Privacy Policy — Mwananchi POS

Last Updated: 2 September 2026 Effective Date: 2 September 2026

Mwananchi POS ("we", "us", "our") respects your privacy and is dedicated to protecting the business and personal data you entrust to us. This Privacy Policy explains what data we collect, how we process, store, and safeguard it, and your rights under the Data Protection Act, 2019 (Kenya) and applicable data protection regulations.

This policy applies to the Mwananchi POS mobile application, website (mwananchipos.com), and associated services.

1. Information We Collect

a) Account & Shop Information

Merchant Details: Full name, phone number, email address, password/PIN hash.
Shop Profile: Shop name, category/business type, currency preference, receipt header/footer details, tax/PIN numbers (if provided).
Staff Accounts: Names and permission roles created by the shop administrator.

b) Inventory, Sales & Business Data

Catalog: Product names, categories, barcodes, buying prices (cost), selling prices, units of measurement, low-stock alert thresholds.
Transactions: Cash, Mobile, card, bank, and credit/debt sales records, invoice numbers, timestamps, line items, discounts, and extra charges.
Stock Movements & Expenses: Delivery additions, spoilage/damage deductions, stock count adjustments, daily operational expenses (rent, electricity, salaries, transport).
Customer Debtor Ledger: Customer name, phone number, credit balances, and debt repayment history recorded by you.

c) Device, Diagnostics & Usage Information (Automatic)

Device model, operating system version, app version, unique device identifiers, crash logs, and sync telemetry. This data is collected to resolve technical issues, optimize offline performance, and ensure system stability.

d) Device Permissions (Requested Only When Needed)

Camera: Optional, used solely to scan product barcodes.
Bluetooth: Optional, used solely to connect and print receipts to Bluetooth thermal printers.
Storage / Files: Optional, used solely to save, export, and share receipts, quotation PDFs, or CSV reports.
Network / Internet: Used to synchronize offline SQLite records with our secure cloud servers.

We do not access your personal contact books, personal SMS messages, photo galleries, or call logs.

2. How We Use Your Information

We use the collected information strictly for legitimate business and operational purposes:

Providing Core Services: To operate the offline-first POS, process cart checkouts, record sales, calculate profit margins, and manage inventory;
Cloud Synchronization & Backup: To sync offline records to encrypted cloud storage for multi-device access and backup protection;
Customer Support & Service Notices: To assist with troubleshooting, send subscription renewal alerts, and notify you of system updates;
Security & Fraud Prevention: To verify account integrity, prevent unauthorized access, and protect against security threats;
Analytics & Improvements: To analyze aggregated, anonymized usage trends to enhance app stability and speed.

We NEVER sell, rent, or trade your personal data or shop sales records to third parties for advertising or marketing purposes.

3. Offline Storage & Cloud Synchronization

Local Database: Your transactions and product records are stored locally on your device so that you can continue selling smoothly without internet access.
Encrypted Cloud Sync: When an internet connection is established, pending local changes are securely synchronized to our cloud servers using industry-standard TLS encryption.
Merchant Backup Responsibility: You are encouraged to sync your data regularly. We are not responsible for lost records resulting from device loss or uninstallation before cloud synchronization is complete.

4. How We Share Information

We only share information with trusted third-party service providers who assist us in operating our platform, subject to strict confidentiality and data protection agreements:

Cloud Infrastructure & Database Providers: To host and securely back up your encrypted data;
Payment Processors: To securely verify online payments and process subscription billing;
Diagnostic & Analytics Services: To capture crash telemetry and error logs (in anonymized form where feasible);
Legal & Regulatory Authorities: Only when strictly required by applicable law, court order, or governmental regulation, or to protect the safety and legal rights of Mwananchi POS and its users.

5. Data Security

We implement robust technical and organizational security measures to protect your data against unauthorized access, loss, alteration, or disclosure:

Encryption: All data in transit is encrypted using Secure Sockets Layer / Transport Layer Security (TLS/HTTPS). Data at rest in the cloud is protected with industry-standard encryption algorithms.
Access Controls: Access to production databases is strictly restricted to authorized engineering personnel under non-disclosure agreements.
User Device Security: You are responsible for keeping your device locked and your app PIN confidential.

6. Data Retention & Account Deletion

Active Accounts: We retain your shop and transaction records for as long as your account remains active or as needed to provide you with the Services.
Account Deletion: You may request account deletion at any time in Profile > Settings or by emailing support@mwananchipos.com.
Grace Period: Following account deletion, cloud records are retained for thirty (30) days to allow for data recovery or export requests, after which they are permanently purged from active systems, except where retention is required by statutory tax or legal requirements.

7. Your Data Rights

Under the Kenya Data Protection Act, 2019 and applicable international data privacy standards, you have the right to:

Access & Export: View and export your complete business data (products, sales, expenses, debts) in standard CSV format;
Rectification: Correct or update inaccurate account or shop information;
Erasure: Request the deletion of your personal account data;
Permission Revocation: Revoke device permissions (Camera, Bluetooth, Storage) at any time via your device settings;
Lodge Inquiries & Complaints: You can contact us at any time regarding any privacy concern.

We respond to all verified data rights requests within thirty (30) days.

8. Children's Privacy

Mwananchi POS is strictly a business-to-business and commercial tool intended for merchants and adults aged 18 and older. We do not knowingly collect personal data from children under 18.

9. Changes to This Privacy Policy

We may periodically update this Privacy Policy to reflect changes in our services or regulatory requirements. Material revisions will be posted within the app or may be sent to your registered email address at least fourteen (14) days before taking effect.

10. Contact Us

For any privacy inquiries, data subject requests, or assistance:

Email: support@mwananchipos.com
Website: https://mwananchipos.com