1. Who we are
ESMCloud provides cloud-based point of sale, stock management, invoicing, service management, reporting, and related business operations tools. In this Privacy Policy, "ESMCloud", "we", "us", and "our" refer to the operator of the ESMCloud platform. "Customer", "you", and "your" refer to the business, organization, account owner, administrator, user, or website visitor using the platform.
You can contact us through the contact page on this website or by using the support contact details shown in your account or order documents.
2. What this policy covers
This policy explains how we collect, use, disclose, retain, and protect personal information when you visit our website, create an account, subscribe to a package, use ESMCloud, contact support, or interact with integrations connected to the service.
For data that a business customer enters into ESMCloud about its own customers, suppliers, staff, products, sales, invoices, or services, that business customer remains responsible for having the right notices, permissions, and legal basis to collect and use that information.
3. Information we collect
Depending on how you use ESMCloud, we may collect the following categories of information:
- Account information: name, business name, email address, phone number, login credentials, role, permissions, business locations, and workspace settings.
- Subscription and billing information: selected package, billing period, invoices, payment status, billing contact details, tax details, coupon use, and payment gateway references. We do not intend to store full card numbers when payments are handled by third-party payment processors.
- Business content entered into the platform: products, services, stock records, customers, suppliers, transactions, quotations, invoices, payments, reports, documents, notes, and related files that users choose to upload or create.
- Support and communications: messages, feedback, requests, call notes, emails, chat content, attachments, and administrative correspondence.
- Technical and usage data: IP address, browser, device identifiers, operating system, pages viewed, actions taken, login events, error logs, security logs, approximate location derived from IP, and analytics data.
- Cookies and similar technologies: session cookies, preference cookies, analytics cookies, security cookies, and cookies used by enabled third-party tools.
4. How we use information
We use information to:
- create, authenticate, operate, secure, and support user accounts and workspaces;
- deliver POS, inventory, invoicing, services, reports, subscriptions, and related platform features;
- process subscriptions, invoices, payments, taxes, refunds, and payment confirmations;
- communicate about onboarding, support, service notices, product changes, security issues, and administrative updates;
- troubleshoot errors, prevent abuse, detect fraud, maintain backups, and improve reliability;
- measure website and product usage, improve the service, and develop new features;
- comply with legal, tax, accounting, regulatory, security, and contractual obligations.
5. Legal bases for processing
Where data protection laws require a legal basis, we rely on one or more of the following: performance of a contract, legitimate interests in running and securing the service, compliance with legal obligations, consent, and the need to establish or defend legal claims.
6. Customer-controlled business data
ESMCloud is primarily a business tool. When a customer uses ESMCloud to manage its own contacts, staff, suppliers, sales, stock, invoices, products, services, or packages, the customer decides what data is entered and how it is used. We process that customer-controlled data to provide the platform, follow customer instructions, maintain security, and meet legal requirements.
Customers must not upload personal information unless they have the right to do so and must configure employee permissions, exports, integrations, and retention practices responsibly.
7. How we share information
We do not sell personal information as a business model. We may share information with:
- hosting, infrastructure, storage, backup, analytics, email, SMS, support, security, and payment service providers;
- integrations or third-party services that a customer enables or instructs us to use;
- authorized users within the same customer workspace based on roles and permissions;
- professional advisers, auditors, insurers, banks, payment processors, and tax or accounting providers;
- government authorities, courts, regulators, or law enforcement when required by law or to protect rights, safety, and security;
- a successor or buyer in connection with a merger, acquisition, financing, restructuring, or sale of assets.
8. Cookies and analytics
We use cookies and similar technologies to keep users signed in, remember preferences, secure accounts, understand site usage, and improve performance. You can control cookies through your browser settings. Blocking some cookies may prevent parts of ESMCloud from working correctly.
9. International transfers
ESMCloud and its service providers may process information in countries other than the country where you are located. When required, we use appropriate safeguards such as contracts, data processing terms, technical controls, and vendor due diligence.
10. Retention
We keep information for as long as needed to provide the service, maintain records, resolve disputes, enforce agreements, comply with legal obligations, and preserve backups. Retention periods may vary depending on account status, subscription status, tax requirements, security needs, and customer instructions.
11. Security
We use administrative, technical, and organizational measures designed to protect information from unauthorized access, loss, misuse, alteration, or disclosure. No online service can guarantee absolute security. Customers are responsible for using strong passwords, protecting account access, assigning permissions carefully, and notifying us promptly of suspected unauthorized use.
12. Your choices and rights
Depending on your location and relationship with ESMCloud, you may have rights to access, correct, delete, export, restrict, or object to processing of personal information. You may also have the right to withdraw consent, opt out of certain marketing communications, or lodge a complaint with a data protection authority.
For data controlled by a customer inside its workspace, we may direct requests to that customer. For account, billing, support, or website data controlled by ESMCloud, contact us through the contact page or support channel.
13. California and similar privacy rights
If applicable privacy law gives you consumer privacy rights, you may request to know, access, correct, delete, or receive information about certain personal information. You may also have the right to opt out of sale or sharing of personal information and the right not to be discriminated against for exercising privacy rights. ESMCloud does not intentionally sell personal information. If this changes, we will update this policy and provide required choices.
14. Children's privacy
ESMCloud is intended for business use and is not directed to children. We do not knowingly collect personal information from children. If you believe a child has provided personal information to us, contact us so we can review and take appropriate action.
15. Marketing communications
We may send product, onboarding, and promotional communications where permitted. You can opt out of promotional messages by using the unsubscribe instructions or contacting us. We may still send transactional, security, billing, and service messages.
16. Changes to this policy
We may update this Privacy Policy as ESMCloud changes or as legal requirements evolve. The updated version will be posted on this page with a new effective date. Material changes may also be announced through the website, email, or in-app notice.
17. Contact
For privacy questions, account requests, or data protection concerns, contact us through the contact page on this website or through your ESMCloud support channel.