1. Who we are
CloudMa ERP is provided by CHIOX SOFTWARE SOLUTION LLC ("we", "us", "our"), located at 81/A High Level Road, Kottawa, Pannipitiya, Sri Lanka. We are responsible for the personal information described in this policy.
This policy covers our website (including the contact form and expert appointment booking) and the CloudMa ERP cloud service. If anything is unclear, contact us.
2. Information we collect
Information you give us
- Contact and demo requests: your name, company, country, email address, phone number, team size, the modules you're interested in, the currency you were viewing and your message.
- Expert appointments: your name, company, country, email, phone number, the expert area, meeting type, date and time you choose, modules you're interested in and any notes.
- Customer accounts: when you buy CloudMa ERP, the details needed to set up and bill your account, such as your business name, billing contact, address and the names and email addresses of your users.
- Support: anything you send us when you ask for help, by phone, email or our help centre.
Information collected automatically
- Technical information: your IP address (saved with enquiries and bookings to help prevent spam and abuse), browser type, and the pages you request, which appear in our server logs.
- Preferences: your chosen currency and language, stored on your device (see Cookies).
We do not use advertising trackers, and we do not sell your personal information.
3. How we use your information
- To reply to your enquiries and give you the demo, quote or information you asked for.
- To book, confirm, remind you about and hold appointments, and to let you cancel them.
- To set up, run, support and bill your CloudMa ERP account.
- To send important service messages, such as billing notices, security alerts, maintenance and updates.
- To keep our website and service secure, prevent spam and fraud, and fix problems.
- To improve our website and products.
- To meet our legal, tax and accounting obligations.
We will only send you marketing messages if you have agreed to receive them, and you can unsubscribe at any time.
4. Why we are allowed to use it
We use your personal information only where the law allows us to, including under Sri Lanka's Personal Data Protection Act, No. 9 of 2022, the EU and UK GDPR where they apply, and other laws that apply to you:
- To provide what you asked for, such as replying to an enquiry, holding an appointment or delivering the service under our contract with you.
- Legitimate interests, such as keeping our systems secure and improving our service, where these are not outweighed by your rights.
- Legal obligations, such as keeping financial records.
- Your consent, for example for marketing. You can withdraw consent at any time.
5. Data you store in CloudMa ERP
When your business uses CloudMa ERP, you store your own business data in it, such as customers, employees, suppliers, bookings, projects and accounts. For that data, your business decides what is stored and why, and we process it on your behalf only to provide the service. We do not use it for any other purpose, and we do not sell it.
If you are an employee or customer of a business that uses CloudMa ERP and have a question about your data, please contact that business first. We will help them respond.
6. Payments
Card payments are handled by our payment provider (PayHere). Your card number is entered on the payment provider's secure page and is never seen or stored by us. We keep a record of payments, invoices and, if you pay by bank transfer, the bank slip you upload.
7. Who we share it with
We share personal information only when we need to, and only with:
- Service providers who help us run our business, such as hosting, email delivery, payment processing and support tools. They may only use it to provide their service to us.
- Google, when your browser loads fonts from Google Fonts, when you choose a language other than English (Google Translate translates the page), or when you open our address in Google Maps. Google receives your IP address and the page content needed for these features. See Google's Privacy Policy.
- Professional advisers, such as accountants and lawyers, when needed.
- Authorities, when the law requires it, or to protect our rights, our customers or the public.
- A buyer or successor, if our business is sold or merged, under the same protections as this policy.
8. Cookies and similar technologies
We use a small number of cookies and browser storage, all needed for the website to work or to remember your choices. We do not use advertising or tracking cookies.
| Name | Purpose | How long |
|---|---|---|
| cloudma-erp-session | Keeps the website working securely between pages, for example while you fill in a form. | Two hours |
| XSRF-TOKEN | Protects our forms against cross-site request forgery. | Two hours |
| currency | Remembers whether you view prices in LKR or USD (also stored in your browser's local storage). | One year |
| googtrans | Remembers the language you chose. Only set if you pick a language other than English. | One year |
You can delete or block cookies in your browser settings. If you block them, some parts of the website, such as forms, may not work.
9. International transfers
Our service providers, including Google, may process information outside Sri Lanka. When that happens we take steps to make sure your information stays protected, for example by using providers with strong security and privacy commitments.
10. How long we keep it
- Enquiries and appointments: for as long as we need them to respond and follow up, and no longer than two years after our last contact with you, unless you become a customer.
- Customer account and billing records: for as long as you are a customer, and afterwards for as long as tax and accounting laws require.
- Data in your CloudMa ERP account: for as long as your subscription is active. After it ends, we keep it for a limited period so you can renew or export it, and then delete it.
- Server logs: for a short period needed for security and troubleshooting.
11. How we protect it
We protect personal information with measures such as encrypted connections (HTTPS), role-based access for every user, daily backups and limited staff access. We are working towards ISO/IEC 27001 certification for information security. No system is completely secure, but we work hard to protect your information and will tell you and the relevant authorities about a serious breach as the law requires.
12. Your rights
Depending on where you live, you may have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct information that is wrong or incomplete;
- ask us to delete your information, or to stop or limit using it;
- object to how we use it, including for marketing;
- withdraw your consent, where we rely on it;
- complain to a data protection authority, such as Sri Lanka's Data Protection Authority.
If you are in the European Union or the United Kingdom, you also have rights under the GDPR / UK GDPR, including data portability and the right to complain to your local data protection authority. When we transfer your information out of your country, we use appropriate safeguards such as standard contractual clauses. Customers in other countries have the rights their local laws give them, and we will honour them.
To use any of these rights, contact us. We may need to confirm your identity first, and we will reply within the time the law requires.
13. Children
Our website and service are for businesses and are not meant for children. We do not knowingly collect personal information from children.
14. Changes to this policy
We may update this policy from time to time. We will change the "Last updated" date at the top, and tell customers about important changes by email or in the app.
15. Contact us
For privacy questions or requests, contact CHIOX SOFTWARE SOLUTION LLC:
- Email: hello@cloudma.app
- Phone: +94 117 900 200 (Monday – Friday, 9:00 am – 6:00 pm (Sri Lanka time, GMT+5:30))
- Post: 81/A High Level Road, Kottawa, Pannipitiya, Sri Lanka