Privacy Policy
Last updated: August 8, 2025
1. Introduction
Welcome to e-acta's privacy policy. This policy describes how we collect, use, store, and protect your personal data when you use our actaERP® mobile applications and your dedicated instance of our specialized ERP actaERP®.
About actaERP®
actaERP® is the specialized ERP that meets the specific needs of agriculture and agri-food: farm management, packaging, traceability, and logistics. Modular and scalable, it supports your growth from farm to final consumer.
Our robust mobile applications optimize your productivity in the field, with instant synchronization and fully operational functionality even offline.
Two versions available
🏢 actaERP® On-Premise - On your infrastructure
- Data hosted internally on your servers
- Compliance with your organization's internal requirements
- Complete client control of the technical environment
- Integration with your existing IS
- Ideal for: Integrated groups (Farms + Stations + Cold storage), large farms, specific needs
🌐 actaERP® SaaS (Cloud) - Ready-to-use solution
- Secure hosting included by e-acta
- Access from anywhere
- Rapid deployment (a few days)
- Turnkey solution
- Ideal for: Farms, Packaging stations, Cold storage, or any combination of these activities
System architecture : Depending on the version chosen, each client has their own dedicated actaERP® instance, either hosted on their own servers (On-Premise) or on our secure cloud infrastructure (SaaS). In both cases, your data remains completely isolated and our mobile applications connect exclusively to your dedicated instance, even in offline mode.
Important : By using our applications and services, you accept the terms of this privacy policy.
2. Data Controller
5, AV. Allal Ben Abdellah
6°étage, N° 33
30000, Fès, Maroc
+212 5 32 56 40 10
+212 6 69 69 00 39
contact@e-acta.com
3. Data Processed in Your actaERP® Instance
3.1 Account Data
To create and manage your user account on your dedicated actaERP® instance, the following data is stored in your instance :
- Username and password
- Email address
- First and last name
- Role and permissions in the farm/company
- Phone number (if provided)
- Information about the farm or agri-food company
Important : e-acta does not collect this data for its own account. This information is created and stored directly in your dedicated actaERP® instance, whether on your infrastructure (On-Premise) or on our secure cloud (SaaS).
3.2 Usage Data
Our mobile applications automatically generate usage data that is stored in your actaERP® instance :
- Connection and activity logs on your actaERP® instance
- Performance data from field mobile applications
- Mobile device information (model, OS version, offline capabilities)
- Instant synchronization data between the application and your ERP
- Geolocation data of plots and sites (if authorized)
- History of synchronizations and offline modes
Note : This technical data is generated for the proper functioning of your applications and is stored in your dedicated instance.
3.3 Agricultural and Agri-food Business Data
Business data entered via mobile applications is stored in your actaERP® instance :
- Farm management : plots, crops, livestock, agricultural equipment
- Agricultural production : sowing, treatments, irrigation, harvests, yields
- Packaging: batches, packaging, labeling, quality standards
- Traceability : product origin, transformations, distribution circuits
- Logistics : stocks, movements, deliveries, transport
- Field data : weather readings, soil analysis, quality controls
- Commercial data : orders, invoicing, customer/supplier relationships
- Documents : photos, reports, certificates, analyses captured via mobile
Data ownership : All this business data belongs exclusively to you and is stored in your dedicated actaERP® instance.
4. Use of Data in Your Instance
4.1 Main Purposes
Data stored in your actaERP® instance is used to :
- Provide access to your dedicated actaERP® instance specialized in agriculture/agri-food
- Enable execution of field tasks via our robust mobile applications
- Manage your user accounts and permissions according to roles in the farm
- Ensure instant synchronization of data between mobile application and actaERP®
- Guarantee fully operational functioning in offline mode
- Optimize your field productivity
- Ensure traceability of your products from farm to final consumer
- Maintain security and integrity of your actaERP® instance
- Continuously improve our specialized agricultural solutions
4.2 Communication
e-acta may contact you directly (and not via your instance data) for :
- Technical support
- Important service updates
- Security notifications
- Information about new features
5. Architecture and Hosting Models
5.1 Dedicated actaERP® Instance According to Chosen Model
🏢 actaERP® On-Premise
For clients who have chosen the On-Premise version, your actaERP® instance is hosted on your own infrastructure. You have complete control of your data which remains in your technical environment. e-acta provides only the software and support, without direct access to your data except for authorized technical intervention.
🌐 actaERP® SaaS (Cloud)
For SaaS clients, each farm or agri-food company has its own actaERP® instance completely isolated on our secure cloud infrastructure. This turnkey solution allows rapid deployment while guaranteeing total isolation of your data from that of other clients.
