Mantra ESS Mobile App

The App connects to your organization's ERP system (built on the Mantra Softech ERP platform) to let field staff, managers, and administrators view and manage business data on the go. Some data is entered directly by users; some is generated automatically by your device or the App to make features work correctly.

If you are using the App as an employee or representative of an organization that has deployed it, that organization is the primary controller of the business data you enter, and its internal policies may also apply to how that data is used.

Account & profile information

When you sign in, we collect the information needed to authenticate you against your organization's ERP instance:

• Full name, username, and employee/user ID
• Email address and/or phone number
• Role, department, and assigned permissions
• Login credentials or authentication tokens (passwords are never stored in plain text)

Business & operational data

To perform ERP functions, the App accesses and creates records such as:

• Sales orders, purchase orders, invoices, and payment entries
• Stock, inventory, and warehouse records
• Customer, supplier, and contact information tied to your organization
• Attachments you upload - documents, receipts, delivery photos, or signatures

Device permissions

Device & usage information

We automatically collect limited technical data to keep the App reliable and secure:

• Device model, operating system, and app version
• IP address and general network information
• App activity logs and crash/diagnostic reports

• To authenticate you and enforce role-based access to your organization's ERP data
• To display, create, and update the business records the App is designed to manage
• To send transactional notifications (e.g., an order was approved, a task was assigned)
• To troubleshoot issues, fix bugs, and improve app performance and reliability
• To maintain security - detecting fraud, abuse, or unauthorized access attempts
• To comply with legal, tax, and regulatory record-keeping obligations

Data entered through the App is transmitted over encrypted connections (HTTPS/TLS) to your organization's ERP instance, hosted at [hosting provider / server region, e.g. mantratec.milaap.ai infrastructure]. We apply reasonable administrative, technical, and physical safeguards, including:

• Encrypted transport for all API requests between the App and the server
• Role- and permission-based access control at the server level
• Session tokens with expiry, rather than storing raw passwords on-device
• Regular backups and access logging on the ERP server

No method of transmission or storage is 100% secure. While we work to protect your information, we cannot guarantee absolute security.

We share information only in the following circumstances:

• Within your organization - with other authorized users and administrators of your ERP instance, according to their role permissions.
• Service providers - infrastructure and hosting providers, and, where enabled by your organization, messaging providers (e.g. the WhatsApp Business Platform) used solely to deliver order and status notifications you or your organization have opted into.
• Legal requirements - where required to comply with a legal obligation, court order, or to protect the rights, safety, or property of Mantra Softech or others.
• Business transfers - in connection with a merger, acquisition, or sale of assets, with notice provided where required by law.

We do not share your data with third parties for their own marketing purposes.

Business and transactional records are retained for as long as your organization's ERP account remains active, and afterward as required by applicable financial, tax, or regulatory record-keeping laws (typically [X years]). Account and profile data is retained while your user account exists and is removed or anonymized within [X days] of account deactivation, unless a longer retention period is required by law.

Depending on your location and applicable law, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your account data, subject to your organization's record-keeping obligations
• Withdraw consent for optional permissions (camera, location, notifications) at any time via your device settings
• Object to or restrict certain processing of your data

Since business records are tied to your employer or organization's ERP account, some requests may need to be routed through your organization's administrator.

The App is intended for business use by employees, contractors, and partners of organizations that use our ERP platform. It is not directed at children, and we do not knowingly collect personal information from anyone under the age of 16.

Your organization's ERP data may be hosted in a country other than the one you are located in. Where we transfer data across borders, we take steps to ensure it receives an adequate level of protection consistent with this Privacy Policy and applicable law.

We may update this Privacy Policy from time to time to reflect changes in the App, our practices, or legal requirements. We will update the "Effective date" above and, for material changes, notify you through the App or by email before the change takes effect.

If you have questions about this Privacy Policy or how your data is handled, contact us at: