SmartTill POS – Privacy Policy

At SmartTill POS, operated by Code Builders Systems (“we”, “us”, “our”), we are committed to protecting your privacy and handling your information in a responsible and transparent way. This Privacy Policy explains how we collect, use, store and protect your information when you use our platform.

We comply with the Protection of Personal Information Act (POPIA) of South Africa and other applicable data protection laws.

1. Information We Collect

We collect the following categories of information:

1.1 Personal information

• Full name
• Mobile number
• Email address
• Password (stored in encrypted / hashed form)
• City and country

1.2 Business information

• Business / store name
• Product and stock information
• Sales and transaction records
• Payment records (e.g. method, amounts, references)
• Terminal and user activity linked to your store

1.3 Device and technical data

• IP address and approximate location
• Browser type and version
• Device type and operating system
• Usage logs, including login times and feature usage

2. How We Use Your Information

We use your information to:

• Create and manage your SmartTill POS account;
• Provide core features such as POS, inventory, sales and reporting;
• Generate dashboards, analytics and insights for your store;
• Communicate with you about updates, security alerts or support;
• Improve and secure the platform and user experience;
• Comply with legal and regulatory requirements.

We do not sell your personal or business data to third-party marketers or advertisers.

3. Legal Basis for Processing

We process your personal information based on one or more of the following:

• Your consent (for example, when you register or opt in to communication);
• Performance of a contract (providing the SmartTill POS service);
• Compliance with legal obligations;
• Our legitimate interest in operating, improving and protecting the platform.

4. Data Security

We use reasonable technical and organisational measures to protect your information, including:

• Encrypted connections (HTTPS/SSL) where applicable;
• Secure password hashing and access controls;
• Role-based access per company, shop and user;
• Regular system updates and security reviews.

While we take strong precautions, no system can be guaranteed 100% secure. You are responsible for keeping your password confidential and using secure devices.

5. Data Sharing and Third Parties

We may share your information with trusted service providers who assist us in delivering SmartTill POS, such as:

• Hosting and infrastructure providers;
• Email or SMS service providers;
• Payment or billing platforms (where applicable).

These providers are required to protect your information and may only process it in accordance with our instructions.

We may also share information when required by law, court order or to protect the rights, property or safety of our users, our systems or others.

6. International Transfers

Our servers or service providers may be located outside your country. Where data is transferred across borders, we take reasonable steps to ensure that appropriate protections are in place, consistent with POPIA and other applicable laws.

7. Data Retention

We keep your information only for as long as necessary to provide the SmartTill POS service, meet legal obligations and resolve disputes. When you close your account, we may retain certain records for a limited period where required (for example, backups or transaction logs), after which they are securely deleted or anonymised.

8. Your Rights (POPIA)

Under POPIA and other data protection laws, you may have the right to:

• Request access to the personal information we hold about you;
• Request correction of inaccurate or incomplete data;
• Request deletion of certain information (subject to legal requirements);
• Object to certain types of processing;
• Withdraw consent where processing is based on consent;
• Request a copy of your data in a commonly used format, where feasible.

To exercise these rights, please contact us using the details at the end of this policy.

9. Cookies and Tracking

SmartTill POS may use cookies and similar technologies to:

• Keep you logged in and maintain your session;
• Remember preferences (such as store or terminal);
• Measure usage and improve performance.

You can control cookies through your browser settings. However, disabling cookies may affect some features of the platform.

10. Third-Party Links

The platform may contain links to third-party websites or services. We are not responsible for the privacy practices or content of those third parties, and we encourage you to read their privacy policies separately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated “Last updated” date. Significant changes may also be communicated via email or in-app notifications. By continuing to use SmartTill POS after changes become effective, you accept the updated policy.

12. Contact Us

If you have questions about this Privacy Policy, POPIA, or how we handle your information, please contact:

• 📧 Email: support@codebuilders.co.za
• 📞 WhatsApp: +27 64 513 6261
• 🌐 Website: https://codebuilders.co.za