Skip to Content

Privacy Policy — Arfint Odoo Solutions & Mini ERP

Last Updated: 18 October 2026

1. Introduction

This Privacy Policy explains how Arfint (“Arfint”, “we”, “us”) handles personal data when you use our website, Odoo implementation and support services, and the Arfint Mini ERP mobile application (“Mini ERP”).

Mini ERP connects to an organization’s Odoo ERP environment. Available modules and data depend on the organization’s configuration, access rights and installed Arfint components.

For organization-managed Odoo data, the organization normally determines the purposes of processing and acts as the data controller. Arfint may act as a processor when providing hosting, integration, maintenance or support under an agreement.

Please read this policy together with your organization’s internal privacy notices. By using the services, you acknowledge the processing described here and in the notices applicable to your organization.

2. Information We Collect

Depending on the website features, Odoo modules and Mini ERP functions enabled by your organization, we may process the following categories of information:

a. Account and Organization Information

  • Name and username
  • Work email or employee identifier
  • Organization, role and access permissions
  • Authentication and session data

b. Biometric and Attendance Verification Data

Mini ERP may use the device camera for face enrollment, liveness checks and attendance verification when enabled by the organization. Depending on company configuration, the system may process:

  • Facial embeddings or templates
  • Face verification confidence scores
  • Face verification status

Raw face images are not intended to be retained for routine verification unless the organization explicitly configures an enrollment, audit or verification workflow that requires them. Where supported, face verification is performed locally on the user’s device. Face templates or embeddings are mathematical representations used for verification and are not raw face images.

c. Camera Access

Mini ERP requests camera access only when required to perform face enrollment, face verification or liveness challenge detection.

d. Location Information

If enabled by the organization, Mini ERP may collect GPS coordinates and attendance location validation data. Location data is used solely for attendance verification purposes.

e. Device Information

  • Device ID and device model
  • Operating system version
  • Application version

This information is used for security, troubleshooting and attendance verification.

f. Attendance Data

  • Check-in and check-out timestamps
  • Attendance verification status
  • Attendance logs and verification confidence values

g. Device Permissions

Mini ERP requests only the device permissions needed for enabled functions, such as camera, location, microphone, NFC and network access. Permissions can be managed through device settings, although disabling them may limit related features.

h. Odoo and Operational Data

Depending on enabled modules and user permissions, the services may process business records entered in Odoo or Mini ERP, including customers, products, inventory, sales, purchases, approvals and attachments. NFC checkpoint identifiers and offline attendance, kiosk or security-patrol records may be stored temporarily until synchronization with the connected Odoo ERP server.

i. Voice and Video Communication

If enabled by the organization, Mini ERP may provide voice calls, video calls, internal discussions and meetings. Microphone, camera, audio and video permissions are used only during active communication sessions initiated by the user or an organization workflow. Mini ERP does not intentionally record audio or video continuously in the background without user action.

3. How We Use Information

We use personal data only as needed to provide, secure and support the website, Odoo services and Mini ERP, including to:

  • Authenticate users and enforce organization-defined access rights
  • Process ERP records and operational workflows requested by the organization
  • Support attendance, face verification, liveness, location and NFC features when enabled
  • Synchronize authorized data with the organization’s Odoo ERP environment
  • Protect accounts, investigate misuse and prevent fraud
  • Provide technical support and troubleshoot service issues
  • Maintain reliability and improve enabled features
  • Enable organization-approved communication features and comply with contractual or legal obligations

4. Face Recognition and Security

When enabled by the organization, Mini ERP uses face verification to confirm attendance identity and reduce fraudulent submissions. Security measures may include:

  • Liveness challenge detection
  • Same-face continuity validation
  • Local face recognition processing
  • Anti-photo spoofing protections

Biometric processing is limited to the enabled verification workflow and protected by organization-defined access controls. Face templates or embeddings are mathematical representations used for matching and are not intended to reconstruct the original face image.

5. Data Storage and Transmission

Depending on the deployment and enabled modules, data may be stored temporarily on the user’s device, including offline records awaiting synchronization, or on the organization’s Odoo ERP server or approved hosting environment.

Data transmitted between Mini ERP and the connected server should use encrypted HTTPS connections. Organizations operating their own Odoo infrastructure are responsible for maintaining secure server and certificate configuration. Voice, video and discussion data may pass through Odoo communication services or other infrastructure selected by the organization.

6. Data Sharing

Arfint does not sell personal data. Data may be disclosed only as necessary:

  • To the organization that manages the user account and connected Odoo environment
  • To approved hosting, infrastructure, communication or support providers acting under appropriate obligations
  • When required by law, legal process, security needs or the protection of legal rights

7. User Choices and Responsibilities

Depending on context, processing is based on contractual necessity, organization instructions, consent or permissions where required, legitimate interests and legal obligations.

Users should protect login credentials and devices, use Odoo and Mini ERP only for authorized organizational purposes, and report unauthorized access. Contact your organization administrator to request access, correction or deletion where applicable.

8. Data Retention

Personal data is retained only for as long as necessary for enabled services, security, contractual requirements and applicable legal obligations.

For organization-managed Odoo records, the organization controls the applicable retention period. Account and deletion requests can be initiated through Arfint Account Deletion. Some accounting, attendance, audit, security or backup records may be retained when legally or operationally required.

9. Children’s Privacy

The services are intended for authorized business and organizational use and are not directed to children.

10. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, technology, contracts or applicable requirements. The revised policy becomes effective when published on this page with an updated date.

11. Contact Information

For questions or privacy requests, contact your organization or ERP administrator first when your account is organization-managed.

You may also contact Arfint at support@arfint.com or visit arfint.com.