Last updated: April 30, 2026
This Privacy Policy explains how CloudERP Systems Ltd. (“Procee”, “we”, “us”) collects, uses, and protects personal information across our commercial websites (procee.com, he.procee.com, and subdomains), our SaaS web application, our supplier portal, and our Android and iOS mobile apps (together, the “Services”). It serves as our public privacy notice, including for Apple App Privacy and Google Play Data Safety disclosures. It does not replace any written agreement between Procee and a customer organization (such as a subscription agreement, DPA, or order form), which may contain additional or more specific terms.
1. Who We Are and Our Role
The Services are operated by:
Our role under privacy law depends on context:
- Customer workspace data. When customers upload procurement data, supplier data, invoices, documents, approval workflows, payment workflow records, bank details, and audit logs, the customer organization is the controller (or equivalent role under applicable law). Procee acts as a processor (or service provider, depending on jurisdiction), processing the data on the customer’s instructions.
- Website visitors, leads, marketing and billing contacts, and our own business operations. Procee acts as an independent controller.
- Security logs, audit records, fraud prevention, billing, and legal compliance. Procee may act as an independent controller where permitted by law.
If you use Procee through your employer, customer, or supplier, that organization may also have its own privacy notice governing how your information is used within its workspace.
2. Information We Collect
Account, contact, and identity
Full name, business email, phone, job title, department, company, username, language preference, and authentication details. If your organization enables SSO via Google Workspace, Microsoft Entra ID, Okta, or another SAML/OIDC provider, we receive identity attributes (name, email, NameID, group/role attributes, authentication timestamps) configured by your organization.
Organization and business records
Company registration and tax details, departments, branches, cost centers, budgets, projects, accounting classifications, user roles and permissions, approval routes, and supplier records.
Procurement, supplier, and workflow data
Purchase requests, purchase orders, supplier quotations, supplier onboarding data, invoices (tax invoices, proforma invoices, receipts, delivery notes), approval comments and audit trail entries, files uploaded by users or suppliers, and text or structured data extracted from documents through OCR or AI.
Supplier bank and payment workflow data
For customers using payment workflows: supplier bank account details (account numbers, IBAN, SWIFT/BIC), MASAV or similar bank-transfer list data, payment requests, transaction references, clearing status, and tokens issued by third-party clearing providers to support reuse of a payment method. We do not store full credit card numbers or CVV codes on Procee systems. Card processing is performed by third-party PCI-compliant clearing providers.
Mobile app and device data
Account and login data, device type, OS, app version, language, IP address, approximate (IP-derived) location, push notification tokens, crash and diagnostic logs, usage events (screens viewed, actions taken), and content you choose to upload (camera images, documents, files). We do not access your camera, photos, files, or notifications unless the relevant feature requires it and you grant device-level permission. The mobile app does not request precise location access.
Website and tracking data
Pages viewed, time on page, interactions, referrer, approximate location from IP, browser and device characteristics, and cookie or local-storage identifiers. We use third-party analytics and behavior-measurement tools, together with an internal visitor identifier, to understand which product areas interested a visitor and, if they later contact us, associate that website activity with their lead or account.
Usage, log, and security data
IP address, login and logout times, session duration, failed login attempts, audit logs of in-system actions, security events, and server and diagnostic logs.
Support and billing
Message content, support tickets, screenshots, call and meeting records, billing contact details, subscription details, invoices, transaction references, and tax information.
3. How We Use Information
We use personal information to:
- Provide, secure, and operate the Services — authentication, access controls, document processing, approvals, supplier and budget management, payment workflows, notifications, integrations, audit trails, and customer support.
- Detect and prevent fraud, abuse, unauthorized access, and security incidents; investigate and respond to incidents.
- Communicate with customers and users about service, billing, security, and administrative matters, and (with appropriate legal basis) marketing and product updates.
- Improve and develop the Services, including aggregate analytics, feature development, and reliability.
- Comply with legal, tax, accounting, regulatory, and contractual obligations.
You can opt out of marketing communications at any time using the unsubscribe link or by emailing [email protected]. Transactional, security, billing, and administrative messages will continue.
