Privacy Policy

EJA ERP is a cloud-based Enterprise Resource Planning and business management platform.

Our ecosystem may include applications such as:

• Project Management
• Asset Management
• Timesheet Management
• Bookkeeping
• Appraisal & KPI Management
• Requisition & Invoice Management
• School Fees Payment Management
• Event Planning
• Hotel Management

Other applications, features, integrations, and services introduced by EJA ERP.

For the purposes of this Privacy Policy, references to "EJA ERP," "we," "us," or "our" mean the entity responsible for operating the EJA ERP platform and services.

Website: https://ejaerp.app/

The role EJA ERP plays in relation to personal data can vary depending on how our services are used.

Depending on how you interact with EJA ERP, we may collect different categories of information.

Organizations using EJA ERP may enter business information into the platform, including:

• Company information
• Branch information
• Department information
• Employee information
• Customer information
• Supplier information
• Asset records
• Project information
• Financial records
• Invoice information
• Requisition information
• Timesheet information
• KPI information
• Event information
• Hotel operational information
• School administration information

The specific information collected depends on the EJA ERP modules used by the organization.

The EJA ERP School Fees Payment Management module may allow educational institutions to manage information relating to students and their financial obligations.

This may include:

• Student name
• Student identification number
• Class or programme
• Parent or guardian information
• Contact information
• Fee information
• Payment records
• Outstanding balances
• Payment history
• Receipt information
• Academic or administrative information provided by the institution

Schools using EJA ERP are responsible for ensuring that they have an appropriate legal basis and authorization to provide student, parent, guardian, or other personal information to EJA ERP.

Where children or minors' information is processed, the educational institution remains responsible for ensuring that the processing complies with applicable legal requirements.

Where EJA ERP is used for workforce management, the platform may process information relating to employees and other personnel.

Depending on the modules used, this may include:

• Employee names
• Employee IDs
• Contact information
• Department
• Job role
• Timesheets
• Attendance information
• Performance information
• KPIs
• Appraisal information
• Leave information
• Asset assignments
• Work-related records

Organizations using EJA ERP remain responsible for determining the appropriate legal basis and purpose for processing their employees' information.

Depending on the services used, EJA ERP may process information relating to:

• Invoices
• Requisitions
• Transactions
• Payment records
• Customer balances
• Supplier information
• Financial records
• Subscription information

Where payments are processed through a third-party payment provider, payment-card information may be handled directly by the relevant payment provider rather than stored by EJA ERP.

We encourage users to review the privacy policy of any third-party payment provider used to complete a transaction.

Where the EJA ERP Hotel Management module is used, organizations may process information about guests and visitors.

This may include:

• Guest name
• Contact information
• Reservation information
• Check-in and check-out information
• Room information
• Payment information
• Guest preferences
• Booking history
• Other information required to provide hospitality services

The hotel or hospitality organization using EJA ERP remains responsible for ensuring that its processing of guest information complies with applicable privacy laws.

Our Project Management, Asset Management, Timesheet, Event Planning, and other modules may process information such as:

• Project names
• Task assignments
• Employee assignments
• Project deadlines
• Timesheets
• Asset assignments
• Event responsibilities
• Operational records
• Business documents

This information may contain personal data depending on how the customer uses the platform.

When you access EJA ERP, we may automatically collect certain technical information, including:

• IP address
• Browser type
• Device type
• Operating system
• Device identifiers
• Login information
• Access timestamps
• Authentication events
• Application usage information
• Error logs
• Security logs

We use this information to operate, secure, troubleshoot, monitor, and improve our services.

When you visit our website, we may collect information through:

• Contact forms
• Demo-request forms
• Newsletter forms
• Cookies
• Analytics technologies
• Website logs
• Similar technologies

We use this information to respond to enquiries, improve our website, understand website usage, and provide relevant communications.

