Privacy Policy

Posify Pro ("we," "our," or "us") is a cloud-based Point-of-Sale (POS) platform designed for retailers and restaurants operating primarily in East Africa. Our registered address and primary place of business is in Dar es Salaam, Tanzania.

This Privacy Policy explains what personal data we collect when you use our website (getposify.com) and our SaaS platform ("the Service"), how we use and protect that data, and the rights you have regarding your information.

By registering for or using the Service you acknowledge that you have read and understood this Policy. If you do not agree, please discontinue using the Service.

2.1 Account & Registration Data

When you create an account we collect: full name, email address, phone number (optional), business name, business type (retail/restaurant), country, and your chosen password (stored as a cryptographic hash — never in plain text).

2.2 Billing & Payment Data

To process subscription payments we collect billing address and the last four digits of your payment card for reference. Full card numbers are never stored by us — they are handled directly by our PCI-DSS-compliant payment processor. We retain records of invoices, amounts, and payment dates for accounting and legal compliance.

2.3 Business & Transaction Data

As part of the Service you will enter business data including: product names, prices, and categories; inventory levels; customer records (if you use customer management); employee user accounts; and sales transaction records. This data belongs to you — we act as a processor, not a controller, for this information.

2.4 Usage & Technical Data

We automatically collect IP addresses, browser type and version, device type, operating system, referring URLs, pages visited, features used, and session duration. This data helps us monitor platform performance, diagnose errors, and improve the product.

2.5 Communications

If you contact our support team via email or the contact form, we retain the content of those communications and your contact details to resolve your inquiry and maintain support history.

We process your personal data for the following purposes:

• To create and manage your account and provide the POS Service.
• To process subscription payments and send invoices.
• To deliver customer support and respond to your inquiries.
• To send service-related notifications (e.g. password resets, billing receipts, downtime alerts). We do not send marketing emails without your explicit opt-in.
• To monitor and improve platform performance, fix bugs, and develop new features.
• To detect and prevent fraud, abuse, and security incidents.
• To comply with applicable laws, regulations, and lawful requests from authorities.
• To generate aggregated, anonymised analytics that help us understand how customers use the Service — this data cannot identify you.

We rely on the following legal bases to process your personal data:

We do not sell your personal data to any third party, ever.

We share data only with trusted service providers who assist us in operating the Service, under strict data processing agreements:

• Cloud hosting & infrastructure providers (encrypted storage, servers located within or close to East Africa where possible).
• Payment processors (PCI-DSS compliant; they receive only the data required to process the transaction).
• Transactional email service (for password resets, invoices, and notifications).
• Error monitoring and performance analytics tools (anonymised where feasible).

We may also disclose data if required by law, court order, or to protect the rights and safety of Posify Pro, our users, or the public.

We retain your personal data for as long as your account is active or as needed to provide the Service. Specific retention periods:

We implement appropriate technical and organisational measures to protect your data, including:

• TLS 1.3 encryption for all data transmitted between your device and our servers.
• AES-256 encryption for data stored at rest.
• Role-based access controls — our staff access production data only on a need-to-know basis, protected by multi-factor authentication.
• Automated daily backups stored in geographically separate locations.
• Regular security reviews and vulnerability assessments.
• Incident response procedures to detect, contain, and report breaches within legally required timeframes.

No system is 100% secure. In the event of a data breach affecting your personal data, we will notify you and relevant authorities as required by applicable law.

Depending on your jurisdiction you may have the following rights regarding your personal data:

To exercise any of these rights, email privacy@getposify.com. We will respond within 30 days. We may ask you to verify your identity before fulfilling the request.

We use strictly necessary cookies to maintain your authenticated session and remember your preferences. We may also use analytics cookies (with your consent) to understand how the platform is used. You can manage cookie preferences in your browser settings. Disabling strictly necessary cookies will prevent you from logging in.

Posify Pro is a business tool intended for users aged 18 and over. We do not knowingly collect personal data from children under 18. If you believe a child has provided us with personal data, please contact us at privacy@getposify.com and we will delete it promptly.

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or via a prominent notice in the dashboard at least 14 days before the changes take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Policy. The current version will always be available at getposify.com/privacy-policy.

For privacy-related questions, requests, or complaints, contact our Data Privacy team: