Privacy Policy

1. Information We Collect

1.1 Business Account Information

When you register for UgaPOS, we collect:

• Business name, address, and contact details
• Owner/administrator name and contact information
• Business type and industry category
• Tax identification numbers (URA TIN where applicable)
• Banking and payment processing information

1.2 User Account Information

For individual users within your business:

• Employee names and contact information
• User roles and access permissions
• Login credentials (encrypted passwords)
• Profile preferences and settings

1.3 Transaction Data

UgaPOS processes and stores:

• Sales transaction records
• Product and inventory information
• Customer purchase data (when provided)
• Payment method information
• Receipt and invoice data
• Tax and pricing information

1.4 Technical Information

We automatically collect:

• Device information (computer specifications, operating system)
• IP addresses and location data
• Software usage patterns and feature utilization
• Performance metrics and error logs
• Backup and synchronization data

1.5 Communication Data

When you contact us for support:

• Support tickets and correspondence
• Phone call records (when applicable)
• Chat messages and support interactions
• Feedback and survey responses

2. How We Use Your Information

2.1 Service Provision

• Provide and maintain UgaPOS software functionality
• Process sales transactions and manage inventory
• Generate reports and business analytics
• Synchronize data across multiple devices and locations
• Provide offline/online data synchronization

2.2 Customer Support

• Respond to support requests and technical issues
• Provide training and onboarding assistance
• Offer software updates and feature improvements
• Troubleshoot technical problems

2.3 Business Operations

• Process payments and billing for UgaPOS subscriptions
• Manage user accounts and access permissions
• Comply with legal and regulatory requirements
• Prevent fraud and unauthorized access

2.4 Service Improvement

• Analyze usage patterns to improve software features
• Develop new functionalities based on user needs
• Conduct research and analytics for product development
• Perform system maintenance and security updates

2.5 Communication

• Send important service updates and notifications
• Provide billing and account information
• Share relevant feature updates and improvements
• Conduct customer satisfaction surveys (with consent)

3. Data Sharing and Disclosure

3.1 We DO NOT Sell Your Data

256 Technologies Ltd does not sell, rent, or trade your personal or business information to third parties for marketing purposes.

3.2 Limited Sharing Situations

We may share information only in these specific circumstances:

Service Providers:

• Cloud hosting providers (with strict data protection agreements)
• Payment processors for subscription billing
• Technical support vendors (under confidentiality agreements)

Legal Requirements:

• When required by Uganda law or valid legal process
• To protect the rights, property, or safety of our users
• In response to lawful requests from government authorities

Business Transfers:

• In the event of a merger, acquisition, or sale of company assets
• All data protection commitments would transfer to the new entity

3.3 Your Business Data Remains Yours

• Your sales data, customer information, and business records remain your property
• You maintain full control over your business information
• We act only as a secure data processor, not data controller

4. Data Security and Protection

4.1 Security Measures

We implement comprehensive security measures including:

• End-to-end encryption for data transmission
• Encrypted data storage with secure access controls
• Regular security audits and vulnerability assessments
• Multi-factor authentication for administrative access
• Secure backup systems with redundant storage

4.2 Uganda Data Protection

• Data servers located in secure facilities
• Compliance with applicable Uganda data protection regulations
• Regular staff training on data privacy and security
• Incident response procedures for any security breaches

4.3 Access Controls

• Role-based access permissions for your business users
• Audit trails for all data access and modifications
• Secure user authentication and session management
• Regular password and access credential updates

5. Your Rights and Choices

5.1 Access and Control

You have the right to:

• Access all personal and business data we store
• Correct inaccurate or incomplete information
• Update your account and business details
• Download your data in standard formats
• Delete specific data records (subject to legal requirements)

5.2 Account Management

• Modify user permissions and access levels
• Add or remove employee accounts
• Change business information and preferences
• Cancel your UgaPOS subscription at any time

5.3 Data Portability

• Export your business data in CSV or Excel format
• Transfer data to other systems or software
• Receive complete data backups upon request
• Maintain data ownership even after service termination

5.4 Marketing Communications

• Opt out of promotional emails and newsletters
• Choose communication preferences and frequency
• Receive only essential service-related notifications
• Update contact preferences at any time

6. Data Retention and Deletion

6.1 Retention Periods

• Active Account Data: Stored for the duration of your subscription
• Support Communications: Kept for 3 years for service improvement
• System Logs: Maintained for 1 year for security and troubleshooting

6.2 Data Deletion

• Account cancellation: Data deleted within 90 days of cancellation
• Legal requirements: Some data retained as required by Uganda law
• User requests: Specific data deletion processed within 30 days

6.3 Business Closure

If 256 Technologies Ltd ceases operations:

• 90-day notice to all customers
• Option to export all business data
• Secure deletion of remaining data
• Transfer arrangements with alternative providers (if possible)

7. Cookies and Website Tracking

7.1 Website Cookies

Our website (ugapos.com) uses cookies for:

• Essential website functionality and navigation
• User session management and security
• Website performance analysis and improvement
• Remembering user preferences and settings

7.2 Analytics

• We use Google Analytics to understand website usage
• Data is anonymized and used only for service improvement
• You can opt out using browser settings or analytics opt-out tools

7.3 Third-Party Services

• Payment processing through secure, certified providers
• Customer support tools (with data protection agreements)
• Cloud infrastructure services with security certifications

8. Uganda-Specific Considerations

8.1 Local Compliance

• Adherence to Uganda’s data protection regulations
• Support for local business practices and legal requirements
• Data residency options within Uganda or East Africa

8.2 Local Support

• Uganda-based customer support team
• Local language support (English, Luganda as needed)
• Understanding of local business and cultural practices
• Compliance with local employment and business laws.

9. International Users

For businesses using UgaPOS outside Uganda:

• Data may be processed in Uganda or secure international facilities
• All security and privacy protections apply regardless of location
• Compliance with applicable local data protection laws
• Same data rights and protections for all users.

10. Children’s Privacy

UgaPOS is designed for business use and is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that a child has provided personal information, we will delete it immediately.

11. Changes to This Policy

11.1 Policy Updates

• We may update this privacy policy to reflect changes in our practices or legal requirements
• Significant changes will be communicated via email and website notification
• Continued use of UgaPOS after updates constitutes acceptance of new terms

11.2 Notification Process

• Email notification to all registered users
• Website banner notification for 30 days
• Updated policy posted on ugapos.com/privacy
• Summary of changes provided in plain language.

12. Contact Information

12.1 Data Protection Inquiries

For any questions about this privacy policy or your data rights:

256 Technologies Ltd
Email: info@256techug.com
Phone: +256 749032000
Address: Kampala, Uganda
Website: www.256techug.com

12.2 Response Times

• General inquiries: Within 48 hours
• Data access requests: Within 7 business days
• Data deletion requests: Within 30 days
• Security incident reports: Within 24 hours

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13. Legal Basis and Compliance

13.1 Legal Basis for Processing

We process your information based on:

• Contract performance: To provide UgaPOS services you’ve subscribed to
• Legitimate interests: To improve our services and prevent fraud
• Legal compliance: To meet Uganda legal and tax requirements
• Consent: For marketing communications and optional features

This privacy policy represents our commitment to protecting your data and maintaining transparency about our practices. We believe that clear, honest communication about data use builds trust and enables better business relationships.