Privacy Policy

This policy explains how personal data is handled when businesses use LinksERP, the point-of-sale and business management software from Chip Intel Links ("we", "us"). It covers the desktop application, the Sync Service, the LinksERP API and the web and mobile apps. We follow the Kenya Data Protection Act, 2019.

1. Who controls the data

LinksERP is installed and run by our customer, the business using it. That business decides what data is entered and is the data controller for it. The data is stored in the business's own database, on its own server or computer, or on hosting it chooses. We do not receive or see that data unless the business gives us access, for example to provide support. When it does, we act only on its instructions.

2. Data the software processes

Depending on how the business uses it, LinksERP processes:

• Business data: products, prices, stock, sales, purchases, payments, expenses and accounting entries.
• Customer and supplier details: names, phone numbers, email addresses, KRA PINs and account balances.
• User accounts: staff names, user names, roles and activity logs. Passwords are stored only as secure hashes.
• Connection settings: keys and tokens for services the business connects. These are stored encrypted.

3. QuickBooks Online data

When a business connects QuickBooks Online, LinksERP uses the access the business grants through Intuit.

• LinksERP reads customers, suppliers, items, accounts, tax codes and company information.
• It writes the sales, invoices, receipts, purchases, payments and journals the business chooses to send.
• QuickBooks data is used only to keep the business's LinksERP records and its QuickBooks books in step.
• Access tokens are encrypted and stored only in the business's own database.
• QuickBooks data is not sold, used for advertising or shared with anyone else.
• The business can disconnect at any time from LinksERP or from its Intuit account.

4. Other services the business may connect

When enabled by the business, LinksERP sends the data each service needs:

• invoice and sale details to KRA eTIMS through the integrator it selects;
• payment requests to M-PESA (Safaricom);
• messages to the email or SMS providers it configures.

Those providers handle the data under their own privacy policies.

5. Data we receive directly

We receive the information needed to license and support the software. This means the business name, contact details and licence or activation details. When the business asks us for support, we also see what it shares. We use this information only to provide licences, updates and support, and to contact the business about them.

6. Security

Connections to online services use HTTPS/TLS. Secrets and access tokens are encrypted. Access inside LinksERP is controlled by user accounts and permissions. The business is responsible for securing its own server, computers and backups.

7. Retention

Data in LinksERP is kept for as long as the business keeps it in its database. Businesses should keep records for the periods tax and other laws require. We keep licence and support records for as long as the business is our customer, and afterwards for as long as the law requires.

8. Your rights

Under the Kenya Data Protection Act you have rights over your personal data. These include the right to be informed, and to access, correct, delete and object to its processing. If your data is held by a business that uses LinksERP, contact that business first. For data we hold, or for help, contact us below. You may also complain to the Office of the Data Protection Commissioner.

9. Changes

We may update this policy. The date at the top shows the latest version.

10. Contact