Privacy Policy

1. Who We Are

MachePOS is a point-of-sale and business management platform operated by Kolas Consulting LLC (“we,” “us,” or “our”). Our services include the MachePOS mobile application (Android), the web portal at app.machepos.com, and related services.

For questions about this policy, contact us at: info@machepos.com

2. Information We Collect

2.1 Information You Provide

• Account information (business name, owner name, phone number, email address, password)
• Business data (products, inventory, pricing, sales transactions, customer records, employee information, expenses, purchase orders)
• Payment information processed through our payment partners (see Section 4) — we do not store your mobile money PIN or full payment credentials, only transaction references and subscription status
• Support communications
• If you opt in to WhatsApp notifications: your WhatsApp phone number and the content of messages exchanged with us (see Section 5)

2.2 Information Collected Automatically

• Device information (model, OS version, unique device identifier, app version)
• Usage data (features used, interaction patterns)
• Network information (connection type for performance optimization)

2.3 Information We Do NOT Collect

• We do not access contacts, photos, camera, or microphone unless you explicitly use a feature requiring it (such as product photos)
• We do not collect location data unless you add a store address
• We do not collect biometric data

3. How We Use Your Information

• Provide services (process sales, manage inventory, generate reports/receipts, sync sales made offline)
• Manage your account (authenticate, manage subscription, customer support)
• Send notifications you have opted in to receive, including WhatsApp messages (see Section 5)
• Improve our product (analyze usage, fix bugs, develop features)
• Communicate with you (service notifications, updates, support responses)
• Ensure security (detect unauthorized access, fraud, abuse)

4. How We Share Your Information

We do not sell your personal or business data. We do not share your data with advertisers. We share only:

• With payment partners for transaction processing — including our subscription billing provider and the mobile money and other payment rails available in your country
• With infrastructure providers (Supabase, Vercel) under data protection agreements
• With Meta Platforms to deliver WhatsApp messages, if you opt in (see Section 5)
• When required by law
• In business transfers (with notification)

5. WhatsApp and Meta

If you opt in to WhatsApp notifications, we deliver messages through the WhatsApp Business Platform (Cloud API), provided by Meta Platforms.

• We send proactive notifications (such as sync confirmations, inventory alerts, and subscription and billing notices) only after you have opted in, and you can change or withdraw these preferences at any time.
• We process your WhatsApp phone number and message content solely to deliver these notifications and to respond to your messages.
• Information obtained through the WhatsApp Business Platform is used only to provide the messaging features described in this policy, consistent with Meta’s terms and the WhatsApp Business Messaging Policy.
• We do not use WhatsApp data for advertising and do not share it with third parties except the processors needed to deliver the service (Section 4).
• You can opt out of WhatsApp notifications at any time through your notification preferences or by replying to stop, and you can continue using MachePOS without WhatsApp notifications.

6. Data Storage and Security

• Stored on secure cloud servers (Supabase/AWS)
• HTTPS encryption (TLS 1.2+)
• Row Level Security at the database level (tenant isolation — your business data is not accessible to other businesses)
• Access controls and monitoring
• No system is 100% secure

7. Data Retention

• Retained while your account is active
• Deleted within 30 days of account deletion
• Anonymized aggregated data may be retained indefinitely

8. Your Rights

• Access — export your data anytime
• Correct — update your information in the app
• Delete — contact info@machepos.com to request deletion
• Data portability — request a copy in a standard format
• Withdraw consent — for optional processing such as WhatsApp notifications, through your preferences

Where you have entered information about your own customers, those customers should contact you (the merchant), who controls that data; we will assist you in responding.

9. Children’s Privacy

MachePOS is a business tool designed for business owners and authorized employees. It is not directed to children under 18, and we do not knowingly collect personal information from children.

10. Third-Party Links

Our app may link to third-party services that have their own privacy policies. We are not responsible for the practices of these third parties.

11. Changes to This Policy

We may update this policy and will notify you of significant changes through the app or email. Continued use of the service after changes take effect means you accept the updated policy.

12. Contact Us