Introduction
Snow Berry Systems ("Company", "we", "us", "our") is committed to protecting the privacy and security of your personal and business information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you ("Client", "User", "you") use our ERP systems, POS solutions, SaaS platforms, mobile applications, or website.
By accessing or using our Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with its terms, please discontinue use of our Services immediately.
Information We Collect
We collect information in the following categories depending on how you interact with our Services:
2.1 Account & Registration Data
- Identity Information — name, job title, company name, and contact details
- Authentication Data — usernames, encrypted passwords, and access credentials
- Billing Information — invoicing address, payment references, and transaction records
2.2 Usage & Technical Data
- Log Data — IP addresses, browser type, pages visited, and timestamps
- Device Information — hardware model, operating system, and unique device identifiers
- Activity Data — feature usage patterns, session duration, and interaction logs
2.3 Business & Operational Data
- ERP & POS Data — sales records, inventory entries, employee data, and financial transactions entered into our systems
- Payroll & HR Data — employee records, salary details, and compliance information
- Communications — support tickets, emails, and chat logs with our team
How We Use Your Information
We use the information we collect for the following purposes:
- To provide, operate, and maintain our Services and software platforms
- To process payments, manage subscriptions, and send invoices
- To deliver customer support, training, and implementation services
- To improve, personalize, and develop new features based on usage patterns
- To send service announcements, security alerts, and administrative notices
- To monitor system performance, detect fraud, and ensure platform security
- To comply with legal obligations and enforce our agreements
We do not use your data for advertising or sell it to third-party marketers under any circumstances.
Legal Basis for Processing
Where applicable under data protection laws, we process your personal data on the following legal grounds:
4.1 Contractual Necessity
Processing is necessary to perform the services agreed upon in your service contract or subscription agreement.
4.2 Legitimate Interests
- Improving and securing our platforms
- Preventing fraud, abuse, or unauthorized access
- Communicating relevant service updates
4.3 Legal Compliance
We process data as required to comply with applicable laws, regulations, or lawful government requests.
4.4 Consent
Where required by law, we will seek your explicit consent before processing certain categories of data. You may withdraw consent at any time by contacting us.
Data Sharing & Disclosure
We do not sell, rent, or trade your personal or business data. We may share information only in the following limited circumstances:
- Service Providers — trusted third-party vendors (e.g., hosting, payment processors) who assist in operating our Services, under strict confidentiality obligations
- Legal Requirements — when required by law, court order, or governmental authority
- Business Transfers — in the event of a merger, acquisition, or asset sale, with appropriate notice to affected users
- With Your Consent — any other sharing will only occur with your explicit written consent
All third-party service providers are contractually bound to handle your data securely and only for the purposes we specify.
Data Retention
We retain your data only for as long as necessary to fulfill the purposes outlined in this Policy or as required by law.
- Account and billing records are retained for the duration of your subscription plus 5 years for legal and tax compliance
- System logs and usage data are typically retained for 12 months
- Support communications are retained for 3 years after case closure
- Upon termination, Client Data will be available for export for a reasonable period before secure deletion
After the applicable retention period, data is securely deleted or anonymized in a manner that prevents recovery.
Client Data & Ownership
You retain full ownership of all data you enter into our Systems ("Client Data").
- Snow Berry Systems processes Client Data only as instructed and as necessary to provide the Services
- We do not sell or exploit your Client Data for commercial purposes
- Upon termination, we will provide a reasonable opportunity to export your data before deletion
- Clients are responsible for the accuracy, legality, and quality of their own data
For ERP and POS deployments, you act as the data controller and Snow Berry Systems acts as a data processor. We process your data strictly on your behalf and under your instructions.
Data Security
We implement industry-standard technical and organizational measures to protect your data against unauthorized access, loss, alteration, or destruction. These include:
- Encryption — data encrypted in transit (TLS) and at rest (AES-256)
- Access Controls — role-based access management and multi-factor authentication
- Monitoring — continuous system monitoring, intrusion detection, and audit logging
- Backups — regular encrypted backups with tested recovery procedures
- Vendor Assessment — third-party security audits and compliance reviews
No method of transmission over the Internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. In the event of a breach affecting your data, we will notify you as required by applicable law.
Cookies & Tracking Technologies
Our website and platforms may use cookies and similar tracking technologies to enhance your experience and gather usage analytics.
9.1 Types of Cookies We Use
- Essential Cookies — necessary for platform functionality, authentication, and security
- Analytics Cookies — help us understand how users interact with our Services (e.g., Google Analytics)
- Preference Cookies — remember your settings and customizations across sessions
9.2 Your Cookie Choices
You may configure your browser to refuse cookies or alert you when cookies are being sent. Disabling essential cookies may impact certain platform functionality. We do not use cookies for advertising or behavioral tracking by third-party advertisers.
Your Rights
Depending on your jurisdiction, you may have the following rights regarding your personal data:
- Right of Access — request a copy of the personal data we hold about you
- Right to Rectification — request correction of inaccurate or incomplete data
- Right to Erasure — request deletion of your data, subject to legal obligations
- Right to Restriction — request that we limit how we process your data
- Right to Portability — receive your data in a structured, machine-readable format
- Right to Object — object to processing based on legitimate interests
- Right to Withdraw Consent — withdraw any previously given consent at any time
To exercise any of these rights, please contact us at the details provided in Section 15. We will respond within 30 days of receiving your request.
Third-Party Services
Our Services may integrate with or contain links to third-party platforms (e.g., payment gateways, accounting software, logistics providers). This Privacy Policy does not apply to those third-party services.
- We encourage you to review the privacy policies of any third-party services you connect to through our platform
- Snow Berry Systems is not responsible for the privacy practices or content of external services
- We only integrate with third parties who demonstrate adequate data protection standards
Children's Privacy
Our Services are intended for business use by adults and organizations. We do not knowingly collect personal data from individuals under the age of 18.
If you believe we have inadvertently collected information from a minor, please contact us immediately and we will take prompt steps to delete such information from our systems.
Governing Law
This Privacy Policy is governed by and construed in accordance with the laws of the jurisdiction in which Snow Berry Systems is registered. Any disputes arising from this Policy shall be subject to the exclusive jurisdiction of the competent courts of that jurisdiction.
For clients subject to specific regional regulations (e.g., GDPR, PDPA), we are committed to upholding the applicable data protection standards in those regions.
Policy Amendments
We reserve the right to update this Privacy Policy at any time to reflect changes in our practices, technologies, or legal requirements. When we make material changes, we will:
- Update the "Last Updated" date at the top of this page
- Notify active clients via email or in-platform notification at least 30 days before changes take effect
- Obtain renewed consent where required by applicable law
Continued use of our Services after the effective date of changes constitutes acceptance of the revised Privacy Policy.
Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please reach out to us: