude/ Longitude, browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.

We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.

4.3 Automated Data Processing

We use Cookies and similar tracking technologies to track the activity on our Service offerings on ERP and certain other information. Tracking technologies used are beacons, tags and scripts to collect and track information and to improve and analyze our Service.

4.3.1 Internal Use of Automated Tools

We may use automated tools, including AI-enabled systems, to support activities such as software development, quality assurance, support operations, documentation, translation, transcription, and security monitoring.
Where third-party tools are involved, their use is subject to strict access controls, data-minimization principles, logging, and appropriate technical and organizational safeguards.
Identifiable personal data is shared only where necessary. Wherever feasible, anonymized, aggregated, or masked data is used, and sensitive or special-category data is excluded. Contractual and technical measures are applied to prevent unauthorized use of personal data, including restricting its use for independent model training by third parties.

4.3.2 Automated Features in Products and Services

Some of our solutions may include automated or AI-assisted features such as analytics, recommendations, pattern detection, natural language interfaces, transcription, or summarization.
Inputs and outputs associated with these features may be processed solely to deliver functionality, maintain quality, ensure security, prevent misuse, and comply with legal obligations.
Where we act as a data processor, the use of personal data in connection with such features is governed by customer agreements and handled strictly in line with documented customer instructions.

5. Legal Basis and Purposes of Processing

Where required by applicable law (including GDPR and DPDPA), we process Personal Data under one or more of the following legal bases: consent, performance of a contract, compliance with legal obligations, and legitimate interests (balanced against your rights and expectations). We use Personal Data for the following purposes:

Service delivery and operations (performance of a contract / legitimate interests): providing, configuring, operating and improving the ERP, creating and managing user accounts/licences, authenticating users, providing customer support, and ensuring availability and functionality of the Service.
Sales, marketing and communications (consent / legitimate interests): responding to enquiries, sending requested information, and sending newsletters, product updates and promotional communications where permitted and allowing you to opt-out at any time.
Analytics, improvement and personalization (legitimate interests / consent, where required): monitoring usage trends, improving the ERP, and generating de-identified or aggregated insights.
Compliance, security and risk management (legal obligations / legitimate interests): protecting our systems and users, preventing fraud or misuse, and complying with applicable laws, regulations and court orders.

We may share Your personal information in the following situations:

With Service Providers: We may share Your personal information with Service Providers to monitor and analyze the use of our Service, and to contact You.
For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.
With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.
With business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.
With other users: When you share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside.
With Your consent: We may disclose Your personal information for any other purpose with Your consent.

6. Tracking Technologies and Cookies

6.1 The technologies We use may include:

6.1.1 Cookies or Browser Cookies: A cookie is a small file placed on Your Device. You can instruct Your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if You do not accept Cookies, You may not be able to use some parts of our Service. Unless you have adjusted Your browser setting so that it will refuse Cookies, our Service may use Cookies.
6.1.2 Web Beacons: Certain sections of our Service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the Company, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of a certain section and verifying system and server integrity).

Cookies can be “Persistent” or “Session” Cookies. Persistent Cookies remain on Your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close Your web browser.

We use both Session and Persistent Cookies for the purposes set out below:

Necessary / Essential Cookies
Type: Session Cookies
Administered by: Us
Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.
Cookies Policy / Notice Acceptance Cookies
Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies identify if users have accepted the use of cookies on the Website.
Functionality Cookies
Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.

7. Use of Your Personal Data

The Company may use Personal Data for the following purposes:

To provide and maintain our Service, including to monitor the usage of our Service.
To manage Your Account/ License, to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.
For the performance of a contract, the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.
To contact You by email, telephone calls, SMS, WhatsApp or other equivalent forms of electronic communication, such as mobile application push notifications regarding updates or informative communications related to functionalities, products or contracted services, including security updates when necessary.
To provide You with news, special offers and general information, about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.
To manage Your requests, including attending to and managing requests submitted to Us.
For business transfers, we may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets.
For other purposes, such as data analysis, identifying usage trends, determining the effectiveness of promotional campaigns, and evaluating and improving our Service, products, services, marketing and your experience.
Marketing of Services and Involvement of Third Party: We may contact you from time to time regarding products or services that may be relevant to your business.
Where permitted by law or based on your explicit consent, we may collaborate with selected partners to offer related products or services. Such partners may act either as independent controllers or as processors depending on the nature of the engagement.
In circumstances where your Personal Data is shared with a third party, it will be processed strictly in accordance with our documented instructions or pursuant to your explicit consent.
We do not sell your Personal Data. You may opt out of receiving marketing communications at any time by using the unsubscribe link provided in our emails or by contacting us.

8. Retention of Your Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, regulatory, contractual, accounting or reporting requirements. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies. The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods. Delete or return all Licensee data upon Agreement termination as per this policy.

9. Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company’s operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ from those from Your jurisdiction.

Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.

10. Disclosure of Your Personal Data

If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.

11. Law Enforcement

Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

12. Other Legal Requirements

The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:

Comply with a legal obligation
Protect and defend the rights or property of the Company
Prevent or investigate possible wrongdoing in connection with the Service
Protect the personal safety of Users of the Service or the public
Protect against legal liability

13. Security of Your Personal Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.

14. Children’s Privacy

Our Service does not address anyone under the minimum age of digital consent in their jurisdiction. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us. If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent, We take steps to remove that information from Our servers.

If We need to rely on consent as a legal basis for processing Your information and Your country requires consent from a parent, We may require Your parent’s consent before We collect and use that information.

15. Changes to this Privacy Policy

We may update Our Privacy Policy from time to time. We will make such changes by posting the new Privacy Policy on this page. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

16. Third-Party Sites and Services

Our websites and Services may contain links to or integrations with third-party websites, applications, platforms, plugins or services that are not controlled by us. This Privacy Policy does not apply to those third parties. You are encouraged to review their privacy notices to understand how they process your data, as we are not responsible for their practices.

17. Contact Us

If you have any questions about this Privacy Policy, You may contact us at privacy@rockeye.com

If we need to rely on consent as a legal basis for processing your information, we may require Your parent’s consent before We collect and use that information.