5.2 Robust Mobile Applications (Common to Both Versions)
Our mobile applications are specially designed to optimize your field productivity, whether they connect to your On-Premise or SaaS instance. They allow users (farmers, agricultural workers, agri-food technicians) to perform their daily tasks by connecting exclusively to your dedicated actaERP® instance.
5.3 Offline Operation
Our applications are fully operational even without internet connection, an essential feature for agricultural field work. Data entered offline is stored securely on the mobile device, then synchronized instantly with your actaERP® instance (On-Premise or SaaS) as soon as the connection is restored.
5.4 Instant Synchronization
Our system ensures instant and robust synchronization between your field mobile applications and your actaERP® instance, regardless of the version chosen, guaranteeing consistency and availability of your data in real time.
6. Data Sharing and Access According to Model
6.1 Client Confidentiality Principle
Your agricultural and agri-food data belongs exclusively to your farm/company. The role of e-acta varies according to the chosen model :
- On-Premise version : e-acta provides actaERP® software but your data remains on your infrastructure. We do not host any of your data.
- SaaS version : e-acta acts as technical provider hosting your dedicated actaERP® instance on our secure cloud infrastructure.
In both cases, we never sell your data.
6.2 Data Access
🏢 For On-Premise Clients
e-acta can access your data only:
- During technical support interventions at your explicit request and with your authorization
- For on-site software maintenance (with access controlled by your teams)
- In case of legal obligations concerning you directly
🌐 For SaaS Clients
e-acta can access your data only in the following cases :
- Technical support at your explicit request
- Maintenance and update of your cloud actaERP® instance
- Resolution of technical incidents related to synchronization or offline mode
- Legal or judicial obligations
- Backup and restoration of your cloud instance data
6.3 Sharing with Third Parties
Your data can be shared only :
- With your explicit consent
- With our cloud subcontractors (only for SaaS clients) under strict confidentiality contract
- To comply with a legal obligation
- In case of merger, acquisition or business transfer (with prior notification)
7. Data Security According to Model
7.1 Common Security Measures
Regardless of the version chosen, we guarantee:
- Encryption of data in transit between mobile applications and your actaERP® instance
- Securing communications and strong authentication
- Protection of data stored temporarily in offline mode on mobile devices
- Strict access controls to applications and ERP instance
- Continuous training of our teams on agricultural data security
7.2 On-Premise Security
For On-Premise clients :
- Infrastructure security is your responsibility
- We provide security recommendations and best practices
- actaERP® software integrates robust security mechanisms
- Secure support for technical interventions
7.3 SaaS (Cloud) Security
For SaaS clients, we implement:
- Hosting on certified cloud infrastructure
- Encryption of data at rest in your dedicated instance
- Continuous security monitoring and intrusion detection
- Encrypted automatic backups
- Strict network isolation between client instances
- Access from anywhere with secure authentication
8. Data Retention
8.1 Agricultural Business Data
🏢 On-Premise Version
Your business data is stored on your own infrastructure. You completely control their retention duration according to your internal policies and agricultural and agri-food legal obligations of your country.
🌐 SaaS Version
Your business data stored in your dedicated cloud actaERP® instance (farm management, packaging, traceability, logistics) is retained according to your instructions and legal obligations specific to the agricultural sector. As owner of this data, you control their retention duration via your instance settings.
8.2 User Account Data
User account data is retained as long as the account is active on your actaERP® instance (On-Premise or SaaS). When deactivating a user account (employee, technician, etc.), associated personal data is deleted according to your instructions or after a reasonable delay.
8.3 End of Contract
🏢 On-Premise Version
At the end of our contract, your data remains on your infrastructure. You retain access to your data but lose software support and actaERP® updates.
🌐 SaaS Version
At the end of our contract, you have a contractually defined period to recover all your data (farms, traceability, production history, etc.) in an exploitable format. After this period, all data from your cloud actaERP® instance is permanently deleted from our systems.
9. Your Rights
In accordance with applicable regulations, you have the following rights:
- Right of access : Obtain a copy of your personal data
- Right of rectification : Correct inaccurate data
- Right to erasure : Request deletion of your data
- Right to portability : Receive your data in a structured format
- Right to object : Object to processing of your data
- Right to restriction : Limit processing of your data
10. Cookies and Similar Technologies
Our applications may use cookies and similar technologies to improve your user experience, analyze application usage and maintain your preferences.
11. International Transfers
If we transfer your data to third countries, we ensure that appropriate guarantees are in place to protect your data in accordance with international standards.
12. Modifications to this Policy
We may update this privacy policy. Important modifications will be notified to you via the application or by email. We encourage you to regularly consult this page.
13. Contact
For any questions concerning this privacy policy or your personal data:
Data Protection Officer (DPO)
Email : contact@e-acta.com
© 2025 e-acta. All rights reserved.