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Customer Privacy Notice

Encore Information Systems Inc.

Overview & Definitions

1. OVERVIEW

  1. This privacy notice is the customer privacy policy (“notice” or “privacy policy”) of Encore Information Systems Inc. (“Encore”), the owner and operator of Elixir® Applications Suite, (Elixir Supply Chain Management, Elixir Warehouse Management, Elixir Business Intelligence). Encore also owns Elixir NexGen®, a mobile application for order processing.
  2. This privacy policy sets out:
    1. what personal data we might collect about you.
    2. how we might use that personal information.
    3. what personal data we might share with others; and
    4. your rights relating to the personal information we process.
  3. Encore is committed to protecting the privacy and security of personal data.
  4. This notice covers personal information held by Encore. You should consider this notice applies to you if you are a licensee or subscriber of services related to Elixir® or an Authorized User of a licensee or subscriber. It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
  5. By using Encore’s software and services, you are agreeing to:
    1. the collection and use of personal information as detailed below,
    2. the installation on your devices by us or third parties of the apps (software) necessary to interact with our services, and
    3. receiving service-related notices by email, text or other means from Encore and possibly third parties.
  6. Encore gathers and stores all information that our users input while working on Elixir Suite applications. This includes all information that is required to and used by the applications.
  7. This notice does not apply to products or services offered by, or the information practices of, other enterprises or individuals, that may be displayed or offered in the use of our products, services and websites, or other websites linked to our services and websites (e.g., Shopify, Worldline, Quickbooks). Therefore, you should review their policies to understand their practices before linking to, or transacting business with, them through our products or services. We are not responsible or liable for such parties’ use of data or personal information.

2. DEFINITIONS

  1. Any references in this privacy policy to “we” or “us” and/or “our” are to Encore.
  2. “Personal information” (sometimes referred to in this notice and in legislation as “personal data”) means information or data relating to an identified or identifiable natural person (i.e., an individual). A natural person is considered identifiable if they can be identified directly, or indirectly, or by one or more factors that can indicate their identity.
  3. In certain jurisdictions, business contact information is not considered personal information for the purposes of data protection and/or privacy legislation. In those circumstances “business contact information” means any information that is used for the purpose of communicating or facilitating communication with an individual in relation to their business or profession such as the individual’s name, position name or title, work address, work telephone number, work fax number or work electronic address.
  4. An Authorized User, licensee or subscriber may be referred to interchangeably as “Individuals” and/or “Data Subjects” in connection with their specific rights under Data Protection Laws.
  5. “Data Protection Laws” means with respect to Individuals that are the subject of the Data Protection Laws:
    1. any law, statute, declaration, decree, directive, legislative enactment, order, ordinance, regulation, rule or other binding restriction (as amended, consolidated, or re-enacted from time to time) which relates to the protection of individuals within the EEA and UK about the processing of their personal data to which a party is subject, specifically:
      1. the Data Protection Act 2018;
      2. the UK GDPR;
      3. the EU GDPR; and
    2. any code of practice or guidance published by a regulatory body related to the Data Protection Laws from time to time. The terms “controller”, “data subject”, “personal data”, and “processing” shall have the meanings given to them in Data Protection Laws.

About Elixir Software Suite

1. Elixir Supply Chain Management

Elixir Supply Chain and Distribution is an innovative, designed by SCM industry experts on a cloud-based technology platform. It supports small to medium sized distribution companies and automates their Supply Chain processes, enabling them to meet tomorrow’s expectations. It has purchase and sales order processing, shipment, and invoice generation modules.

2. Elixir Warehouse Management

Elixir Warehouse Management System is the industry’s next generation cloud-based inventory system. It offers innovative features, scanner-based solutions, an easy-to-use interface and can be customized as per the customer’s need. It empowers customers to manage their day-to-day operations, use analytics for predictions, and keep track of inventory and shipments. Customers can gain complete visibility of their inbound and outbound logistics, as well as the utilization of their warehouse.

3. Elixir Business Intelligence

Elixir BI, Data Analytics, and Reporting interprets the company’s data into valuable information and provides insights into the current and future growth of the organization. The goal of Elixir SCM & Inventory Management Business Intelligence is to enhance decision-making abilities by providing operational and analytical reporting capabilities to the organization’s users, suppliers, and partners.

4. Elixir NexGen

Elixir NexGen is a mobile application (iOS and Android) for taking mobile sales orders from the store. It can be integrated with other SCM applications.

Information we may collect from you

Information we will NEVER collect from you

How does Elixir Applications use your data

Only used in Elixir applications (SCM, WMS, BI, and NexGen) for transaction processing and invoicing.

Purposes and legal basis for the processing of personal data

Sharing of the Personal Data

1. This Section describes the sharing and transfers of personal data processed by Encore under this notice.

Third Parties Data Sharing
Communication and marketing providers including Aircall, Drip, Google, HubSpot, Partnerstack, SendGrid, Shopify, Custify, ProductBoard, Zoom and IT service providers. Encore engages third party communication service providers for the purpose of processing sales, security, enabling correspondence (related to complaints and prizes for example); video calls, marketing, appointments including provision of support and general contact with customers and vendors.
Integration partners including Quickbooks, Online, WooCommerce, Extensive Integration Manager, Shopify, Amazon, Stripe, Xero, EasyPost, Worldline, and Zapier. Where you choose to enable integrations with other services, we may share your personal information for the purposes of synchronization of sales and purchases, payment processing including billing and support services, to enable automations triggered by account events.
Professional advisors and consultants. Encore may engage certain third parties for the provision of advice, such as legal advisors and tax advisors. This includes where Encore may be involved in a sale, acquisition, merger, financing, insolvency or bankruptcy.
Public and regulatory bodies. In rare circumstances, where there is a legal requirement or binding request to do so, Encore may share your personal data, including to meet national security or law enforcement requirements.

2. We do not collect your personal information to sell it to third parties.

We transfer it to provide you with our services for which you have subscribed, and we use it to improve our products and services.

3. Processing by Third Parties

4. Compliance with Laws and Regulations

When you add a user to your account or issue an invoice through our services, you are processing personal data as a controller and as a result have direct obligations to ensure that you act in compliance with applicable laws and regulations.

International Transfers Outside Canada, the UK, and EU/EEA

  1. Encore is incorporated pursuant to and governed by the laws of the New Jersey, United States state laws.
  2. Many of our external third-party service providers and processors are based primarily in the United States of America (\"US\"), but also in Canada, India, UK, or European Economic Area (EEA) or elsewhere, so their processing of your personal data will involve a transfer of data to/from Canada, the US, UK, and/or EEA, as applicable.
  3. Whenever we transfer your personal data, we make sure that there are appropriate safeguards in place to protect it.

Data Security & Retention

  1. We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorized way, altered, or disclosed. These include secured and encrypted versions of the HTTP transportation protocol; Hashing of passwords with salts; IP-based firewall whitelist for all direct database access, and storing user data in its own individual silo.
  2. We use reputable service providers. In addition, we limit access to your personal information to our employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal information for specified purposes, and they are subject to a duty of confidentiality.
  3. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
  4. While we go to great lengths to protect your data, no method of data transmission or storage is totally secure; therefore, we cannot guarantee the security of data in our control. If you believe your data may have been compromised by us or the use of this Site or the Services, please contact us immediately. You may review our Terms for more information regarding the security of our Apps.
  5. We will retain your Personal Data for a period of time that is consistent with the original purpose of the data collection or as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. We determine the appropriate retention period for Personal Data by considering the amount, nature, and sensitivity of your Personal Data processed, the potential risk of harm from unauthorized use or disclosure of your Personal Data and whether we can achieve the purposes of the processing through other means, and based on applicable legal requirements (such as applicable statutes of limitation).

Your Data Access Rights

We have set out below a summary of your rights with respect to the processing of your personal data by Encore. Individuals who are the subject of Data Protection Laws have certain additional rights (subject to certain conditions and exceptions) relating to the processing of their personal data as noted below. Such Individuals can exercise any of these rights by contacting the relevant Encore contact using the details provided in section 10 of this notice.

Rights What does this mean?
The right to be informed You have the right to be provided with clear, transparent, and easily understandable information about how we use your information and your rights. This is why we are providing the information in this notice.
The right of access You have the right to obtain a copy of your personal data processed by Encore, provided it does not adversely affect the rights and freedoms of others. This is so individuals are aware and can check that we are using your personal information in accordance with data protection / privacy law.
The right to rectification You are entitled to have your personal information corrected if it is inaccurate or incomplete. It is important that the personal information we hold about you is accurate and up-to-current. Please keep us informed if your personal information changes during your relationship with us. You can view and update most of the information, including your personal information, in your account(s).
The right to erasure This enables an Individual to request the deletion or removal of their personal data where there is no compelling reason for Encore to keep using it.
The right to restrict processing Everyone has the right to ‘block’ or suppress further use of their personal data processed by Encore. When processing is restricted, Encore can still store the Individual's personal data but may not use it further. Encore maintains lists of Individuals who have asked for further use of their personal data to be ‘blocked’ to make sure the restriction is respected in future.
The right to data portability Everyone has the right to receive their personal data in a structured, commonly used, and machine-readable format and to request that this data is transmitted to another party/controller where this is technically feasible. This right only applies to personal data the Individual has directly provided to Encore (not any other information).
The right to lodge a complaint You have the right to lodge a complaint about Encore’s handling or processing of your personal information to data protection/privacy regulators. This can vary depending on where you are geographically based – please see paragraph 10 and Appendix 1 as a guide.
The right to withdraw consent Where you have given consent to Encore for the processing of any personal data, you have the right to withdraw your consent at any time (although this does not mean that any processing of personal information carried out by Encore with your consent up to that point is unlawful). Please note that this may impact Encore’s ability to provide you with some of its Services.

Changes to this Privacy Notice

  1. Encore reserves the right to modify and/or update this notice at any time. We may modify this notice to ensure it is accurate and up to date and to reflect changes in the law, the practice of the competent data protection authority, business needs, and any new activity involving personal data processing. We will notify you when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
  2. Upon request of an individual, Encore will send a copy of the latest updated version of this notice to the relevant individual.
  3. This policy was last updated 2024-09-06

Cookie Policy for Encore Systems Inc.

Encore Systems Inc. (“Encore”) is a corporation incorporated pursuant to the laws of New Jersey state, USA. All references in this Policy to “we”, “us” and “our” are references to Encore.

This Cookie Policy (“Policy” or “Cookie Policy”) describes how cookies are used by Encore when you access the websites controlled by Encore (collectively the “Websites”), including without limitation https://www.elixirbi.com. Please note that depending upon the jurisdiction from where you are accessing our Websites you will be presented with different pre-set cookie choices as noted below.

Information is collected using cookies and other similar technologies, such as web beacons, tags, and scripts or through email or other electronic communications we send to you. When we refer to “cookies”, we mean all of these.

This Cookie Policy explains what cookies are, which cookies we use, why and how we use them, and what you can do to manage your cookie preferences. For any enquiries regarding this Policy or the information we hold about you, please contact us via: info@encoreinfosys.com

We may update this Cookie Policy periodically to reflect changes with respect to the Websites or changes in applicable law. We will notify you of such changes through our cookie “pop-up” notice or by another notice on our websites.

Data collected by us using cookies may qualify as “personal data” within the meaning of data protection regulations, especially where it concerns so-called analytical and tracking cookies. In this regard, please also refer to our Privacy Policy for more information on how we process personal data.

1. What are cookies?

  1. Cookies are text files containing small amounts of information that are transferred and stored to your device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognizes that cookie. Cookies are useful because they allow a website to recognize a user’s device and to remember a user’s actions and preferences over a period.
  2. Cookies can be ‘first party’ or ‘third party’ cookies depending on the domain that sets them. In relation to our websites, first party cookies are set by us and information is collected and used by us in accordance with the terms of this Policy and our Customer Data Privacy Policy. Third party cookies are set by third parties and information is collected and used in accordance with their policies. Third party cookies are used to allow third parties to provide certain services to us, such as website analytics and online advertising.
  3. Web beacons (also known as internet tags, pixel tags and clear GIFs) are a similar technology which typically uses transparent graphic images placed on a website. Web beacons are used in combination with cookies to measure the actions of website users, such as the type of browser used to access a web page and the time the page containing the beacon is viewed. We use web beacons in addition to cookies.

2. Why we use cookies

  1. Cookies are used on our websites to collect information about your usage, effectiveness, number of visits to our websites, preferences, browsing habits and the device you have used to access our websites (including the make, model and operating system, IP address, browser type and mobile device identifiers) so that we can:
    1. provide essential features and functionality on our websites.
    2. help ensure that you get the best from our websites by making it as easy and intuitive as possible for you to use.
    3. remember choices you make and recognise you when you return, so you don’t have to remind us of each time you visit; and
    4. monitor and analyse Websites usage and performance so that we can improve how they operate (including in relation to security) and the product selection and services available through them.

3. How we use cookies

Different cookies have different functions. Our websites use the following cookies:

4. Links to other websites

Elixir software suite doesn’t have any link to external websites.

5. How you can manage your cookie preferences

  1. When you first access our websites, you will see a “pop-up” cookie notice, generated by our third-party cookie management tool provided by Osano, Inc. The tool will record when you have consented to this Policy and what choices you have made using the tool to manage the cookies.
  2. Depending on the jurisdiction from where you are accessing our Websites, we ask for your consent to place cookies or other similar technologies on your device, except where they are essential for us to provide you with a service that you have requested, or the Websites will automatically load all cookies but you will be given the option to turn off by category all but the essential cookies. The “pop-up” cookie notice also directs you to this Policy.
  3. Depending on the jurisdiction from which you are accessing our websites, within the “pop-up” cookie notice for each category of cookie there may be a link to an active listing of the cookies of that category as determined by the cookie management tool.
  4. The functionality, analytical/performance and targeting/advertising cookies on our websites are not strictly necessary for our websites to work but improve its overall performance and are intended to provide you with a better browsing experience. You may withdraw your consent to these at any time by following the instructions below. Please be aware that if you do not consent to the use of these cookies or withdraw your consent to such use, we cannot ensure that all pages on our websites will be displayed as intended or that all the features and functions of our websites will be fully available. During your browsing of our websites a cookie icon will appear in the lower left corner of your screen; and clicking on it will permit you to change your choices to add or withdraw consent to a category of cookie.
  5. Many web browsers accept cookies by default. You can usually change the settings of your web browser to refuse new cookies, block or delete some or all existing cookies or alert you when new cookies are set on your device. As the precise means by which you may do this will vary from browser to browser, please visit your browser’s help or settings function for more information. Alternatively, you can visit www.aboutcookies.org for further information on how to change cookie settings across various browsers. Please note that if you use different devices to access and use our websites, you will need to ensure that each browser on each device is adjusted to suit your cookie preferences.

6. Changes to this Cookie Policy

We may update this Cookie Policy periodically to reflect changes in the law, our practices, or other reasons. We will notify you of any significant changes by updating the “last updated” date at the top of this Policy and through other means as appropriate.

Contact Us

If you have any questions regarding this Policy or our use of cookies, please contact us at the following:

By Email

info@encoreinfosys.com

By Mail or Courier

Encore Systems Inc.
623 Suite 4A,
North Brunswick,
New Jersey, USA

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