1. Introduction

This is applicable if you are using our services:

• Corporately, as a seminary using our services
• Individually, as an Administrator of one seminary using our services.
• As you contact us for enquiry via e-mail

We here at KLISIA’s Seminary ERP value your privacy and take serious measures in protecting your personal information and have hence updated our privacy policy to make it GDPR compliant.

This privacy policy provides you with details of how we collect and process your personal data through your use of our site https://seminaryerp.org.

By providing us with your data, you warrant to us that you are over 13 years of age.

Klisia, a 501(c)3 non-profit based in Texas, is the data controller and processor, and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy policy).

We recognize the importance of maintaining your privacy. We value your privacy and appreciate your trust in us. This Policy describes how we treat user information we collect on seminaryerp.org and other offline sources. This Privacy Policy applies to current and former visitors to our website and to our online customers. By visiting and/or using our website, you agree to this Privacy Policy. Seminary ERP is a property of Klisia, a 501(c)3 based in Texas to help make theology accessible to all.

2. Information we collect

2.1 Contact information

We might collect your name, email, mobile number, phone number, street, city, state, ZIP code, country and IP address.

2.2 Payment and billing information

We might collect your billing name, billing address and payment method when you make a purchase on our website. We NEVER collect your credit card number or credit card expiry date or other details pertaining to your credit card on our website. Credit card information will be obtained and processed by online payment management intermediaries, such as Stripe and Paypal.

2.3 Information you post

We collect information you post in a public space on our website or on a third-party social media site belonging to seminaryerp.org.

2.4 Demographic information

We may collect demographic information about you, your business and business needs, events you like, events you intend to participate in, conference tickets you buy, or any other information provided by you during the use of our website. We might collect this as a part of a survey also.

2.5 Other information

If you use our website, we may collect information about your IP address and the browser you're using. We might look at what site you came from, duration of time spent on our website, pages accessed or what site you visit when you leave us. We might also collect the type of mobile device you are using, or the version of the operating system your computer or device is running.

3. We collect information in different ways

3.1 We collect information directly from you

We collect information directly from you when you make a subscribe to seminaryerp.org, register for an event or contact us. We also collect information if you post a comment on our websites or ask us a question through phone or email.

3.2 We collect information from you passively

We may use other tracking tools like Google, web analytics, LinkedIn, browser cookies or other external websites for collecting information about your usage of our website.

3.3 We get information about you from third parties

For example, if you use an integrated social media feature on our website. The third-party social media site will give us certain information about you. This could include your name and email address.

4. Use of your personal information

4.1 We use information to contact you

We might use the information you provide to contact you for confirmation of a subscription to our website, or for other promotional purposes including sending newsletters.

4.2 We use information to respond to your requests or questions

We might use your information to confirm your purchase of service, registration for an event or contest.

4.3 We use information to improve our products and services

We might use your information to customize your experience with us. This could include displaying content based upon your preferences.

4.4 We use information to look at site trends and customer interests

We may use your information to make our website and products better. We may combine information we get from you with information about you we get from third parties.

4.5 We use information for security purposes

We may use information to protect our company, our customers, or our websites.

4.6 We use information for marketing purposes

We might send you information about special promotions or offers. We might also tell you about new features or products. These might be our own offers or products, or other open-access third-party offers or products related to theological education we believe might interest you. We enroll you in our newsletter automatically, as you partner with us. We use information to send you transactional communications. We might send you emails or SMS about your account or a purchase. We use information as otherwise permitted by law.

5. Sharing of information with third-parties

5.1 We will share information with third parties who perform services on our behalf

We share information with vendors who help us manage our online registration process or payment processors or transactional message processors. Some vendors may be located outside of the United States of America.

5.2 We may share information with our business partners

This includes a third party who may help us with implementation of the services subscribed by you and only in case we need to use their expertise on your account. Our partners use the information we give them as described in their privacy policies.

5.3 We will share information with the event organizers

We share your information with event organizers and other parties responsible for organizing events, and demo sessions for you. The event organizers and other parties may use the information we give them as described in their privacy policies. We may share information if we think we have to in order to comply with the law or to protect ourselves. We will share information to respond to a court order or subpoena. We may also share it if a government agency or investigatory body requests. We may also share information when we are investigating potential fraud, or for reasons not described in this policy. We will tell you before we do this.

6. Third party sites

If you click on one of the links to third party websites, you may be taken to websites we do not control. This policy does not apply to the privacy practices of those websites. Read the privacy policy of other websites carefully. We are not responsible for these third-party sites.

