Privacy & Data Protection Policy

1 Introduction

Platforms World Programming Solutions respects the privacy of users of Kafo Accounting Software and is committed to handling personal data in accordance with applicable Jordanian laws, particularly the Personal Data Protection Law and the regulations and instructions issued thereunder.

This Policy explains:

• What data we collect.
• Why we collect it.
• How we use it.
• How we protect it.
• With whom data may be shared.
• How long we retain it.
• Rights of Data Subjects.
• How to contact us regarding privacy.

2 Scope of This Policy

This Policy applies to personal data processed through:

• The Kafo Accounting Software website.
• Kafo Accounting Software applications.
• POS applications.
• Administrative portal.
• Mobile and tablet applications.
• Support channels and APIs.
• Registration and onboarding processes.
• Sales and subscriptions.
• Support and training services.
• Any electronic service associated with Kafo Accounting Software.

3 Definition of Personal Data

Personal Data means information relating to a natural person that can directly or indirectly identify that person. Depending on use of the service, such information may include:

• Name and phone number.
• Email address and address.
• Identification data where there is a lawful need.
• User account data and job information.
• Activity within the system.
• Device information and IP address.
• Technical support data.

4 Data Provided by the Customer

We may collect data provided by the Customer during:

• Registration and account creation.
• Quotation requests.
• Subscription activation.
• Communication with sales.
• Support requests and training.
• Payment and account management.

This may include:

• Establishment name and authorized representative information.
• User name, email address, and phone number.
• Commercial registration details and tax information.
• Address information and branch information.

5 Data Entered into the Software

The Customer may process business-related information through the system, such as:

• Employee and user data.
• Customer, supplier, and contact information.
• Invoices, sales transactions, purchases, and payments.
• Delivery information and business operations data.

6 Technical Data

The system may collect technical and operational information including:

• IP Address.
• Device Information, Browser Type, Operating System.
• Login Time, Session Information.
• Application Version, Error Logs.
• Authentication Logs, Sync Status, Security Events.

This data is used to operate, protect, and improve the service.

7 Audit Logs

We may retain records of User activities, including:

• Logins and permission changes.
• User creation.
• Creation or modification of invoices and price changes.
• Returns and inventory adjustments.
• System settings and synchronization activities.

These records may be used for security, audit, support, and protection of the rights of the Customer and the Company.

8 Purposes of Data Processing

We may process data for purposes including:

1. Creating and managing accounts.
2. Providing Kafo Accounting Software services.
3. Managing subscriptions, invoices, and payments.
4. Providing support and communicating with the Customer.
5. Protecting the Software and detecting unlawful use.
6. Performing backups and restoring data.
7. Implementing integrations and resolving technical issues.
8. Improving performance and reliability.
9. Meeting legal and regulatory obligations.
10. Maintaining transaction records.
11. Developing and improving the service using aggregated or anonymized data.

9 Legal Basis for Processing

Data is processed according to the appropriate legal basis applicable to each processing activity, which may include:

• Consent where required.
• Performance of services or contractual obligations.
• Compliance with legal or regulatory obligations.
• Other circumstances in which applicable law permits processing without prior consent.

10 Consent of the Data Subject

Where consent is required, we seek to obtain consent that is:

• Clear and specific.
• Based on sufficient information.
• Capable of being demonstrated.

A Data Subject may withdraw consent where processing is based on consent, subject to the impact this may have on certain services.

11 Roles of Customer and Company

For data relating to the management of Kafo Accounting Software accounts, subscriptions, invoicing, and communications, the Company may act as the Data Controller.

For data collected and entered by the Customer into the Software concerning its customers, employees, or suppliers, the Company may act as a Data Processor on behalf of the Customer.

12 Customer Obligations

The Customer shall:

• Collect data lawfully.
• Inform Data Subjects where required.
• Obtain necessary consents.
• Enter only necessary data.
• Define User permissions.
• Refrain from using the Software to process data unlawfully.
• Respond to Data Subject requests where the Customer is the relevant Data Controller.

13 Sensitive Personal Data

The Customer should not enter sensitive personal data into the Software unless:

• The relevant function is designed for that purpose.
• There is a lawful need for such processing.
• All applicable legal requirements have been satisfied.

The Company may impose additional restrictions on certain categories of sensitive personal data.

14 Data Sharing

The Company does not sell Personal Data. Data may be shared or made accessible, to the extent necessary, with parties such as:

• Hosting providers and backup providers.
• Email and messaging service providers.
• Technical monitoring providers and payment service providers.
• Competent government authorities and official invoicing systems.
• Integration providers requested by the Customer.
• Professional advisors of the Company where there is a legitimate need.

15 Sub-Processors

The Company may engage service providers to process data on its behalf when necessary to operate Kafo Accounting Software. The Company will seek to ensure that appropriate requirements are imposed regarding:

• Confidentiality and Security.
• Data use and Access.
• Retention and Deletion.

16 Disclosure to Government Authorities

Data may be disclosed where required by:

• Law or court order.
• A lawful request by a competent authority.
• Applicable tax or regulatory requirements.

17 Transfer of Data Outside Jordan

Certain cloud or technical services may require data to be processed or hosted outside the Hashemite Kingdom of Jordan.

