--- title: "Terms of Service for HERO ERP Portal" space: "Legal" url: "https://docs.hcdc.com.ph/legal/terms-of-service-for-hero-erp-portal" updated: "2026-06-19" ---

Purpose

The purpose of this policy is to define the rules, responsibilities, and limitations for users accessing the HERO ERP Portal (ERPNext system implementation). This system is used for project management, procurement, financial transactions, document control, quality management, sales order and opportunity management, asset management, and human resources including payroll within HERO Construction and Development Corporation. The policy ensures secure, proper, and compliant usage of the ERP system.

Scope

This policy applies to all employees, suppliers, system developers, consultants, and authorized personnel who have access to the HERO ERP Portal. It governs the use of the system for managing project records, supplier transactions, procurement approvals, sales management, asset tracking, human resources and payroll, financial processing, and internal company data. The policy also covers other modules, applications, and functionalities within the HERO ERP Portal, including but not limited to, any newly implemented or updated features that support the company's operations. All users are expected to comply with this policy regardless of the specific module or application they interact with.

Policy

1. Acceptance of Terms

By accessing or using HERO ERP Portal, you acknowledge that you have read, understood, and agreed to these Terms of Service. If you do not agree to these terms, do not use HERO ERP Portal.


2. Account Registration & Security

2.1 Eligibility

  1. HERO ERP Portal is available exclusively for authorized employees, suppliers, and partners of HERO Construction and Development Corporation.
  2. Unauthorized access or use by third parties is strictly prohibited.

2.2 User Responsibilities

  1. Users are responsible for maintaining the confidentiality of their account credentials.
  2. Users must immediately report any unauthorized access or security breach to IT Support.
  3. Account sharing is not permitted. Each user must use their assigned credentials.


3. Acceptable Use Policy

3.1 Permitted Use

HERO ERP Portal is to be used for business-related purposes only. Users may:

  1. Process and manage purchase orders, sales orders, and procurement requests.
  2. Store and access financial records, project files, and company-related documents.
  3. Perform asset tracking, inventory management, HR, and payroll functions.
  4. Access shared ERP resources within their authorized role and access level.

3.2 Prohibited Activities

Users must not:

  1. Enter false or misleading financial, procurement, or HR data.
  2. Modify or delete system records without proper authorization.
  3. Attempt to bypass security features or access unauthorized data.
  4. Use HERO ERP Portal for personal transactions or activities unrelated to company operations.
  5. Export or distribute confidential company data to unauthorized parties.


4. Data Integrity & Retention Policy

  1. All transactions and records entered into HERO ERP Portal must be accurate and up to date.
  2. Data retention policies apply to financial, HR, sales, and operational records.
  3. Inactive user accounts (employees who have left the company or have not logged in for 30 days) may be deactivated at management’s discretion.


5. Privacy & Data Protection

  1. HERO ERP Portal follows company data privacy policies in accordance with the Data Privacy Act of 2012 and relevant regulations.
  2. User activity (data entry, approvals, modifications) may be monitored for security and compliance purposes.
  3. HERO ERP Portal does not guarantee absolute confidentiality of stored data. Users must ensure sensitive information is handled with care.


6. System Availability & Maintenance

  1. HERO ERP Portal operates on cloud infrastructure with an expected 99.9% uptime.
  2. Scheduled maintenance may occur, and users will be notified in advance.
  3. HERO Construction is not responsible for any data loss due to service disruptions beyond its control (e.g., cloud provider failures, cyberattacks).


7. Termination & Suspension of Accounts

HERO Construction reserves the right to:

  1. Suspend or terminate user accounts that violate these terms.
  2. Restrict access to ERP modules if misuse is detected.
  3. Modify or discontinue HERO ERP Portal services at any time with prior notice.


8. Disclaimer of Warranties

  1. HERO ERP Portal is provided on an "as-is" and "as-available" basis.
  2. HERO Construction makes no guarantees regarding performance, uninterrupted access, or absolute security.
  3. Users assume all risks associated with using HERO ERP Portal.


9. Limitation of Liability

  1. HERO Construction shall not be liable for:
  2. Any data loss, unauthorized access, or security breaches.
  3. Indirect, incidental, or consequential damages resulting from HERO ERP Portal usage.
  4. Actions taken by the cloud provider affecting service availability.


10. Modifications to Terms

  1. HERO Construction reserves the right to update these Terms of Service at any time. Users will be notified of significant changes, and continued use of HERO ERP Portal constitutes acceptance of the revised terms.