Privacy Policy
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Privacy Policy for Elix Asset Management Software
Last Updated: May 22, 2026
At Elix, we are committed to protecting your personal and operational information, as well as your right to privacy. We believe that your data belongs entirely to you. This Privacy Policy (the “Policy”) explains how we collect, use, disclose, and safeguard your information when you use our website, mobile applications, and fixed asset management platform (collectively, the “Services”).
If you do not agree with any terms in this Policy, please discontinue the use of our Services immediately. For any privacy-related questions, contact us at privacy@elixsoftware.com (or your designated support channel).
1. Elix as a Data Processor vs. Data Controller
To respect the privacy and data governance of our business clients, Elix operates under a dual designation under global data regulations (such as GDPR):
- Data Controller: Elix acts as a Controller for the basic account information collected to set up, bill, and manage your subscription (e.g., administrator names, business emails, and billing details).
- Data Processor: Elix acts strictly as a Processor for any asset data, employee tracking, or inventory records uploaded into our system by your organization. Your organization remains the Data Owner and Controller of this data. We process this data exclusively to deliver our asset management services to you.
2. When and What Personal Information We Collect
We collect information only when necessary to provide efficient fixed asset lifecycle management:
- Information You Provide Directly to Us
- Account & Profile Data: Name, business email, phone number, company name, position title, and time zone when creating an account or requesting support.
- Billing & Financial Data: Credit card and billing information processed via secure, encrypted payment gateways.
- Client-Uploaded Operational Data (Processed on your behalf): Any technical data, photos of individual assets or personnel, user licenses, and multi-level approval workflow data that your team uploads to the platform.
- Automatically Collected Technical Data
To ensure a secure and optimized user experience across mobile scanners and web applications, we automatically collect:
- Device Metadata: IP addresses, device types, operating system versions, and application performance metrics (e.g., page response times and crash logs).
- Tracking Technologies: Precise or approximate GPS locations and IoT device data, only if explicitly required and authorized by your organization to track the physical movement of your tagged assets.
3. How We Use Your Information
We use the collected information strictly for legitimate business operations and contract fulfillment:
- To Provide the Services: Authenticating users, processing approval workflows, generating asset reports, and syncing data with handheld RFID/QR code readers.
- Customer Support & Troubleshooting: Diagnosing technical glitches, fixing bugs, and responding to system queries.
- Security & Multi-Level Approvals: Ensuring that sensitive workflow approvals are verified, audit trails are preserved, and unauthorized access is blocked.
4. Data Sharing and Zero Commercialization
Elix does not sell, rent, or share your personal or organizational data with third parties for marketing purposes. We only disclose information under the following strict conditions:
- With Subprocessors: Trusted third-party vendors who assist us in hosting our cloud infrastructure, processing payments, or sending critical transactional system notifications. A full list of active subprocessors is available to enterprise clients on demand.
- Legal Compliance: When required by law, court order, or to protect the safety and security of our clients and assets.
- Corporate Transitions: In the event of a merger, acquisition, or asset sale, your data will continue to be protected under the same privacy commitments.
5. Security & Data Retention
- Security Infrastructure: We implement industry-standard administrative, technical, and physical security measures (including end-to-end encryption for data in transit and at rest) to safeguard your asset records.
- Retention Limits: We retain your account data for as long as your subscription is active. Client-uploaded operational asset data is retained strictly in accordance with your contract.
- Data Deletion & Backups: Upon contract termination, asset data is permanently wiped from our active servers within a contractually agreed period, though residual copies may temporarily persist in secure, encrypted backups for disaster recovery purposes.
6. International Data Transfers
Elix provides a global asset management solution. Your data may be transferred to and maintained on secure servers located outside your home country or region. When transferring data internationally (such as transferring EEA/UK data to secure cloud environments), we utilize recognized legal mechanisms, including the execution of the European Commission’s Standard Contractual Clauses (SCCs), to ensure your data receives equivalent protection.
7. Client Control and Privacy Rights
We provide features within the Elix software that allow your administrators to directly access, correct, or delete any uploaded data at any time.
- End-User Requests: If an individual employee or contractor requests access to or deletion of their personal data uploaded to Elix by your company, we will forward that request to your organization’s administrator, as Elix does not directly modify client-controlled data.
- Opt-Outs: System administrators can manage or unsubscribe from non-essential product updates or communication notifications through the account settings panel or by following email instructions.
8. Policy Updates & Contact Information
We may update this Privacy Policy periodically to reflect changes in our software or global privacy laws. The most recent version will always be indicated by the “Last Updated” date at the top of the policy.
For any inquiries, data protection officer requests, or privacy concerns, please reach out to us:
Elix Software Support Team * Email: Sales@linkslabels.com
- Corporate Correspondence Address:
LINKS PROJECT MANAGEMENT LLC
3802, ASPIN COMMERCIAL TOWER
SHEIKH ZAYED ROAD, DUBAI
UNITED ARAB EMIRATES
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