In such cases, the Company will take into account applicable legal requirements and restrictions relating to cross-border data transfers and will assess the protection provided by relevant service providers as required by law.

18 Data Security

The Company applies technical and organizational measures appropriate to the nature of the data and associated risks, which may include:

• HTTPS/TLS and Access Controls.
• Authentication and Role-Based Permissions.
• Encryption where appropriate.
• Database Security and Audit Logging.
• Network Protection and Backups.
• Monitoring and Security Updates.
• Incident Response Procedures.
• Restricted Administrative Access.

19 Password Protection

Passwords are handled using appropriate technical measures, and the system is not designed to allow employees of the Company to view a User's original password where the adopted authentication architecture allows such protection. Users are responsible for safeguarding their passwords and must not share them.

20 Devices and Offline Use

Kafo Accounting Software may store certain data locally where Offline Mode is enabled. The Customer is responsible for protecting its devices by:

• Using device passwords and restricting access.
• Keeping systems updated.
• Avoiding the installation of unknown software.
• Not deleting the application while unsynchronized transactions remain.

Data will be synchronized according to the technical mechanisms of the Software once connectivity is restored.

21 Retention Period

We retain data only for as long as necessary to fulfill the purposes of processing or comply with legal and contractual obligations.

After the subscription ends, certain Customer Data may, as an operational policy, be retained for up to 90 days to allow for export, recovery, or account settlement.

Certain information may be retained longer where required by law, tax obligations, accounting requirements, a dispute or legal claim, security requirements, or backup retention cycles.

22 Data Deletion

When the lawful purpose for retention ends, data may, depending on its nature, be:

• Deleted or destroyed.
• Anonymized.
• Restricted from further use.

Data may not be immediately removed from all backups where it forms part of a closed backup cycle, provided that it remains protected and is not reused except for lawful recovery purposes.

23 Rights of Data Subjects

A Data Subject may exercise rights granted under Jordanian law, depending on the circumstances, including:

• The right to be informed about their data and its processing.
• The right of access and to obtain a copy.
• The right to correction, amendment, and updating.
• The right to object to processing where legally applicable.
• The right to request restriction of processing.
• The right to withdraw consent where processing is based on consent.
• The right to request erasure or anonymization where legally available.
• The right to submit a complaint through applicable legal procedures.

24 Exercising Privacy Rights

Privacy and data protection requests may be submitted to:

📧 info@kafo-erp.com

The request should include sufficient information to allow us to verify the identity of the requester and identify the relevant data. We may request appropriate proof of identity before fulfilling a request.

25 Requests Relating to a Customer's Clients

Where an individual submits a request to the Company regarding data collected by a Customer using Kafo Accounting Software, we may refer the individual to that Customer as the party directly responsible for the relevant data, while providing reasonable technical assistance in accordance with applicable law.

26 Personal Data Breaches

The Company maintains procedures for responding to security incidents. Where a breach of data security requires notification under applicable law, the Company will take the required legal steps according to its role in the processing activity.

27 Data Protection Officer

The Company assesses whether the statutory conditions requiring appointment of a Data Protection Officer (DPO) apply to its activities, and will appoint, approve, or register such officer where required by applicable laws and regulations.

28 Cookies

The website of Kafo Accounting Software may use Cookies or similar technologies. These may generally be categorized as:

• Essential Cookies: Required for authentication, security, and operation of the Software.
• Functional Cookies: Used to remember certain User settings and preferences.
• Analytics Cookies: May be used to analyze usage and improve the service.
• Marketing Cookies: Used only where marketing services requiring such technologies have been enabled and appropriate legal consent has been obtained.

Consent will be requested before using non-essential Cookies where required.

29 Analytics

Aggregated or anonymized usage information may be used for:

• Measuring performance.
• Improving the product.
• Detecting errors.
• Analyzing feature usage.
• Planning future development.

30 Marketing

Personal Data will not be used to send unsolicited marketing communications except in accordance with applicable legal requirements. Users may unsubscribe from marketing communications using the available options.

Opting out of marketing communications does not affect necessary operational communications concerning the account, service, security, or invoices.

31 Children's Data

Kafo Accounting Software is intended for businesses and establishments and is not directed at children for personal use. The Company does not intentionally seek to collect children's data for the purpose of creating an account, except where a lawful business function requires such processing and all applicable legal requirements have been satisfied.

32 External Links

The Software may contain links or integrations with third-party websites and services. The privacy policies of those third parties are outside the control of the Company, and Users should review such policies when using their services.

33 Changes to This Privacy Policy

This Policy may be updated due to:

• Changes in law or new regulatory instructions.
• Changes to Kafo Accounting Software features or new services.
• Changes in technical architecture or enhanced data protection requirements.

The date of the latest update will be published, and Users will be informed of material changes where appropriate.

34 Governing Law

This Policy shall be governed by the applicable laws, regulations, and instructions of the Hashemite Kingdom of Jordan.

35 Contact Us

For any privacy or Personal Data inquiry or request:

Company	Platforms World Programming Solutions
Product	Kafo Accounting Software
Email	info@kafo-erp.com
Phone	+962 78 111 0843
Address	Hashemite Kingdom of Jordan – Amman – Al Yasmeen District – Al Yazeed Ibn Al Harith Street – Building No. 97 – Office No. 10

© Platforms World Programming Solutions. All Rights Reserved.