Privacy Policy

1. Who we are

This Privacy Policy applies to AI Software Solutions Pty Ltd (ABN 70 694 116 642, ACN 694 116 642), the developer of ERPy.

Our business address is Unit 40C, 41 Gotha Street, Fortitude Valley QLD 4006, Australia. In this policy, “we”, “us” and “our” refer to AI Software Solutions Pty Ltd.

2. Our approach to privacy

We aim to manage personal information transparently and responsibly and to apply privacy-by-design principles to ERPy and our business systems. We handle personal information in accordance with applicable Australian privacy laws and other laws that apply to our activities.

The application of the Privacy Act 1988 (Cth) and the Australian Privacy Principles can depend on an organisation’s size and activities. This policy is intended to explain our actual information-handling practices whether or not every provision of that legislation applies to a particular activity.

3. Information we may collect or process

The information we handle depends on how you interact with us and how an ERPy deployment is configured. It may include:

• Contact and business information: name, business name, job title, email address, phone number, WhatsApp details and enquiry information.
• Account and authentication information: usernames, account identifiers, authentication status and information required to operate authorised connections. Where integrations use OAuth or API credentials, access tokens or similar credentials may be processed or stored to maintain the authorised connection.
• Website and usage information: pages viewed, browser or device information, IP address, timestamps, logs and interactions with our website or demonstrations.
• Support and communications: emails, forms, WhatsApp messages, support requests, feedback and other communications with us.
• Customer business data: information retrieved from or supplied to connected business systems when required to provide an authorised ERPy function. Depending on the customer’s systems, this may include information relating to customers, suppliers, staff, transactions, inventory, CRM records, invoices, projects or other business records.
• AI interaction data: prompts, questions, instructions, responses, proposed actions and related context where required to provide, troubleshoot, secure or improve the relevant ERPy service.
• Audit and security information: records relating to authentication, permissions, requested actions, approvals, errors and security events.

4. How we collect information

We may collect or receive information:

• directly from you when you contact us, request a demo or use our services;
• from an organisation that has authorised you to use ERPy;
• from business systems that a customer has authorised ERPy to connect to;
• through website, server, security and application logs;
• through cookies or analytics technologies where these are enabled; and
• from service providers involved in hosting, communications, authentication, AI processing or technical support.

5. How we use information

We may use personal information to:

• respond to enquiries and provide demonstrations;
• set up, operate and support ERPy services and integrations;
• authenticate users and apply roles, permissions and approval rules;
• retrieve information from connected systems in response to authorised requests;
• prepare, validate or execute authorised business actions;
• provide technical support, diagnose errors and maintain service reliability;
• maintain security, audit trails and operational records;
• improve product usability, documentation and service quality;
• manage billing, contracts and customer relationships;
• send service communications and, where permitted, relevant business updates; and
• comply with legal, regulatory, accounting and security obligations.

6. ERPy and connected business systems

ERPy is designed to work with ERPNext and with other authorised business systems where suitable integrations are available. A connection to one system does not automatically authorise ERPy to access another system.

Access to connected systems should be governed by the credentials, permissions, scopes and approval rules applicable to that integration. Customers are responsible for ensuring that they have the authority to connect their systems and to make personal information available to ERPy for the agreed business purposes.

Where we process personal information on behalf of a business customer, the customer may also have its own privacy obligations to its staff, customers, suppliers or other individuals.

7. AI processing and human oversight

ERPy may use artificial intelligence to interpret requests, retrieve information, generate summaries, recommend next steps, prepare proposed actions or assist with business workflows.

AI-generated content can be incomplete or incorrect and should be reviewed where appropriate. ERPy is designed to support governed business operations, including the use of permissions, validation, approvals and auditability for consequential actions.

By default, ERPy is not intended to make decisions that significantly affect an individual’s rights or interests without appropriate human oversight. If a customer proposes a use case involving significant automated decision-making, the configuration, responsibilities, notices and controls should be separately assessed before deployment.

8. Sharing and disclosure

We do not sell personal information.

We may disclose or make information available to third parties where reasonably necessary to provide or secure our services, including:

• hosting and infrastructure providers;
• AI model or AI service providers used to process authorised requests;
• email, messaging and communications providers;
• analytics and website service providers where enabled;
• professional advisers, accountants, insurers or contractors where reasonably required;
• the business systems and services a customer has authorised ERPy to interact with; and
• regulators, courts, law-enforcement bodies or other parties where disclosure is required or authorised by law.

9. Overseas processing and storage

Some infrastructure, AI, communications or other service providers may process or store information outside Australia. Depending on the service used, this may include the United States and other countries in which our service providers operate.

We take reasonable steps appropriate to the circumstances when selecting and configuring service providers and when controlling access to information. Customers may contact us for further information about the providers relevant to a particular ERPy deployment.

10. Security

We use technical and organisational measures designed to protect information against loss, misuse, unauthorised access, modification or disclosure. Depending on the system, these measures may include authentication, access controls, role-based permissions, tenant separation, restricted service access, logging, backups and operational monitoring.

No internet-connected system can be guaranteed to be completely secure. Customers and users must also protect their account credentials, devices and access tokens and should notify us promptly if they suspect unauthorised access.

11. Data retention

We retain information for as long as reasonably necessary to provide and support the relevant service, maintain security and audit integrity, meet contractual or legal requirements, resolve disputes and maintain appropriate business records.

Retention periods may differ between website enquiries, support records, operational logs, customer data, integration credentials and backups. When information is no longer reasonably required, we may delete, de-identify or securely dispose of it, subject to applicable legal, contractual and backup-retention requirements.

12. Cookies and analytics

Our website may use cookies, server logs and similar technologies for essential site functions, security, performance measurement and analytics. If analytics services are enabled, they may collect information such as pages visited, approximate location derived from IP address, device/browser information and referral source.

You can control many cookies using your browser settings. Disabling some cookies may affect website functionality.

13. Direct marketing

We may send relevant business or product communications where you have requested them or where otherwise permitted by law. You may ask us to stop marketing communications at any time. Service, security and transactional messages may still be sent where necessary.

14. Access and correction

You may contact us to request access to personal information we hold about you or to ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. We may need to verify your identity before acting on a request.

In some circumstances, access or correction may be limited by law, security requirements, the rights of other individuals or the fact that the relevant information is controlled by one of our business customers rather than by us.

15. Privacy questions and complaints

If you have a privacy question or complaint, please contact us using the details below and provide enough information for us to understand the issue. We will review the matter and aim to respond within a reasonable period.

Where the Australian Privacy Principles apply and you are not satisfied with our response, you may also be able to contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

16. Third-party websites and services

Our website and ERPy may contain links to or integrate with third-party services. Those organisations operate under their own terms and privacy practices. We encourage users and customers to review the privacy policies of services they choose to connect to ERPy.

17. Children

Our business services are not directed to children. We do not knowingly design ERPy as a consumer service for children. If a customer proposes a use case involving children or young people, additional privacy and safeguarding requirements should be assessed before deployment.

18. Changes to this policy

We may update this Privacy Policy as our products, integrations, service providers or legal obligations change. The current version will be published on this page with its latest update date.

19. Contact details

AI Software Solutions Pty Ltd
ABN 70 694 116 642 · ACN 694 116 642
Unit 40C, 41 Gotha Street
Fortitude Valley QLD 4006
Australia

Email: au@aisoftwaresolutions.org
WhatsApp / Phone: +61 451 574 715
Website: aisoftwaresolutions.org

Last updated: 3 November 2026