Who we are
PILOS Point of Sale ("PilosPOS", "we", "us") provides point-of-sale and
inventory software to businesses in Namibia and beyond, through
www.pilospos.com and the PilosPOS
mobile app.
We are the data controller for the account information you give us. For
the sales and customer records you create inside PilosPOS, you are
the controller and we are the processor — that data belongs to
your business, and we only hold and process it so the service works.
Contact: info@pilospos.com
· +264 81 696 7114
What we collect
Information you give us
- Account — your name, email address, phone number and password. Passwords are stored only as a salted hash; we never see or store the password itself.
- Business — trading name, address, contact details, tax/VAT number, logo, and banking details if you enter them for invoicing.
- Staff — names, email addresses, roles and PINs of the users you create. PINs are hashed, not stored in readable form.
- Trading records — products, prices, stock levels, sales, refunds, expenses and cash-up figures.
- Your customers — any customer names, phone numbers, email addresses, addresses and account balances that you choose to record.
- Images — product photos and your business logo.
Information collected automatically
- Device — a randomly generated device identifier, device model, operating system version and app version. This is how you can see and remotely sign out your devices.
- Push token — a Firebase Cloud Messaging token, if you enable notifications.
- Activity log — sign-ins, failed sign-in attempts, stock changes and refunds, with the IP address and browser or app used. This exists so a business owner can investigate discrepancies.
- Technical — IP address and error logs, kept to diagnose faults.
What we do NOT collect
- Location. The app does not request or use GPS or any location permission.
- Contacts. We never read your phone's address book.
- Card numbers. PilosPOS records that a sale was paid by card; it does not process card payments and never receives or stores card numbers, CVVs or PINs.
- Photos beyond what you pick. Camera and gallery access is used only for the barcode you scan or the image you deliberately choose.
Why we use it
- To provide the service — recording sales, tracking stock, producing receipts and reports.
- To authenticate you and keep your account secure, including rate-limiting sign-in attempts and detecting reused session tokens.
- To sync your data between your devices and our servers so the app keeps working offline.
- To send service messages — low stock alerts, subscription reminders, password resets.
- To provide support when you contact us.
- To bill you for your subscription.
We do not sell your data, and we do not use it for advertising.
We do not share your trading figures or your customer lists with anyone.
Who we share it with
We use a small number of service providers, each only for a specific purpose:
- Our hosting provider — stores the database and files that run the service.
- Google Firebase — delivers push notifications, if you enable them. Firebase receives a device token, not your business data.
- Adumo — processes subscription card payments. Your card details go directly to Adumo and are never held by us.
- Our email provider — sends receipts, invoices and password resets that you ask us to send.
We may also disclose information where the law requires it, or to protect
our rights, safety, or the security of the service.
How long we keep it
- Trading records stay for as long as your account is active. Namibian tax law generally requires businesses to keep records for five years — check what applies to you before deleting anything.
- Activity logs are kept for 12 months.
- Session tokens expire after 60 days, or immediately when you sign out.
- After account deletion we remove your data within 30 days, except where we must keep records to meet a legal obligation.
How we protect it
- All traffic between your app or browser and our servers is encrypted with HTTPS. The mobile app refuses to send anything over an unencrypted connection.
- Passwords and PINs are hashed with a per-installation secret and are not reversible.
- Sign-in tokens on your phone are held in the device's secure hardware store — the Android Keystore or the iOS Keychain — not in ordinary app storage.
- Your app data is excluded from Android and iOS cloud backups, so your sales history is not copied into a Google or Apple account.
- Access is role-based: a cashier cannot see reports, staff records or another cashier's devices.
- Repeated failed sign-ins are throttled, and a reused session token revokes every session on that account.
No system is perfectly secure. If we become aware of a breach affecting
your data, we will tell you without undue delay.
Your rights
You can, at any time:
- Access your data — most of it is visible in the app; email us for anything else.
- Correct anything inaccurate, directly in the app.
- Export your sales and product data as CSV or PDF.
- Delete your account and data — see Delete your account.
- Object to a particular use, or withdraw consent for notifications.
- Complain to us at info@pilospos.com, or to your data protection authority.
Children
PilosPOS is business software and is not intended for anyone under 18. We
do not knowingly collect information from children.
International transfers
Our servers and our service providers may be located outside Namibia.
Where data is transferred internationally, we take reasonable steps to
ensure it remains protected to the standard described here.
Changes
We will update this page when our practices change, and we will change the
date at the top. If a change materially affects how we use your data, we
will tell you in the app or by email before it takes effect.
Contact
PILOS Point of Sale
Email: info@pilospos.com
Phone: +264 81 696 7114
Web: www.pilospos.com