4. AI, OCR, and Document Processing
We use OCR, machine learning, and AI to extract, classify, summarize, and validate information from uploaded documents (invoices, supplier documents, receipts, delivery notes, and similar). We use third-party AI providers through their standard API services.
- We do not use customer-uploaded documents to train public AI models. Under our AI providers’ standard API terms, customer data submitted via the API is not used to train their models by default, and we do not opt in to any training, data-sharing, or feedback programs offered by these providers.
- API providers may retain submitted data for a limited period for abuse monitoring, security, and legal-compliance purposes (typically up to 30 days under default API terms), after which it is deleted in accordance with the provider’s data-handling practices.
- Procee does not, on its own behalf, make solely automated decisions producing legal or similarly significant effects on individuals. Approval routes, matching rules, and workflow logic are configured and controlled by the customer organization.
Customers are responsible for ensuring they have the rights, notices, and lawful basis to upload documents and personal information through the Services.
5. Legal Bases (GDPR / UK GDPR)
- Performance of a contract — to provide the Services, accounts, subscriptions, and support.
- Legitimate interests — to secure and improve the Services, prevent abuse, and manage business relationships, where not overridden by your rights.
- Consent — for non-essential cookies, the internal visitor identifier, certain marketing, push notifications, and other activities where consent is required.
- Legal obligation — for tax, accounting, regulatory, and legal compliance.
- Customer instructions — where Procee processes data as a processor.
Where Israeli privacy law applies, we process personal information under the Protection of Privacy Law, 1981, as amended (including Amendment No. 13), and its regulations.
6. How We Share Information
We do not sell or rent personal information. We share information only as described below.
Customer organizations and counterparties
Activity, approvals, comments, uploaded files, and workflow actions are visible to authorized administrators and users in the customer’s workspace. Where customer workflows require it, certain information is shared with suppliers, customers, or payment counterparties as part of the relevant business process.
Service providers and subprocessors
We use third-party vendors to host, secure, operate, analyze, and improve the Services. Categories include:
- Cloud hosting and infrastructure — hosting, storage, databases, and networking.
- AI and document-processing providers — OCR, extraction, classification, summarization, and similar AI functionality.
- Email delivery providers — transactional and notification email.
- Messaging delivery providers — WhatsApp and similar channel delivery, where enabled. WhatsApp messages are delivered via WhatsApp/Meta infrastructure under Meta’s terms; customers should avoid sending sensitive data through this channel.
- PDF generation and document-conversion providers.
- Mobile push notification providers — required by the iOS and Android platforms to deliver push notifications.
- Payment and clearing providers — card processing, payment-method tokens, and clearing transactions, where customers enable these workflows.
- Website analytics and usability tools — understanding how visitors interact with our websites and improving the product.
- Security, monitoring, logging, backup, support, legal, and accounting providers — operational and compliance purposes.
A current list of named subprocessors is available to customers on request. Where required by customer agreement or applicable law, we will provide notice of changes to material subprocessors.
Integrations
If a customer enables integrations with accounting/ERP systems, identity providers, payment or clearing systems, storage providers, or other third-party services, information is exchanged according to the customer’s configuration.
Legal, security, and business transfers
We may disclose information to comply with law, respond to lawful requests, enforce agreements, protect rights, or investigate fraud and security incidents. In a merger, acquisition, financing, or sale of assets, information may transfer subject to appropriate protections; where required by law, we will give notice before personal information becomes subject to materially different privacy practices.
7. International Transfers
Personal information may be processed in Israel, the European Economic Area, the United States, and other countries where we or our service providers operate. Where personal information is transferred internationally, we rely on the following safeguards:
- Transfers between the EEA/UK and Israel rely on the European Commission’s adequacy decision for Israel (and the UK’s recognition of that adequacy).
- Transfers to U.S. service providers rely on Standard Contractual Clauses and, where applicable, the EU–U.S. Data Privacy Framework (and UK Extension).
- For other transfers, we rely on SCCs, IDTAs, customer instructions, or other safeguards required by applicable law.
A Data Processing Agreement reflecting these transfer mechanisms is available to customers on request or as part of the customer agreement.
