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Legal

Data Policy

Effective 4 October 2026. Applies to Business Brain 24, the Betopia ERP for Akboria, at akboriaerp.com and the Akboria field sales app.

1. Ownership and roles

Data entered into Betopia ERP for Akboria belongs to Akboria Limited. Betopia Limited stores and processes it only to provide, secure and support the service, and on Akboria's instructions.

2. Where data is kept

Production data is held on servers used only for the Akboria deployment: an application server and a separate database server. Access to the servers is limited to Betopia operations staff.

3. Access control

  • Every user signs in with a personal account; two-factor authentication is available.
  • Access is granted by role. Each role allows only the menus, records and actions that work needs, and roles are reviewed with Akboria Limited.
  • Changes to users, roles, access rights and security settings are written to an audit log that cannot be edited or deleted.
  • Connections to the service are encrypted (HTTPS).

4. AI features

  • The AI assistant works with the rights of the signed-in user: it sees only the records that user may see, and any change it proposes needs the user's confirmation.
  • In AI reports, figures are calculated from the ERP database; the AI model only writes the explanation.
  • External AI services are switched off. They can be switched on only after Akboria Limited has agreed in writing and named the provider; without a recorded consent, requests are refused.
  • Before any request leaves the service, e-mail addresses and mobile numbers are masked.
  • Every external AI request is logged with its size, cost and consent reference, under a daily spending limit.

5. Backups and changes

The database is backed up before every software release, and each release is tested before it reaches production. Backups are kept with the same access controls as the live data.

6. Retention and deletion

Data is kept while Akboria Limited needs it and as its legal and accounting duties require. When the agreement ends, Betopia Limited returns the data to Akboria Limited in a usable format and then deletes it from its systems, except where the law requires it to keep a copy.

7. Incidents

If we find that data has been lost, changed or seen by someone without permission, we tell Akboria Limited without undue delay, limit the damage, and help it meet any duty to inform the people affected or the authorities.

8. Requests

Requests about data, such as a copy, a correction or deletion, go to your manager or the Akboria team that manages ERP access, or to [email protected].

Questions: [email protected]. Betopia Limited, betopialimited.com