Privacy Policy

01Who we are

Xrero ("Xrero", "we", "us") provides cloud business-management (ERP) software at xrero.com to customers in the UAE and the wider region. This Privacy Policy explains what personal data we collect, how we use it, and your rights. Xrero is operated from Dubai, United Arab Emirates.

02Information we collect

• Account and contact data: name, business name, email, phone, and login credentials.
• Billing data: billing name, address, and the plan you purchase. We do not store full card numbers; card payments are handled directly by our payment providers.
• Usage data on our websites: pages visited, device and browser, IP address, and the approximate location (country) that can be worked out from the IP address.
• Precise location: only when an employee checks in or out of a shift. It is saved with that attendance record and is never collected in the background (see section 3).
• Content you provide: data you enter into your Xrero workspace, such as records, documents, photos, chat messages and voice messages, and messages you send us.
• App and phone details: where your company uses Xrero notifications, a random install number of the Xrero app, the type of phone, its system and app versions and, if you turn notifications on, your phone's push token (see section 3).
• Cookies to run the site and understand how it is used.

03The Xrero app

The Xrero app for iPhone and Android opens your company's Xrero workspace. Your account is given to you by the company that uses Xrero, usually your employer. The app shows no ads and does not track you. This section explains what the app uses, what it stores and why.

• Precise location: asked for every time you check in or out of a shift from the app (the attendance button, the staff page or a kiosk); your phone asks your permission first. The position (latitude, longitude and accuracy) is saved with that attendance record, together with the time, the IP address and the browser, and the city and country worked out from the IP address. It is used so that your company can confirm where each check-in or check-out was made: the people your company allows to manage attendance (for example HR or your manager) can see it on the attendance record. To make check-in quick, the staff page may start looking for your position while it is open (for up to 45 seconds); that position stays on your phone and is sent only if you check in or out. The app never uses your location in the background. If your company requires location for attendance, a check-in without it is refused.
• Camera: used for video calls and meetings, and when you choose to take a photo to attach, for example an expense receipt or a document. Only the photos you choose are uploaded, and they are saved with the record you attach them to.
• Microphone: used for voice and video calls and meetings, and when you choose to record and send a voice message in chat. A voice message is stored in the chat like any other message, and the people in that conversation can play it. Xrero does not record calls or meetings and keeps no audio or video of them.
• Calls and meetings: run on Xrero's own call and meeting servers. To connect two devices, calls and meetings use public STUN services: the public STUN relay of the meeting software's developer, and Google's. These see only your device's network (IP) address, not the call itself. Call audio and video are encrypted in transit. Your company's workspace keeps a call log (who called whom, when, whether the call was answered and how long it lasted), and a call between two people leaves a short note with its length in their chat.
• Notifications: where your company uses Xrero notifications, the app tells your company's workspace a random install number of the app, the type of phone (iPhone or Android), its system version, the app version and whether notifications are allowed. The app asks for your permission only when you choose to turn notifications on; if you allow them, it also gives the workspace your phone's push token, so that calls, messages and requests can reach your phone. A notification carries a short fixed text, such as "Incoming voice call" or "New message", that may include a colleague's name, a date, a time or a reference number, and never the text of a message, an amount or bank details. It is delivered through Expo's push service and Apple's or Google's notification service. You can turn notifications off in the app's notification settings or in your phone's Settings.
• No ads, no tracking: the app uses no advertising or analytics service and sends no data to one. The Xrero pages that the app shows inside it, such as the company sign-in page and the workspaces, load no analytics or advertising tags there, and the AI chat assistant of our public website is not offered inside the app; other pages of our public website, such as this policy, open in your phone's web browser. We do not use your data to track you across other companies' apps or websites, and we do not sell it or share it with data brokers.

The App Store privacy label of the Xrero app lists the data below. Each item is used only to make the app and the service work, is linked to your account, and is never used for tracking:

• Contact info: name, email address, phone number and physical address (for example in your employee profile or in customer and supplier records).
• Location: precise location, at check-in and check-out only.
• Identifiers: user ID (your user name and account number in the workspace) and device ID (the app's random install number and, if you turn notifications on, your phone's push token).
• User content: photos or videos you attach; emails or text messages, such as chat messages and messages sent from records; and other content you add, such as documents and files.
• Audio data: voice messages you record and send in chat.
• Financial info: other financial information, such as salary and payroll details, expense claims and invoices.
• Payment info: bank account details (such as an IBAN) for salary payments.
• Other data: identity-document numbers and dates in employee records (Emirates ID, passport, visa, work permit and labour card), date of birth, nationality and gender, and the call log (who called whom, when and for how long).

Your company controls its workspace. The data in a company's workspace, including what you add through the app, belongs to that company and is controlled by it. Xrero hosts and processes it on the company's behalf. For questions or requests about this data, contact your company; you can also contact us and we will work with your company.