We may collect personal information:

We may process personal information for purposes including:

• Providing EJA ERP services;
• Creating and managing accounts;
• Authenticating users;
• Processing subscriptions;
• Processing payments;
• Providing customer support;
• Managing customer relationships;
• Delivering requested demonstrations;
• Sending service communications;
• Improving our products;
• Maintaining security;
• Detecting fraud and abuse;
• Troubleshooting technical problems;
• Meeting legal and regulatory obligations;
• Maintaining business records;
• Protecting our legal rights.

Depending on the circumstances, EJA ERP may rely on one or more lawful bases for processing personal data.

These may include:

The appropriate legal basis depends on the specific processing activity.

If you subscribe to our marketing communications, we may send you information about:

• EJA ERP products;
• New features;
• Product updates;
• Events;
• Webinars;
• Business information;
• Promotions;
• Relevant services.

You may unsubscribe from marketing communications at any time by using the unsubscribe mechanism included in the communication or by contacting us.

Service-related communications, such as security notices, account notifications, billing information, and important operational updates, may still be sent where necessary.

EJA ERP may use cookies and similar technologies to:

• Keep users signed in;
• Maintain session security;
• Remember preferences;
• Understand website traffic;
• Improve website performance;
• Analyze usage;
• Support certain functionality.

Where required by applicable law, we will seek appropriate consent before using non-essential cookies.

A separate Cookie Policy may provide additional information about the cookies and similar technologies we use.

We do not sell personal data as a business practice.

We may share personal data where necessary with:

We may engage third-party data processors to help provide EJA ERP.

Before engaging processors, we seek to implement appropriate contractual and technical safeguards.

Our processor arrangements may address:

• Confidentiality;
• Security;
• Permitted processing;
• Data protection obligations;
• Sub-processors;
• Data deletion or return;
• Incident management;
• Compliance requirements.

The NDPC's GAID 2025 specifically addresses processor due diligence and written contracts between controllers and processors.

Some EJA ERP service providers or infrastructure providers may process information outside Nigeria.

Where personal data is transferred across borders, EJA ERP will seek to comply with applicable requirements governing international transfers, including appropriate safeguards where required.

Where appropriate, safeguards may include:

• Contractual protections;
• Appropriate transfer mechanisms;
• Security measures;
• Data-processing agreements;
• Assessments required under applicable law.

We take reasonable technical and organizational measures designed to protect personal data.

These measures may include:

• Access controls;
• Role-based permissions;
• Authentication controls;
• Encryption where appropriate;
• Secure infrastructure;
• Monitoring and logging;
• Backup procedures;
• Security updates;
• Incident-response procedures.

However, no digital system can guarantee absolute security.

Users should also protect their passwords, devices, and login credentials and immediately report suspected unauthorized access.

Where EJA ERP becomes aware of a personal-data breach, we will assess and respond to the incident in accordance with applicable law and our internal incident-response procedures.

Where notification to customers, data subjects, regulators, or other parties is legally required, we will make such notifications within applicable timelines.

Customers using EJA ERP remain responsible for responding to incidents relating to their own data-controller responsibilities.

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, contractual obligations, legal requirements, dispute resolution, security, legitimate business requirements, or other applicable lawful purposes.

Retention periods may depend on:

• The type of information;
• The purpose for processing;
• The nature of the customer relationship;
• Legal requirements;
• Accounting requirements;
• Security requirements;
• Contractual requirements.

When information is no longer required, we may securely delete, anonymize, or otherwise dispose of it in accordance with applicable requirements.

When an organization terminates its EJA ERP subscription, Customer Data may be retained for a limited period to support contractual obligations, legal requirements, security, backup, or dispute resolution.

Subject to applicable law and contractual arrangements, customers may request the export or deletion of their information.

Specific retention and deletion terms may be defined in the customer's subscription agreement or Data Processing Agreement.

