Privacy Policy

1. Who we are

Modern Tiles Ltd (referred to as we, us or our) operates Modern Tiles ERP, a business management system used by our staff, suppliers and customers to handle orders, inventory, dispatch and related operations. We are the controller of the personal information described in this policy.

For any privacy question, contact us at moderntielserp@gmail.com.

2. Information we collect

2.1 Account information

When an account is created for you, we collect your name, email address, phone number, role, and the organisation you belong to. Passwords are stored only as salted hashes and are never visible to us in plain text.

2.2 Business and transaction records

The system stores the records you create while working: purchase orders, material requests, quotations, dispatch orders, receipts, supplier and customer details, and the audit trail of who changed what and when.

2.3 WhatsApp messaging data

Where you have given us your WhatsApp number, we send business notifications through the WhatsApp Business Platform provided by Meta. We store the phone number the message was addressed to, the message content and template used, the delivery status returned by Meta, and any reply you send back to our business number. See section 4 for detail.

2.4 Technical information

We record IP address, device identifier, browser or app version, and timestamps of sign in activity. This is used for security, abuse prevention and troubleshooting.

3. How we use information

• To provide, operate and secure Modern Tiles ERP.
• To send transactional notifications you have asked for, such as an order confirmation, a proforma invoice or a dispatch update.
• To authenticate users and enforce role based access control.
• To keep an audit trail, which we need for accounting accuracy and for resolving disputes.
• To meet tax, accounting and other legal obligations.
• To detect, investigate and prevent fraud or misuse.

We do not sell personal information, and we do not use your data for advertising or profiling.

4. WhatsApp business messaging

We use the WhatsApp Business Platform to deliver operational messages to the number you provide. Messages are sent from our registered business number +256 702 780800.

• What we send: transactional and utility messages only, for example a proforma invoice, an order status change, or a dispatch notification. We do not send marketing messages without separate consent.
• Consent: we message you only where you have provided your number for this purpose, or where you have started a conversation with us.
• Meta processing: message delivery is carried out by Meta Platforms. Meta processes the phone number and message content in order to deliver it, under the Meta privacy terms.
• Opting out: reply STOP to any message, or email moderntielserp@gmail.com, and we will stop sending WhatsApp messages to that number.

5. Legal bases for processing

Where data protection law requires a legal basis, we rely on: performance of a contract with you or your organisation, our legitimate interest in running and securing the business, your consent for optional messaging, and compliance with a legal obligation for financial records.

6. Sharing and disclosure

We share information only in these circumstances:

• Service providers who host or support the system, such as our cloud hosting and storage providers, acting on our instructions.
• Meta Platforms, strictly to deliver the WhatsApp messages described in section 4.
• Your own organisation, since colleagues with the appropriate role can see the records you create in the system.
• Authorities, where we are legally required to disclose information.

7. Data retention

Account records are kept for as long as the account is active. Business and financial records are retained for the period required by applicable tax and company law, after which they are deleted or anonymised. WhatsApp message logs are retained for up to 24 months for delivery auditing, then removed.

8. Security

Access is restricted by role, traffic is encrypted in transit using TLS, passwords are hashed, and administrative access to production systems is limited and logged. No system can be guaranteed perfectly secure, but we review these controls regularly.

9. Your rights

Subject to local law, you may request access to the personal information we hold about you, correction of anything inaccurate, deletion of your data, restriction of processing, a copy of your data in a portable format, or you may object to processing based on legitimate interest.

To exercise any of these, email moderntielserp@gmail.com. We respond within 30 days.

10. Deleting your data

Full instructions, including what is removed and what we are obliged to keep, are on the data deletion page.

11. International transfers

Our infrastructure and some of our providers operate outside your country of residence. Where information is transferred across borders, we rely on appropriate safeguards offered by those providers.

12. Children

Modern Tiles ERP is a business tool and is not directed at anyone under 18. We do not knowingly collect information from children.

13. Changes to this policy

We may update this policy as the service changes. The revised version is posted on this page with a new effective date, and material changes are communicated to account holders directly.

14. Contact us

Modern Tiles Ltd
Email: moderntielserp@gmail.com
WhatsApp: +256 702 780800