6.1 Roles

The regulation distinguishes two main types of entities:

1. Data controller: Any entity who determines the purposes and means of the processing of personal data, alone or jointly. As a general rule, every organization is a controller for its own data.
2. Data processor: Any entity who processes data on behalf of a data controller.

 

We Act As	Data Processing	Kind of data
Data Controller & Processor	seminaryerp.org	Personal Information like name, email, contact, no. of students  who either email us, request for demo or sign up for a trial account
Data Processor	Customer Data	Any data stored by our customers in their Seminary Management System/ERPNext account, they are the database owner and become the Data Controller for it. We only act as the Data Processor
None	Self-hosted/On-Premise	Open Source users using Seminary Management System for their organization on their own server.

7. What information about me is stored

We only store the information necessary for billing and contact purposes. This will include the following:

- Your Name (of course)

- Your Email ID

These are the common information stored with us when you use an Seminary ERP cloud account. The following information is also stored:

- Phone number of the primary contact person (if shared by the user)

- Billing Address (of the company/primary user)

We also store all the data that is requested from you when you request a demo or sign-up our services.

8. Where do you host

We currently host with digitalocean.com whose servers/data centers are located in New York.

9. What about backups

On the cloud, we maintain regular SQL backups (from hereon referred to as backup) of your account. A backup is taken every 24 hours.

These backups are stored on DigitalOcean.com.

10. Who can access my account

We also have an access to your account for administrative purposes. This includes access for support and update purposes.

If anyone in our team has to access your data for support, then you will get an email mentioning that one of our engineers have accessed your data along with a reason. Your passwords are not accessible to our engineers and are generated via a program. If they need to access the account, they must go via this route.

11. How do I check all the changes you have made as an Administrator

We will report to you what changes (if any) we have done. At the bottom of each form (or doctypes, as we call them) you will see who has made the recent changes. Additionally, you can view the Activity Log Report to track the activities of users in your account. Changes are also made automatically via patches when a new version gets released. In case a patch fails, an Administrator may change your data. In this case, you will receive an email notification.

12. How do you use my data

Any personal information received will only be used to reply to your queries, fix your bugs, and help us improve the software for all seminaries. Occasionally, we will send you Newsletters (which you can opt out of). We do not and never will sell or redistribute your information to any third party.

We do track your visits to the website through Google Analytics. This data is collected anonymously and viewed in an aggregated form to understand user behavior across seminaries. The kind of queries we engage with are such as, what is the most used transaction in Seminary/ERPNext, or what do most users do after rolling an Academic Year.

13. What if I want to move my data

Seminary/ERPNext are free and Open Source. This is our biggest advantage against other cloud/SAAS ERPs. In the remote possibility that you do not want our service or we are unable to service, the entire source code with installation instructions is online at github.com.

All you have to do is download your backup and reinstall on your new server. You can also export only the necessary data in spreadsheets (Excel, CSV) and import them in your new instance.

14. Email Opt-Out

You can opt out of receiving our marketing emails, just by clicking on “Unsubscribe” at the footer. Even if you opt out of getting marketing messages, we will still be sending you transactional messages through email and SMS about your services.

15. Taking care of your Password (Password security)

Klisia and Seminary ERP firmly believe in protecting your personal information and we will never ask for any password or related information from our partners. You are also advised, in order to protect access to your accounts here and in other channels, to not disclose the passwords to anyone. Generally, when you subscribe to a demo or to our services, you are required to generate your own password. It is recommended that passwords should be carefully created so that no unauthorized access is made by a third party. You are also advised not to keep any written or other record of the password(s), so that no third party could access the system on your behalf. You should not disclose the password to anyone. Ideally, we recommend password generators. If you decide to create your own, please opt for longer passwords, with a combination of upper and lower case letters, numbers, and special characters (like @, %, &, ! etc.). The password is a private information and must be kept confidential by the owner of the username related to the password. If a password is known by someone other than the owner, that username and password could be misused to access resources and information and possibly with criminal intent—and without notice since they would appear as the registered owner. We will bear no responsibility for loss caused to you in relation to password theft or unauthorized access due to weak passwords etc.

16. Updates to this policy

From time to time we may change our privacy practices. We will notify you of any material changes to this policy as required by law. We will also post an updated copy on our website. Please check our site periodically for updates.

17. Jurisdiction

If you choose to visit the website, your visit and any dispute over privacy is subject to this Policy and the website's terms of use. In addition to the foregoing, any disputes arising under this Policy shall be governed by the laws of the United States of America and the State of Texas. Courts in Plano, TX have precedent in jurisdiction.