8. Data Retention
We keep personal information only for as long as needed for the purposes in this Policy, unless a longer period is required by law, contract, customer instruction, audit, tax, accounting, dispute resolution, backup, or security needs.
| Category | Retention |
|---|---|
| Account data | Active period plus a reasonable post-termination window. |
| Customer workspace data (procurement, supplier, invoice, payment, audit) | Per customer agreement and configuration; may be retained for several years to meet tax and accounting law (e.g., 7 years under Israeli tax/accounting rules). |
| Supplier bank account and MASAV records, clearing tokens | Per customer instruction and applicable legal/business requirements. |
| Audit and security logs | As needed for security, compliance, and dispute resolution. |
| Marketing contacts and visitor identifiers | Until no longer needed for the purpose, or until you unsubscribe or object. |
| Backups | Limited period under our backup and disaster-recovery procedures, then overwritten. |
| Cookies | Per the cookie’s lifetime, unless deleted earlier. |
9. Security and Breach Notification
We use technical, organizational, and administrative safeguards designed to protect personal information, including:
- Access controls, role-based permissions, and authentication.
- Encryption in transit, and encryption at rest for production databases, file storage, backups, and other systems where customer data, supplier bank account data, MASAV records, payment workflow data, and clearing tokens are stored.
- Access logging and monitoring of sensitive financial and supplier data.
- Backups and disaster recovery, vendor security assessments, vulnerability and incident management, and employee training and access restrictions.
No system is completely secure, but we work to protect information appropriately to its sensitivity.
Incident response
If we become aware of a security incident affecting personal information, we will investigate and act according to its nature, our role, and applicable law.
- Where Procee acts as a processor, we notify affected customers without undue delay.
- Where Procee acts as a controller under GDPR/UK GDPR, we notify the relevant supervisory authority within 72 hours where required, and affected individuals where required.
- Where Israeli law applies, we notify the Israeli Privacy Protection Authority and affected data subjects in accordance with the Protection of Privacy Law, as amended.
10. Your Privacy Rights
Subject to applicable law, you may have the right to:
- Access personal information about you.
- Correct inaccurate or incomplete information.
- Request deletion.
- Object to or restrict certain processing.
- Withdraw consent (without affecting prior lawful processing).
- Request data portability.
- Opt out of marketing communications.
- Lodge a complaint with a data protection authority.
To exercise rights, contact [email protected]. Where Procee acts as a controller, we respond within the timeframe required by applicable law (within one month under GDPR/UK GDPR, with extension where permitted). Where Procee acts as a processor for a customer, we will forward your request to the customer or ask you to contact them directly, and assist them as required.
If your account is managed by your employer or another organization, account-level deletion may need to be handled by that organization’s administrator.
EEA, UK, and Switzerland
You may lodge a complaint with your local supervisory authority. Where required by GDPR Art. 27 / UK GDPR, Procee will appoint and publish the contact details of a representative.
Israel
You have rights under the Protection of Privacy Law, 1981, as amended (including Amendment No. 13), including rights to review, correct, and delete database information, subject to applicable limits. Complaints may be filed with the Israeli Privacy Protection Authority (PPA).
California and other U.S. states
To the extent California or other U.S. state laws apply, residents may have rights to know, access, correct, delete, or opt out of certain uses of personal information. We do not sell personal information and do not share it for cross-context behavioral advertising through the mobile app.
11. Cookies and Similar Technologies
Our websites and web app use cookies and similar technologies in these categories:
- Essential — login, security, sessions.
- Preferences — language, settings.
- Analytics — third-party analytics and behavior-measurement tools.
- Marketing — campaign measurement and remarketing where permitted.
- Internal visitor identifier — links pre-registration website activity to a later business lead or account.
Where required by law, non-essential cookies, analytics, the visitor identifier, marketing pixels, and similar technologies are used only with consent through our cookie banner or preferences tool. You can also manage cookies via your browser. Some features may not work correctly if cookies are disabled.
12. Mobile App Disclosures
For Apple App Privacy and Google Play Data Safety.
