Effective Date: May 5, 2025

BulkOffice Solutions (“we,” “our,” or “us”), the provider of OffixPro CRM, is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal and business information when you use our website (https://offixprocrm.com), CRM platform, and related services (collectively, the “Service” or “Platform”).

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree with our practices, please do not use the Service.

1. WHO WE ARE

OffixPro CRM is a product of BulkOffice Solutions, located at:

ROVIS Arcade, Opp Zenith Bank Spintex Road, Accra, Ghana
Email: info@bulkofficegh.com
Phone: +233 560320128 / +233 271762500

We provide cloud-based business management software (SaaS) for SMEs and organizations to manage operations, sales, HR, accounting, and project workflows.

2. INFORMATION WE COLLECT

We collect various types of information in order to provide, operate, and improve our services. This includes:

2.1 Personal Information

When you register for an account or contact us, we may collect:

• Full name

• Email address

• Phone number

• Job title and department

• Business name and address

• Billing details (bank/Momo transaction data)

2.2 Business Data and Client Information

When you use the platform, we may store:

• Customer and vendor records

• Employee profiles and payroll information

• Project data, documents, and communication logs

• Sales records, invoices, quotations, and estimates

• Financial transactions and accounting data

You retain ownership of all your business data.

2.3 Login and Usage Data

We automatically collect technical and usage data including:

• IP address

• Device type and browser

• Operating system

• Login timestamps

• Feature usage patterns

• Error and crash logs

2.4 Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Enhance user experience

• Analyze site traffic and trends

• Remember login sessions

You can manage your cookie preferences via your browser settings.

3. HOW WE USE YOUR INFORMATION

We use the collected information for the following purposes:

• Account Creation and Management: To set up and manage your user account and roles.

• Service Delivery: To provide CRM, HR, project, finance, and communications features.

• Billing and Invoicing: To process payments and generate invoices for your subscription or customizations.

• Communication: To send service-related emails, system updates, usage alerts, and newsletters (if subscribed).

• Analytics and Improvement: To monitor usage, detect anomalies, and improve performance and usability.

• Legal and Regulatory Compliance: To meet legal obligations under Ghanaian law or respond to valid government/legal requests.

We do not use your data for:

• Advertising to your customers

• Selling your data to third parties

4. LEGAL BASIS FOR PROCESSING

We process your personal and business information based on:

• Your consent when you sign up for our services.

• The contractual obligation to provide the services you subscribed to.

• Legal compliance with laws of Ghana or applicable international regulations.

• Our legitimate interests in improving and securing our services.

5. DATA SHARING AND DISCLOSURE

We do not sell your personal or business data to third parties.

However, we may share your data with:

• Trusted service providers (e.g., cloud hosting, email delivery, analytics tools) under strict confidentiality agreements.

• Legal or regulatory authorities where required by law or to protect our legal rights or those of our users.

• Successors in the event of a business sale, merger, or reorganization—subject to continued protection of your data under this Policy.

All data sharing is limited to what is necessary and appropriate for service provision or legal compliance.

6. DATA RETENTION

We retain your information:

• As long as you have an active subscription with OffixPro CRM.

• For up to 30 days after cancellation, during which time you may request a backup.

• Longer if required by applicable tax, accounting, or legal obligations.

After the retention period, your data will be securely deleted or anonymized unless you have requested export or migration services.

7. DATA SECURITY

We take data security seriously and implement the following measures:

• SSL encryption for data transmission

• Secure cloud hosting infrastructure with firewalls

• Role-based access control (RBAC) for internal staff

• Data backup and recovery protocols

• Periodic security assessments and patching

Note: While we strive to use commercially acceptable means to protect your data, no digital system can guarantee 100% security. Users should maintain strong passwords and control internal access.

8. YOUR RIGHTS & CHOICES

Depending on your location and applicable laws, you have the following rights:

• Access: Request a copy of the personal data we hold about you.

• Rectification: Correct inaccuracies in your personal or business data.

• Erasure: Request deletion of your data, subject to legal and operational exceptions.

• Portability: Request export of your data in a structured, machine-readable format.

• Objection & Restriction: Object to certain processing activities or request temporary restriction.

To exercise your rights, please contact: privacy@offixprocrm.com
We may require identity verification before processing your request.

9. CHILDREN’S PRIVACY

Our platform is not intended for children under the age of 18. We do not knowingly collect personal information from minors. If we become aware of such data, we will delete it immediately.

10. THIRD-PARTY LINKS

Our website or platform may contain links to third-party websites or integrations (e.g., email services, accounting tools). We are not responsible for the privacy practices of these external sites. Please review their respective privacy policies.

11. INTERNATIONAL DATA TRANSFERS

If you are located outside Ghana and use our platform, you understand and agree that your information may be transferred to, processed, and stored in Ghana or other countries with different data protection laws.

We ensure that any international data transfer complies with applicable legal requirements and security standards.

12. UPDATES TO THIS PRIVACY POLICY

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

• Legal or regulatory changes

• New features or services

• Improvements in our data handling practices

All changes will be posted on this page and, if significant, communicated via email or system alert. Continued use of the Service after changes indicates your acceptance of the revised policy.

13. CONTACT US

For questions, requests, or concerns related to this Privacy Policy, please contact:

Data Protection Officer
BulkOffice Solutions
📍ROVIS Arcade, Opp Zenith Bank Spintex Road, Accra, Ghana
📧 Email: privacy@offixprocrm.com
🌐 Website: https://offixprocrm.com
📞 Phone: +233 560320128 / +233 271762500