Privacy Policy

At SwiftPOS (swiftpos.ng), operated for Nigerian retail businesses, we recognize that you trust us with your shop's livelihood—including your product catalog, sales figures, and supplier costs. This Privacy Policy details exactly how we collect, store, and isolate your merchant data.

1. Our Core Privacy Philosophy

SwiftPOS is designed as a **multi-tenant SaaS platform**. Each business (tenant) is separated from every other business by a strict logical architecture. We enforce database-level and URL-safe slug validation (e.g., /company-slug/dashboard/) to guarantee that your inventory data, profit statements, customer credit logs, and employee actions are strictly isolated and visible only to your authorized users.

2. Information We Collect

To provide a robust Point of Sale system, we gather specific data blocks when you register and configure your company settings:

a. Merchant Registration Data

When creating an account, we collect your full name, email address, password hashes, business name, phone number, and physical store locations in Nigeria. For billing and subscription processing, payment records and Monnify transaction reference IDs are logged.

b. Store Operational & Inventory Data

We process the products you create, including product name, SKU, price, wholesale cost, categories, inventory quantity counts across multiple branches, barcodes, supplier registries, and purchase order histories. When a purchase order is received, inventory increments are updated automatically.

c. Sales & Transaction Logs

We calculate all transaction details passing through classic POS, grid POS, and barcode scanners. This includes items sold, transaction quantities, discounts applied, VAT percentages, total values, payment methods used (cash, transfer, ATM card, mobile money), and customer names/phone numbers associated with credit sales or receipts.

d. Staff & Cashier Credentials

We store credentials for your cashiers, managers, and administrators. This includes system-defined role levels, login history, custom permissions rules (e.g., if a manager can override pricing), and hashed cashier verification PINs.

e. Foreground & Background Audit Trails

To protect your store from internal leaks and cashier theft, the platform registers an immutable audit trail capturing **24 different system event types**. This captures IP addresses, timestamps, and active user profiles for every significant change, such as stock adjustments, order reversals, sales clearance, pricing overrides, or configuration changes.

f. AI Assistant Prompts & Data Loggers

Interactions with our Agentic AI Assistant are logged to manage token usage and enforce daily rate limits. The assistant utilizes programmatic tools to query stock forecasts, check financial profit summaries, or draft purchase orders. The content of these interactions is cached solely to provide continuity during active user sessions.

3. How We Use Your Data

We use the collected information for these business purposes:

• Processing Checkout Transactions: Calculating inventory reductions, compiling sales receipt QR codes, and calculating VAT variables on transactions.
• Background Reports & Alerts: Generating and emailing daily operations summaries (sales counts, cash vs. card breakdown, profit margins) and sending automated low-stock or customer-owing credit reminders.
• Suspicious Activity Interception: Evaluating transaction metadata to flag potential theft or misuse, such as discounts exceeding 30%, massive order size anomalies, or high velocities of cashier deletions.
• Multi-Branch Syncing: Synchronizing local branch stock modifications with the global product catalog counts.

4. Caching & Offline Capabilities

SwiftPOS uses a Progressive Web App (PWA) framework. Product lists, pricing categories, and shopping carts are cached locally in your web browser or hardware device (via Service Workers) to allow offline selling when internet connectivity drops. These cached transactions use a unique client_id UUID to seamlessly reconcile with the main cloud databases upon reconnection without causing double entries.

5. Data Sharing and Third Parties

**SwiftPOS does not sell, lease, or rent your inventory or sales data.** We only share transactional data with trusted utilities necessary for platform operation:

• Payment Gateways: Processing payment checkouts and subscriptions (e.g., Monnify).
• Email SMTP Providers: Sending transactional alerts and operational digests.
• SMS Gateways: Sending customer balance notifications or security confirmation codes.

6. Data Portability & Deletion

You maintain full ownership of your data at all times. You can utilize our Export Center to download comprehensive records of your inventory catalog, categories, stock adjustments, financial transactions, and P&L sheets in standard CSV formatting.

Should you choose to cancel your subscription, you may request complete account deletion. All data associated with your tenant slug, employee accounts, cashier PINs, and transaction histories will be permanently purged from our active systems, except where required for tax or regulatory compliance under Nigerian law.

7. Security Enforcement

All connections to SwiftPOS are encrypted using HTTPS/TLS. Cashier verification PINs are securely hashed at the server level, ensuring no raw credentials are ever exposed. Standard HSTS protections are implemented on live servers to mandate secure browser connections.

8. Modifications to this Policy

We reserve the right to modify this policy to match system enhancements. We will notify primary account admins via in-app dashboard alerts or email when critical updates are made.