Data Deletion Instructions

1. What this page is for

This page explains how to have data held in ilgiERP deleted. It is a list of steps to follow rather than a contract; what data we process and why is explained in our Privacy Policy.

Who can ask for deletion: administrators of a subscribing organisation, its authorised users, and individuals whose data is processed.

2. Which case applies to you

There are three separate cases and the steps differ. Work out which one applies, then go to that section.

• You want to disconnect a WhatsApp, Instagram or Facebook account you connected.
• You want a single user account and its personal data deleted.
• You want all of your organisation's data in ilgiERP deleted.

3. Disconnecting a Meta channel

If you connected a WhatsApp Business, Instagram or Facebook account to the customer relationship management module, you can disconnect it yourself — no request to us is needed.

• In the application, open the Channel Accounts screen under CRM.
• Select the account you want to disconnect from the list.
• Choose Delete and confirm.
• When the record is deleted, the encrypted access token stored for that account is deleted with it, and new messages to that account no longer reach ilgiERP.

4. Removing access on the Meta side

You can do the same thing from Meta. Remove the application's access from the business integrations list in your Facebook account settings, or from the business settings in Meta Business Manager. Once access is removed, any stored token stops working.

Disconnecting does not delete the message history already received through that channel and recorded against your customer records. If you want that history deleted too, use the email route below and say which channel's history you mean.

5. Deleting a single user account

User accounts are managed by the subscribing organisation they belong to, so deleting one user is something the organisation's administrator does.

• Contact your organisation's ilgiERP administrator, who can close or delete the account from the user management screen.
• If you cannot reach your organisation, write to kvkk@ilgierp.com; we will pass the request on to them and follow it through.
• Even after an account is deleted, documents that user created — orders, invoices, work orders and the like — remain as the organisation's commercial records, and the transaction history in those documents is not deleted.

6. Deleting all of an organisation's data

If you want the database allocated to your organisation deleted in full:

• Give written notice to kvkk@ilgierp.com that you want the subscription ended.
• Once the subscription ends, a reasonable period is allowed for you to export your data; take your copy within that period. If you need help exporting, ask at the same address.
• At the end of that period the database allocated to your organisation and every record in it are permanently deleted.
• When deletion is complete we confirm it in writing to the person who made the request.

7. What deletion covers

When the database allocated to your organisation is deleted, the data of every module in it goes with it: customer relationship management, production, warehouse, finance, costing, shipping, human resources, fixed assets and carbon footprint records. The operation cannot be undone, so do not let the export period pass unused.

8. Requesting deletion by email

Send your request to kvkk@ilgierp.com. To let us deal with it quickly, please include:

• The name of the organisation.
• The username and email address of the account concerned.
• What you want deleted: a channel connection, a user account, or the organisation in full.
• The capacity in which you are asking: organisation administrator, authorised user, or an individual whose data is processed.
• Contact details we can reply to.
• Do not attach identity documents, passwords or card details. If anything further is needed for verification, we will ask for it separately and through a secure route.

9. How we handle your request

Deletion requests are handled in this order:

• We confirm that we have received the request.
• We verify the authority of the person asking. Requests covering an entire organisation are accepted only from people authorised to represent it, and verification is carried out through the contact channel registered on the account.
• Once verification is complete we carry out the deletion.
• We complete requests within thirty days at the latest and confirm the outcome in writing.

10. Data that cannot be deleted, and why

While meeting your request we cannot delete records that legislation requires us to keep:

• Invoices, payment records and accounting records relating to your subscription are kept for the period required by tax and commercial legislation.
• Where a legal dispute is ongoing or a competent authority has made a request, the relevant records are kept until that process concludes.
• Limited access logs used to investigate security incidents may be kept until their retention period expires.

11. Deletion from backups

Deletion takes effect in the live system immediately. Because backups are taken on a rotating cycle for disaster recovery, deleted records may remain in backup copies until that cycle completes.

Backups are not accessed in normal operation; they are used only to restore the system after a failure. Once the cycle completes, the deleted records are gone from the backups as well.

12. More information

What data we process, why, who we share it with and what rights you have are explained on our Privacy Policy page. Other requests concerning your personal data can be sent to kvkk@ilgierp.com.

Questions about this page: kvkk@ilgierp.com