Privacy Policy

1 Introduction & Scope

Welcome to Viphee ERP ("we", "our", "us", or "Viphee"), operated by Viphee Technologies. Viphee is an enterprise resource planning (ERP) platform designed specifically for manufacturing companies, engineering workshops, and industrial enterprises.

We are firmly committed to safeguarding the confidentiality, integrity, and security of all commercial, production, financial, and personal information entrusted to us by our customers, partners, and website visitors.

This Privacy Policy governs your use of the Viphee website (https://viphee.com), the Viphee Cloud ERP application, APIs, and associated mobile or messaging services (such as WhatsApp MIS reporting).

2 Information We Collect

We collect and process the following categories of information to provide seamless ERP services:

A. Account & Contact Information

• Personal Identifiers: Name, professional email address, phone number, job title, and organization name when you schedule a demo, register for an account, or contact support.
• Login Credentials: Username, encrypted passwords, and multi-factor authentication (MFA) tokens for authenticated system access.

B. Enterprise Operational Data (Customer Data)

During the standard course of using Viphee ERP, authorized users within your organization upload and generate operational business records, including:

• Master data (Customers, Vendors, Chart of Accounts, Items, Raw Materials, Machines, Workstations).
• Transaction records (Sales Orders, Quotations, Purchase Orders, Goods Receipt Notes, Invoices, Delivery Challans, Payments).
• Shopfloor & Engineering data (Bill of Materials, Routing Sheets, Quality Inspection Logs, Machine Downtime, Job Cards).
• Statutory details (GSTIN, HSN codes, PAN, state codes, and E-Way/E-Invoice compliance parameters).

C. Technical & Diagnostic Information

• Log Data: IP addresses, browser types, operating systems, time stamps, and URLs requested.
• Usage Metrics: System performance metrics, error traces, and feature interactions used to maintain high system availability and diagnose bugs.

3 How We Use Your Information

We process information strictly for legitimate commercial and technical purposes:

• To operate, host, and maintain the Viphee ERP platform, modules, and database structures.
• To compute material requirement planning (MRP), stock balance valuations, ledger balances, and manufacturing cost rollups.
• To deliver automated reports requested by authorized managers (e.g., daily WhatsApp MIS summaries, pending dispatch alerts).
• To facilitate third-party statutory generation (such as E-Invoice QR codes and GST E-Way bills through authorized government NIC GSP gateways).
• To provide technical support, troubleshooting, bug fixes, and feature enhancements.
• To invoice your organization for subscription licenses and enterprise support agreements.

4 Customer Data Ownership & Confidentiality

Viphee acts strictly as a Data Processor regarding the business records and operational files you store in the ERP. You remain the sole Data Controller and proprietor of all your intellectual property, BOM formulas, drawings, customer pricing matrices, and vendor contracts.

• Data Portability: You maintain the continuous right to export all your transactional tables, customer ledgers, stock registers, and vouchers into standard Excel (.xlsx), CSV, and PDF formats at any time.
• Non-Disclosure: Our engineering and support personnel operate under strict non-disclosure obligations and only access your specific tenant database upon your explicit technical support request.

5 Data Security & Storage Architecture

We implement defense-in-depth security controls designed to safeguard enterprise manufacturing operations against unauthorized access, loss, or manipulation:

• Encryption in Transit: All data transmitted between your browser and Viphee servers is encrypted using modern Transport Layer Security (TLS 1.2 / TLS 1.3) with 256-bit certificates.
• Encryption at Rest: Tenant databases, file uploads, and system backups are encrypted on disk utilizing industry-standard AES-256 encryption.
• Tenant Isolation: Logical data separation guarantees that one customer's database records are strictly isolated from any other organization's tenancy.
• Role-Based Access Control (RBAC): Granular module and screen-level permissioning ensures only your designated employees can view or edit sensitive modules (such as financial statements, profit margins, or payroll).
• Automated Backups: Nightly encrypted snapshots are taken and archived with point-in-time recovery to protect against accidental corruption or data loss.

6 Third-Party Service Providers & Integrations

Viphee ERP may interface with trusted third-party providers strictly to deliver specialized ERP functionalities:

• Cloud Infrastructure: Enterprise-tier data centers located with high reliability, physical security, and redundant power infrastructure.
• WhatsApp Business API: To deliver scheduled MIS digests and dispatch alerts directly to your authorized phone numbers via Meta-verified communication channels.
• GST & E-Way Bill Portals: Secure GSP (GST Suvidha Provider) gateways for real-time IRN generation, E-Way bills, and GST portal reconciliation.
• Analytics: Anonymous aggregate website visit tracking (via Google Analytics) solely on public marketing pages to improve page speed and layout. Public web analytics do not track data inside your private ERP tenant.

7 Data Retention & Account Termination

We retain your operational ERP data for as long as your enterprise subscription is active. In the event of contract termination:

• You will be provided a reasonable grace window (minimum 30 days) to download all comprehensive data dumps and accounting registers.
• Following the grace period, all active production databases and tenant records are permanently sanitized and purged from active production servers in accordance with enterprise data deletion guidelines.

8 User Rights & Statutory Compliance

Depending on your jurisdiction (including India's Digital Personal Data Protection Act, DPDP, and international privacy standards), you and your registered staff members have the right to:

• Access the personal information maintained in user profile rosters.
• Request rectification of inaccurate contact details, designations, or phone numbers.
• Revoke user accounts or request permanent deactivation of former employee credentials.
• Receive a copy of your personal data processed by the platform.

9 Updates to This Privacy Policy

As Viphee ERP introduces new industrial capabilities (such as IoT machine telemetry, advanced machine vision, or expanded regional compliance modules), we may update this Privacy Policy from time to time.

Any significant revisions will be indicated by the "Effective Date" at the top of this document. Continued use of Viphee ERP after the effective date signifies acknowledgment and acceptance of the revised terms.

10 Contact Information & Data Protection Inquiries

If you have questions, concerns, or requests regarding this Privacy Policy, your corporate data rights, or our security protocols, please reach out to our team directly: