Privacy Policy

1. Information We Collect

Depending on how the Service is used, we may collect and process the following categories of information:

1.1 Account and Registration Information

When creating or managing an account, we may collect information such as:

• Name and business name;
• Email address;
• Username;
• Telephone or mobile number;
• Account credentials;
• Business and registration information;
• Information required to verify an account; and
• Other information voluntarily provided during registration or account administration.

Email verification and/or one-time passwords (OTP) may be used to verify identity, secure accounts, and facilitate account access.

1.2 Business and Accounting Data

Violet Business Suite allows businesses and their authorized users to enter, process, manage, and store business and accounting information.

Depending on the features used by the business, this may include:

• Customer and supplier information;
• Products and inventory information;
• Sales and purchase information;
• Invoices and receipts;
• Payments and financial transactions;
• Accounting records and reports;
• Employee or payroll-related information;
• Business expenses;
• Tax-related information;
• Notes, documents, and other business records; and
• Other information entered into the System by the business or its authorized users.

The business using Violet Business Suite is responsible for ensuring that it has the appropriate rights and permissions to collect and process information entered into the System.

1.3 System and Technical Information

We may automatically collect technical information necessary to operate, secure, maintain, and improve the Service, including:

• IP address;
• Login and access information;
• Device and browser information;
• Operating system information;
• Date and time of access;
• System activity;
• Error and diagnostic information; and
• Security-related information.

1.4 Activity and Audit Information

Violet Business Suite may maintain records of activities performed within the System, including account access, user actions, changes to business records, and other relevant system events.

These records may be used to provide accountability, assist with troubleshooting, investigate security incidents, and protect the integrity of business and accounting information.

2. How We Use Information

We may use information collected through Violet Business Suite to:

• Create and maintain user accounts;
• Provide and operate the accounting and business-management services;
• Authenticate users and protect accounts;
• Send OTPs and account-verification messages;
• Send important service and security alerts;
• Maintain audit and activity records;
• Provide technical support;
• Troubleshoot errors and technical problems;
• Maintain and improve the System;
• Protect the security and integrity of the Service;
• Detect, investigate, and prevent unauthorized access, fraud, misuse, or other unlawful activity;
• Perform backups and restore information when necessary;
• Comply with applicable legal obligations; and
• Protect the rights, property, and safety of VIOLETPRO, its customers, users, and others.

3. Business Data and Customer Responsibility

Businesses using Violet Business Suite remain responsible for the business and personal information they enter into the System.

VIOLETPRO provides the technological infrastructure and services necessary to process and manage such information. VIOLETPRO does not determine the business purposes for which a customer enters information into the System.

Customers are responsible for:

• Ensuring that information entered into Violet Business Suite is accurate and lawful;
• Obtaining any necessary permissions or consents from individuals whose information they enter;
• Ensuring that users accessing their business account are authorized;
• Managing user permissions appropriately; and
• Complying with applicable accounting, tax, employment, privacy, and other legal requirements.

4. Access by VIOLETPRO

VIOLETPRO personnel may, where necessary and subject to appropriate safeguards, access customer information for legitimate operational purposes, including:

• Technical support;
• Troubleshooting;
• Maintenance;
• Security investigations;
• System administration;
• Backup and recovery;
• Error investigation; and
• Preventing or addressing misuse of the Service.

Access to customer information should be limited to what is reasonably necessary for the relevant purpose.

5. Data Sharing and Disclosure

We may share or disclose information only when reasonably necessary for operating the Service or where legally permitted or required.

This may include sharing information with:

• Service providers and technology providers that assist us in operating, securing, maintaining, or supporting the Service;
• Providers used for authentication, OTP delivery, notifications, hosting, monitoring, or other technical functions;
• Professional advisers where reasonably necessary;
• Government authorities, courts, or law-enforcement bodies where required by applicable law or valid legal process; or
• Other parties where necessary to protect the rights, property, security, or safety of VIOLETPRO, our customers, users, or others.

Third-party service providers may process information on our behalf and may be subject to contractual or other appropriate confidentiality and security obligations.

6. Data Storage and Hosting

Violet Business Suite is an online service. Customer data is stored on infrastructure controlled or operated by VIOLETPRO.

VIOLETPRO maintains technical and organizational measures intended to protect stored information against unauthorized access, loss, misuse, alteration, or disclosure.

7. Data Security

We take reasonable technical and organizational measures designed to protect information processed through Violet Business Suite.

These measures may include:

• Authentication and access controls;
• Password protection;
• OTP or verification mechanisms;
• User permission management;
• Access monitoring;
• Activity and audit logging;
• Secure transmission of information;
• Backup procedures;
• Security monitoring; and
• Measures designed to detect and prevent unauthorized access.

However, no internet-based system can be guaranteed to be completely secure. Users are responsible for maintaining the confidentiality of their login credentials and for notifying VIOLETPRO of suspected unauthorized access.

8. Backups

VIOLETPRO may maintain backups of customer and system data to support service continuity, disaster recovery, and protection against accidental loss.

Backups may contain information that has been modified or deleted from the active System and may therefore remain available for a limited period as part of the backup process.

Backup retention periods may vary according to operational, technical, and security requirements.

9. Communications and Notifications

Violet Business Suite may send communications including:

• OTP and verification messages;
• Login or security alerts;
• System notifications;
• Important service announcements;
• Account-related communications; and
• Technical or administrative notifications.

These communications may be necessary for the operation and security of the Service and therefore may not always be optional.

10. Data Retention

We retain information for as long as reasonably necessary to:

• Provide the Service;
• Maintain business and accounting functionality;
• Maintain security and audit records;
• Comply with legal obligations;
• Resolve disputes;
• Enforce our agreements; and
• Maintain backups and business continuity.

Because accounting and business records may be subject to legal, regulatory, contractual, or operational requirements, certain information may need to be retained even after a user stops actively using the System.

11. Account and Data Deletion

Violet Business Suite does not currently provide an automatic right to delete all business or accounting data immediately upon request.

Certain information may be retained where necessary for legitimate business purposes, system integrity, security, backup, legal compliance, dispute resolution, or other applicable requirements.

Requests concerning account or data deletion may be submitted to VIOLETPRO for review by contacting us at info@violetpro.net.

12. Third-Party Services

Violet Business Suite may use third-party services or technologies to support functions such as authentication, OTP delivery, notifications, infrastructure, monitoring, security, or other technical services.

Such third parties may process limited information as necessary to provide their services.

Their processing may also be governed by their own privacy policies and terms.

13. Children's Privacy

Violet Business Suite is intended for businesses and authorized adult users.

The Service is not directed toward children or intended for use by minors.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the Service, technology, legal requirements, or our practices.

When material changes are made, we may provide notice through the Service or other appropriate means.

The updated Privacy Policy will become effective on the date stated in the updated version.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of information through Violet Business Suite, please contact: