- SolarXErp is business software. A solar company uses it to run its work; you use it as the company's owner or as a member of its staff.
- We collect what the service needs: your account, your company's business records, and, from the app, your location, photos and a notification token, only while you use it.
- No advertising, no analytics or tracking tools, and we never sell personal data.
- You can ask for your account or your data to be deleted at any time at solarxerp.com/delete-account.
1. Who we are
SolarXErp is made and run by Keycode Technology Private Limited, India ("Keycode", "we", "us"). This policy covers the website at solarxerp.com, the service behind the app, and the SolarXErp app for Android.
Solar companies (EPC contractors, installers and dealers) use SolarXErp to run their business. Each company decides what it records about its customers, staff and suppliers, and why. We store and process those records for the company, on its instructions. For the accounts of company owners, and for running and securing the service itself, we decide how data is used, and this policy explains how.
If you are a customer of a solar company that uses SolarXErp, that company holds your details, so it is usually quickest to contact it first. You can also contact us (section 9).
2. What we collect
Accounts
- Company owners: name, email address, mobile number and password.
- Staff: name, mobile number, login name, role and branch, set up by their company, and a password.
Passwords are never stored as typed. Only a one-way hash is kept (see Data security).
Business records a company keeps in SolarXErp
Entered by the company's staff, as their work needs:
- Customers and leads: names, phone numbers, email and postal addresses, electricity consumer number, GSTIN, the site's map position, site survey details, and photos and documents such as electricity bills and subsidy papers.
- Sales and money: quotations, orders, invoices, payments, loans and subsidy applications.
- Suppliers, dealers and channel partners: contact details, GSTIN, PAN and bank details.
- Land for solar plants: parcels and their owners' contact details, bank details, PAN, and only the last four digits of an Aadhaar number.
- Staff and payroll, if the company uses it: attendance and leave, salary, bank account and IFSC, PAN, UAN, advances, loans and payslips.
- Plant monitoring: generation and meter readings.
From the app on your phone
- Location: your precise location, read only at the moment you check in or out at a site, record a site survey or attach a site photo, and stored with that record. The app never reads your location in the background, and it asks for Android's permission first. Checking in still works if you refuse.
- Camera and photos: photos you take or choose, attached to surveys, projects and service tickets. The camera is also used to scan panel and inverter serial numbers. The app does not use the microphone.
- Notifications: a push notification token for your phone, so the app can tell you about tasks and approvals.
- Crash reports: if the app fails, it sends the error, the app version, the phone's model and Android version, the screen that was open and your name, so we can find and fix the fault.
Your sign-in tokens are kept on the phone in Android's encrypted storage.
From the website
- Server logs: IP address, the pages requested, the time and any errors, to keep the service secure and working.
- Cookies: only the ones that keep you signed in and that protect forms from forgery. No advertising or tracking cookies.
What we do not collect
Contacts, call logs, SMS, microphone audio, the advertising ID, or your location in the background. SolarXErp shows no advertising and contains no analytics or tracking tools.
3. How we use it
- To provide SolarXErp: signing you in, showing and saving your company's records, making documents such as quotations, invoices and payslips, and sending notifications.
- To keep it secure: checking each person's rights, limiting repeated sign-in attempts, recording who changed what, and looking into misuse.
- To fix faults and answer support requests.
- To meet legal obligations.
We do not sell personal data, use it for advertising, or give it to data brokers.
4. Who it is shared with
- Within your company: staff see records according to the role and branch their company gives them.
- Providers who run SolarXErp for us: our hosting provider (servers and databases), and Expo, which delivers push notifications through Google Firebase Cloud Messaging. They use the data only to provide their service to us.
- Services a company chooses to connect: under Settings → Connections a company can connect Razorpay (payment links), WhatsApp Business (messages to its customers, through Meta) and inverter monitoring portals (SolarEdge, Growatt, SolisCloud). Each receives only what it needs, and only after the company connects it.
- Maps, weather and page resources: maps are drawn with OpenStreetMap tiles, and weather comes from Open-Meteo for a site's position. Some screens load libraries such as Chart.js and Leaflet from the jsDelivr network, and the public pages use Google Fonts. These services receive your device's IP address, and Open-Meteo also receives the site's position, when a page or screen loads. Directions open Google Maps only when you choose to.
- When the law requires it, for example a valid order from a court or a government authority.
5. How it is kept safe
Every company's records are kept in a database of its own. The website and app talk to our servers only over encrypted connections, passwords are kept only as one-way hashes, and every change is recorded with who made it. Data security explains these measures and more.
6. How long we keep it
- While a company uses SolarXErp, its records are kept so that it can use them.
- Records the law requires a business to keep, such as tax invoices, receipts, accounts and payroll records, are kept for as long as that law requires. Under India's GST law this is generally 72 months from the due date of the annual return for the year.
- When a company stops using SolarXErp, we give it a copy of its data if it asks, then delete the data from our servers, except what the law requires to be kept.
- Crash reports and error logs are kept only as long as they are needed to fix the problem.
- When you ask for deletion, we act within 30 days of confirming the request. Delete account explains what is deleted and what is kept.
7. Your rights
Under India's Digital Personal Data Protection Act, 2023 and other laws that apply, you can ask us to:
- tell you what personal data is held about you and how it is used;
- correct or complete it;
- delete it, or your whole account, at Delete account;
- stop using data you consented to. For example, you can turn off location or camera permission in your phone's settings at any time;
- let someone you nominate act for you, and hear a complaint.
If you are staff or a customer, your company holds and controls most of your records, so asking it first is often quickest. We help it answer, and you can always come to us directly.
8. Children
SolarXErp is for businesses and their staff. It is not meant for anyone under 18, and we do not knowingly collect children's personal data.
9. Contact and grievances
Write to us about anything in this policy, or with a complaint about how your data is handled. We acknowledge within 7 days and aim to resolve within 30 days.
- Online
- Ask for your account or data to be deleted, with no sign-in needed
10. Changes to this policy
If we change this policy, we update the date at the top. For important changes, we also tell owners and staff on the website and in the app.