Privacy Policy | KodeCRM

01 Introduction

This Privacy Policy describes how KodeCRM ("KodeCRM", "we", "our", "us"), a product developed and operated by Melonkode Software Solutions Private Limited, collects, uses, stores and protects information when you use kodecrm.in, our mobile applications, or any connected KodeCRM service (collectively, the "Platform").

Because KodeCRM functions as a complete ERP suite with an inbuilt CRM, the Platform may process a broader range of business data than a standalone CRM — including customer records, sales pipelines, inventory, accounting entries, and employee data submitted by your organization. This policy applies to all such data.

02 Data We Collect

We collect information in three broad categories:

Category	Examples
Account & profile data	Name, work email, phone number, company name, designation, login credentials, profile photo.
Business data you input	Customer and lead records, contacts, deals, quotations, invoices, purchase orders, stock/inventory entries, employee and payroll records, project and task data.
Usage & device data	IP address, browser/app version, device type, log timestamps, feature usage, crash reports.
Payment data	Billing address and subscription details. Card/UPI details are processed directly by our payment gateway partners — we do not store full card numbers.
Communications	Support tickets, emails, in-app chat, call logs (if call integration is enabled by your organization).

Most business data is entered by your organization's users, not collected directly from the public.

03 How We Use Data

To provide, operate and maintain the ERP and CRM modules you subscribe to.
To authenticate users, manage accounts, and enforce role-based access within your organization.
To generate reports, dashboards, invoices, and automated notifications (e.g. low-stock or payment-due alerts).
To provide customer support and respond to queries.
To improve platform performance, fix bugs, and develop new features.
To send service-related communications and, where you've opted in, product updates.
To detect, prevent and investigate fraud, abuse, or security incidents.
To comply with applicable legal, tax and regulatory obligations.

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

04 Module-Specific Data ERP + CRM

Because KodeCRM spans multiple business functions, different modules process different data on your behalf:

CRM module: leads, contacts, deal stages, communication history, follow-up schedules.
Sales & Inventory: product catalogues, stock levels, warehouse data, purchase and sales orders.
Finance & Accounting: invoices, expenses, ledgers, tax filings data (e.g. GST-related fields where applicable).
HR & Payroll: employee records, attendance, leave data, salary structures (accessible only to your organization's authorized HR/admin users).
Projects & Tasks: task assignments, timelines, internal comments and attachments.

Your organization acts as the data controller for the business and customer data it uploads to KodeCRM; we act as the data processor operating the Platform on your behalf.

05 Legal Basis for Processing

We process personal data on the basis of: (a) performance of the subscription agreement with your organization, (b) your organization's legitimate business interests in operating its ERP/CRM, (c) consent, where explicitly obtained (e.g. marketing communications), and (d) compliance with legal obligations such as tax and accounting record-keeping requirements.

06 Sharing & Disclosure

We share data only in the following circumstances:

Service providers: hosting, cloud storage, payment gateways, SMS/email delivery, and analytics providers who process data solely to deliver the Platform.
Within your organization: data is visible to other users in your account based on the roles and permissions your admin configures.
Legal requirements: when required by law, court order, or to protect our rights, users, or the public.
Business transfers: in connection with a merger, acquisition, or asset sale, with continued protection under this policy.

We never share your data with third parties for their own marketing purposes.

07 Storage & Security

Data is stored on secure cloud infrastructure with encryption in transit (TLS) and at rest. Access to production systems is restricted to authorized personnel and logged. We use role-based access control, regular backups, and monitoring to guard against unauthorized access, alteration, or loss.

While we take reasonable technical and organizational measures to protect your data, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

08 Data Retention

We retain data for as long as your subscription is active and for a reasonable period afterward to comply with legal, tax, and accounting obligations, resolve disputes, and enforce agreements. Upon account closure, your organization's admin may request deletion or export of business data, subject to statutory retention requirements (e.g. financial records).

09 Your Rights

Subject to applicable law, you (or your organization's admin) may:

Access, correct, or update personal data held about you.
Request export of your organization's data in a portable format.
Request deletion of data, subject to legal retention requirements.
Withdraw consent for optional communications at any time.
Object to certain processing activities.

Requests can be sent to info@melonkode.com.

10 Cookies & Similar Technologies

We use cookies and similar technologies to keep you signed in, remember preferences, and understand how the Platform is used, so we can improve it. You can control cookies through your browser settings; disabling essential cookies may affect Platform functionality.

11 Children's Privacy

KodeCRM is a business platform intended for use by organizations and their authorized personnel. It is not directed at, and we do not knowingly collect data from, individuals under the age of 18.

12 Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. Material changes will be notified via the Platform or by email. The "Effective date" above indicates when this policy was last revised.