Your business records — invoices, accounts, stock, customers and everything else you enter in SAMP ERP — stay on your own computers. We do not receive them. We collect only what we need to register your organisation, license your computers, send you emails, bill you and support you. We never sell personal data and we do not use advertising trackers. You can contact our Grievance Officer at any time.
| Data Fiduciary (legal name) | SAM ENTERPRISES, a partnership firm (GSTIN 09AFZFS6362R1ZH) |
| Trading name | SAM ENTERPRISES |
| Registered office | Moh Prem Nagar, Sonu Floor Mill, Near St. Marry School, Bijnor, Uttar Pradesh 246701, India |
| Grievance Officer | Mr Pramod Gangiyan, SAM ENTERPRISES, at the registered office above; +91 97370 91234 |
| Email for privacy matters | [email protected] |
1.About this policy
This policy explains how SAM ENTERPRISES (“we”, “us”) processes personal data as a Data Fiduciary under the Digital Personal Data Protection Act, 2023 (the “DPDP Act”) when you visit our website, ask for a demonstration, register for a free trial, use an organisation account, use SAMP ERP (the “Software”) with our licence server, buy a licence or ask us for support.
It does not cover the data that our customers keep in the Software on their own computers. Each customer is the Data Fiduciary for that data. When we see or receive it while giving support, we act as the customer’s Data Processor under the data processing terms in Schedule 3 of our Software Licence Terms and Conditions.
Words with capital letters that are not defined here have the meanings given in our Software Licence Terms and Conditions.
2.The personal data we collect and why
We collect the following personal data, for the purposes stated:
| When | What we collect | Why |
|---|---|---|
| You contact us or ask for a demonstration | Your name, organisation, email address, telephone number, city and message; the date and time; the IP address used. | To reply, arrange a demonstration and, if you wish, set up a trial. |
| You register for a free trial or use an organisation account | Organisation name, contact name, email address, telephone number and city; your password, stored only as a salted one-way hash; one-time email codes, stored only as hashes; dates, times and IP addresses of sign-ups and sign-ins. | To create and secure the account, confirm your email address and run the trial. |
| The Software checks its licence (every Server PC and Operator PC) | Licence Numbers; one-way hashed identifiers derived from the computer’s Windows installation, motherboard (SMBIOS) and system disk; the computer’s name; the version of the Software; the IP address; when the computer was first and last seen; and, for a Server PC, the number of companies, user accounts and connected Operator PCs. | To issue, verify and renew licences, keep use within the Licensed Capacity, offer the right updates and detect misuse. |
| A trial is started | One-way hashes of the email address (normalised so that variants of the same address match) and of the computer identifiers. | To allow only one free trial per organisation. |
| An installation from before licensing is linked | The names of up to thirty companies configured in the Software and the dates of its earliest records, together with the computer data listed above. | To confirm that the installation belongs to an existing customer. |
| We email you | The recipient, subject and time of each email we send. The content is not kept. | To send codes, licence details and notices, and to keep a record of them. |
| You buy a licence or AMC | Billing name, organisation, GSTIN and address; the amount paid; the transaction reference and status reported by the payment provider. We do not receive card, UPI or bank credentials. | To take payment, issue tax invoices and keep accounts as the law requires. |
| You ask for support | Your name and contact details, your description of the problem, and the screenshots, logs or files you send us. | To resolve your request. |
3.What we do not collect
The Software does not send us your business records, such as invoices, ledgers, stock, prices, formulae, customers or employees. It does not record or send us which screens your users open or what they type. Our website and the Software do not use advertising cookies or cross-site trackers.
4.Our legal basis
We process personal data with your consent, which you give when you submit a form, register for a trial or accept our terms, or for the legitimate uses permitted by section 7 of the DPDP Act, including where you have voluntarily provided the data for a specified purpose and where processing is needed to comply with law, such as tax and accounting law.
The licence check described in clause 2.1 is necessary for the Software to work under its licence. If you withdraw consent to it, we can no longer license the Software to you.
5.Who we share it with
We do not sell personal data, and we do not share it for advertising. We share it only with:
6.Transfers outside India
Some of our service providers store or process data outside India, on their global networks. We transfer personal data outside India only as permitted by the DPDP Act, and never to a country or territory to which transfers are restricted under it.
7.How long we keep it
We keep personal data only for as long as the purpose requires, and then delete it or make it anonymous:
| Data | Kept for |
|---|---|
| Enquiries and demonstration requests that do not lead to a trial or a purchase | 24 months after our last contact |
| Sign-ups whose email address was never confirmed | 30 days |
| Trial accounts that are not converted into a paid licence | 12 months after the trial ends |
| Hashes kept to prevent repeated trials | 3 years after the trial |
| Customer organisation, licence and billing records | While you are a customer, and then 8 years, as tax and accounting law requires |
| Licence server activity and access logs | 1 year |
| Records of emails sent | 90 days |
| Existing installations that we did not approve | 12 months after our decision |
| Copies of customer data received for support | Deleted within 30 days after the request is completed |
8.How we protect it
We take reasonable security safeguards, including: storing passwords and one-time codes only as salted one-way hashes; storing computer identifiers only in hashed form; signing licences and updates digitally so that they cannot be forged; encrypting all connections between the Software, our website and our servers; and restricting access to our licence server and its administration to authorised persons with strong passwords.
If a personal data breach occurs, we will inform the Data Protection Board of India and the persons affected as the DPDP Act and its rules require, and the Indian Computer Emergency Response Team where its directions apply.
9.Your rights
Subject to the DPDP Act, you have the right:
To exercise a right, write to our Grievance Officer at the email address stated under “Who we are”. We may need to verify your identity. We aim to reply within thirty (30) days, and in any event within the time required by law. If you are not satisfied with our reply, you may complain to the Data Protection Board of India.
10.Children
Our website, trial and Software are intended for businesses and are not directed at persons under eighteen years of age. We do not knowingly collect their personal data.
11.Cookies
Our website uses only the cookies it needs to work, such as those that keep a form or a session working. It does not use advertising or cross-site tracking cookies. If we start using analytics, we will update this policy before we do so.
12.Changes to this policy
We may update this policy from time to time. We will publish the revised version on our website with its version number and effective date and, where a change is significant, notify our customers by email.