Subject to applicable law and relevant exceptions, individuals may have rights including:

• The right to obtain information about processing;
• The right to access personal data;
• The right to request correction or rectification;
• The right to request erasure;
• The right to object to certain processing;
• The right to withdraw consent where consent is the applicable legal basis;
• The right to data portability where applicable;
• Rights concerning certain automated decision-making;
• Other rights provided by applicable data-protection legislation.

To exercise your privacy rights, contact us using:

Privacy Email: info@qclose.net

Your request should include enough information for us to understand:

• Who you are;
• What information you are requesting;
• What right you wish to exercise;
• Any relevant account or organization information.

We may need to verify your identity before processing certain requests.

This is designed to prevent unauthorized individuals from gaining access to personal information.

We will assess and respond to valid data-subject requests within the timeframe required by applicable law.

We may refuse or restrict a request where permitted or required by law, including where fulfilling the request would adversely affect the rights of another person or where a legal exemption applies.

Where we cannot fulfill a request, we will provide an explanation where legally permitted.

Some EJA ERP customers, particularly schools, may use the platform to process information relating to children.

Where children's personal data is processed:

• The customer organization remains responsible for determining the lawful basis for processing;
• Appropriate safeguards should be implemented;
• Access should be limited to authorized personnel;
• Information should only be collected and used for legitimate purposes;
• Schools and other organizations should provide appropriate privacy notices to parents, guardians, and other relevant individuals where required.

EJA ERP does not knowingly use children's information for unrelated marketing purposes.

Where EJA ERP processes employee information on behalf of an organization, that organization remains responsible for its employment-related data-processing obligations.

This may include:

• Providing appropriate employee privacy notices;
• Determining lawful bases;
• Managing access permissions;
• Responding to employee data requests;
• Maintaining appropriate retention periods.

We aim to collect and process personal data that is relevant and reasonably necessary for the purposes for which it is used.

Customers should avoid uploading unnecessary personal information into EJA ERP.

Users should not use EJA ERP to store information that is unrelated to the services or business purposes for which the platform is intended.

We take reasonable steps to maintain accurate information.

However, organizations and individuals using EJA ERP are responsible for ensuring that information they provide is accurate and up to date.

If you discover inaccurate information, please contact the relevant organization or EJA ERP where appropriate.

EJA ERP may provide analytical, reporting, KPI, workflow, or other automated functionality.

Unless expressly stated otherwise, EJA ERP does not make final employment, educational, financial, or other significant decisions about individuals.

Where automated decision-making with legal or similarly significant effects is used, we will seek to comply with applicable data-protection requirements.

EJA ERP aims to incorporate privacy and security considerations into the development and operation of its products.

This may include:

• Role-based access;
• Permission controls;
• Data minimization;
• Secure authentication;
• Security monitoring;
• Controlled data access;
• Appropriate retention practices.

The NDPC's implementation materials emphasize privacy by design and by default as part of responsible data processing.

Our website or applications may contain links to third-party websites or services.

We are not responsible for the privacy practices, security, content, or policies of third-party websites.

We recommend reviewing the privacy policy of any third-party service before providing personal information.

EJA ERP may operate social-media profiles or include social-media functionality on its website.

Interactions with social-media platforms may be governed by the privacy policies of those platforms.

We encourage users to review the privacy settings and policies of the relevant social-media provider.

If EJA ERP undergoes a merger, acquisition, restructuring, sale of assets, investment transaction, or other corporate change, personal information may be transferred as part of the relevant transaction where legally permitted.

Where required, we will take appropriate measures to protect personal information during such transactions.

We may update this Privacy Policy from time to time to reflect:

• Changes to our services;
• New EJA ERP applications;
• Changes in technology;
• Changes in applicable law;
• Regulatory guidance;
• Changes in our data-processing practices.

The updated version will be published on this page with a revised "Last Updated" date.

Where legally required, we may provide additional notice of material changes.

Where EJA ERP operates in different jurisdictions, additional privacy requirements may apply depending on the location of the customer, data subject, or processing activity.