Deleting your account: in the app, tap the menu button at the top right (on a computer: your picture; if the options are not shown, tap your name at the top of the menu), then tap "Delete my account". On the staff page, "Delete my account" is in the row of links just above the bottom tabs. If your company's workspace does not show "Delete my account", or if you prefer, use the form at xrero.com/delete-account/request. We complete the request within 30 days and, if you give us an email address, confirm by email. Requests for the shared demo accounts are recorded, but those accounts are not deleted. Records that a company must keep by law, such as invoices, accounting and payroll records, stay with that company for the period the law requires.

04How we use your data

• To create and operate your account.
• To provide and improve the service.
• To process payments and prevent fraud.
• To provide customer support.
• To send service messages and, with your consent, marketing messages.
• To comply with legal obligations.
• Data that the Xrero app collects (section 3) is used only to provide the service: to operate your account, give support, and keep the service secure and free of fraud. It is not used for marketing, advertising or analytics. The chat assistant of our public website is not offered inside the app.

05Legal bases

We process personal data to perform our contract with you, with your consent, for our legitimate business interests (security and improvement), and to meet legal obligations.

06Cookies and analytics

We use essential cookies to operate the site and the workspaces, for example to keep you signed in. On our public website xrero.com, when you open it in a normal web browser, we also use analytics and advertising-measurement cookies and tags (from Google, LinkedIn and OpenAI) to understand visits and measure our ads. They are switched off on the Xrero pages that the Xrero app shows inside it (the company sign-in page and the workspaces), and the app itself sets no analytics or advertising cookies. Other pages of our public website open from the app in your phone's web browser, where they work as on any other visit. You can control cookies through your browser settings.

07Sharing your data

We share data only with:

• payment providers, to process payments;
• infrastructure and email providers that run the service on our behalf;
• the push notification services that deliver Xrero's notifications to the app and to web browsers;
• AI service providers, for the chat assistant on our public website (in a web browser only; it is not offered inside the Xrero app) and for Xrero Copilot;
• Google, when you choose "Sign in with Google" on a workspace's sign-in page;
• the analytics and advertising services named in section 6, on our public website in a normal web browser only;
• authorities, where required by law;
• the content delivery networks, map services and public STUN services described below.

On xrero.com, fonts and images come from our own server. On master.xrero.com and inside the company workspaces (in a web browser and in the app), some fonts, icons and images are served by content delivery networks (Google Fonts, jsDelivr, cdnjs and Unsplash), and maps that a company embeds in its own web pages (for example Google Maps or OpenStreetMap) are loaded from those map services. Calls and meetings use public STUN services to connect (the public STUN relay of the meeting software's developer, and Google's). Like any web request, these services see your device's IP address; the content delivery networks and map services also see the browser type and the address of the page that asked for the file.

Your company's workspace delivers Xrero's notifications to the app and to web browsers through push services: to the Xrero app through Expo's push service, which hands them to Apple's (iPhone) or Google's (Android) notification service, and to a web browser on a computer through the push service of that browser's maker. These services receive the push token or browser subscription and the short notification text described in section 3.

Some workspaces offer "Sign in with Google" on their sign-in page. If you use it, Google confirms who you are under its own privacy terms and tells the workspace the name and email address of your Google account; your Google password is never shared with Xrero.

The chat assistant on our public website, which is offered only in a web browser and not inside the Xrero app, sends the messages and images you type or attach in it to an AI service provider, only to write its replies; please do not enter personal data you do not want to share. Some companies also turn on Xrero Copilot, an optional AI assistant inside their workspace (in a web browser and in the app). When you ask it something, your question, any screenshot you attach, your name and company, and the workspace records needed to answer it (for example invoices, sales, stock or staff figures) are sent through OpenRouter, an AI routing service, to an AI service provider, only to write the answer.

We require the providers that host our servers, send our email, process payments, deliver the app's push notifications and provide AI services for us to protect personal data with the same or equal protection as this Privacy Policy, and to use it only to provide their service to us. The content delivery networks, map services, public STUN services, Apple's and Google's notification services, the browsers' push services, Google sign-in and the website analytics and advertising services named above are independent services: they receive only what is described in this section (and, on our public website, what the cookies and tags of section 6 collect about your visit) under their own privacy terms.

We do not sell your personal data.

08Storage and security

Data is stored on secured servers and protected with encryption in transit (HTTPS), access controls, and regular backups. No method is 100% secure, but we take reasonable measures to protect your data.

09Data retention

We keep account data for as long as your account is active and as needed for legal, tax, and accounting requirements, after which it is deleted or anonymised.

10International transfers

Where data is processed outside the UAE, we ensure appropriate safeguards are in place.

11Your rights

You may request access to, correction of, or deletion of your personal data, and may object to or restrict certain processing. You can withdraw your consent at any time: turn off Location, Camera, Microphone or Notifications for Xrero in your phone's Settings (the feature that needs it then stops working), or tell us at info@xrero.com that you no longer want marketing messages. Contact us at info@xrero.com. To delete an account, see section 3 or Delete your account.

12Children

Xrero is intended for businesses and is not directed at anyone under 18.

13Changes to this policy

We may update this policy and will post the revised version here with a new date.

14Contact us

Xrero, Dubai, United Arab Emirates. info@xrero.com