Depending on enabled features and customer configuration, the Procee mobile app may collect:
- Contact info — name, email, phone, company, job title.
- Identifiers — user/account/organization ID, SSO identifiers, push notification token.
- User content — uploaded files, documents, photos, comments, attachments.
- Financial and business info — purchase orders, invoices, supplier details, supplier bank account data, MASAV data, payment workflow data, customer-enabled clearing tokens, transaction references, budget data.
- Usage data, diagnostics, device and IP identifiers, IP-derived approximate location.
The app uses this data for app functionality, account management, document upload, AI/OCR processing, security, push notifications, customer support, analytics, customer-enabled payment workflows, and product improvement.
The app may request these device permissions:
- Camera — capture invoices and documents.
- Photos / Files — upload existing documents.
- Notifications — approval, workflow, payment, and security alerts.
- Network — connect to Procee servers.
The mobile app does not request precise location, does not contain advertising functionality, does not sell personal information, and does not use personal information for third-party advertising. Payment for Procee’s own subscription fees is not handled through the mobile app.
13. Children
The Services are intended for business use and are not directed to anyone under 16 (or the age required by local law). If we learn that we have collected personal information from a child without authorization, we will delete it.
14. Changes to This Policy
We may update this Policy from time to time. If changes are material, we will provide notice by posting the updated Policy with a new effective date, sending email notice, showing in-Service notice, or another legally appropriate method. Continued use of the Services after the effective date means the updated Policy applies, subject to applicable law and any customer agreement.
15. Contact
For data protection inquiries, please contact us first so we can address your concern. You retain the right to contact a supervisory authority directly.
16. Data Deletion (Procee Mobile App)
This section describes how users of the Procee Android application can request deletion of their account data, what data is deleted, and what may be retained for legal or operational reasons. It supplements section 10 (Your Privacy Rights) and section 8 (Data Retention) of this Policy and is published to satisfy the Google Play Data Safety deletion-URL requirement.
How to request account or data deletion
To request that your Procee account or specific data associated with it be deleted, contact us using either of the following channels:
- Email: [email protected] — include “Account deletion request — Procee” in the subject line.
- Web form: https://procee.com/contact (select “Data deletion request”).
Please contact us from the email address registered to your Procee account or from your organization’s billing contact, and include:
- Your full name as registered in Procee.
- The email address used to sign in to Procee.
- The name of the organization (company / tenant) the account belongs to.
- Whether you are requesting deletion of your individual user account, or of the entire organization’s data (the latter must be requested by an organization administrator or billing owner).
We will acknowledge your request within 3 business days and complete the deletion within 30 days of verification, except where retention is required by applicable law (see below).
What is deleted
When a deletion request is processed, the following data associated with your account is permanently removed from our active systems:
- Your user profile (name, email address, login credentials).
- User identifiers and session data.
- In-app comments, messages, and chat content authored by you.
- App activity and interaction history tied to your user ID.
- Personal preferences and settings.
- Files, attachments, and uploaded documents that you authored, where deletion does not conflict with retention obligations described below.
What may be retained, and why
Some data is retained after a deletion request, only for the minimum period and purposes required by law or by legitimate business necessity. This is consistent with the retention table in section 8:
- Tax and accounting records — invoices, receipts, purchase orders, and other accounting documents are retained as required by applicable tax authorities (for example, the Israeli Tax Authority requires retention of invoice and accounting records for the period set by law).
- Aggregated and anonymized data — usage statistics that no longer identify any individual may be retained for service improvement.
- Audit and security logs — limited security-related logs may be retained for fraud prevention, security investigations, and legal compliance.
- Backups — data in encrypted backups is overwritten on the standard backup rotation cycle; backups are not used for any other purpose during their retention.
When the retention period for any of the above expires, the data is deleted on the next regularly scheduled deletion cycle.
Third-party processors
When you request deletion, we instruct each of our service providers to delete the corresponding data on their side as part of the deletion process. The categories of providers involved are described in section 6 (How We Share Information). A current list of named subprocessors is available to customers on request, as referenced in section 6, and we will provide notice of changes to material subprocessors where required by customer agreement or applicable law.