Data Usage Policy
Last updated: May 2026
This Data Usage Policy explains how we handle the business data you entrust to us when we implement, migrate, or support your Odoo system. It is separate from our Privacy Policy, which covers personal information collected through this website.
When you work with us, we often handle sensitive operational data — financials, customers, inventory, employees. We treat that responsibility seriously.
Your data is yours
The business and client data in your systems belongs to you. We access and process it only to deliver the services you have engaged us for, and only to the extent needed to do that work well.
What we access during a project
To implement, migrate, or support Odoo, we may need access to data such as:
- Financial records — chart of accounts, balances, transactions, invoices.
- Customer and vendor records.
- Inventory, product, and operational data.
- Employee or user records relevant to system configuration.
- Data exported from systems you are migrating away from.
How we handle it
We follow practical principles to keep your data safe throughout an engagement:
- Least access — we use the minimum access necessary, for the minimum time necessary.
- Purpose limitation — we use your data only to perform the agreed work, never for unrelated purposes.
- Secure handling — migration files and credentials are handled carefully and removed when no longer required.
- Confidentiality — your data and the details of your operations are kept confidential.
Confidentiality
We treat your business information as confidential. Our team does not disclose your data or operational details to third parties except as needed to deliver the service (for example, platform providers) or as required by law. Where appropriate, we are happy to work under a mutual non-disclosure agreement.
Migration data
During a migration, we work with exports and copies of your data to audit, map, and test before go-live. We handle these files securely and delete working copies once the migration is complete and verified, unless you ask us to retain them for a defined period.
Hosting and where data lives
Your Odoo system can be hosted on Odoo’s cloud, on Odoo.sh, or self-hosted, depending on what we set up with you. We will be clear about where your production data resides and help you choose an option that fits your data-residency and operational needs.
After the engagement
When a project or support relationship ends, your production system and its data remain yours. We return or hand over what is appropriate, and securely dispose of working copies and credentials we no longer need.
Questions
If you have questions about how we handle your business data, contact us at hello@odooimplementation.ca. We are glad to walk through our approach before you share anything.