Privacy Policy

1. Introduction

This Privacy Policy explains how Akoma POS ("we", "us", "our") collects, uses, shares, and protects personal data when you use the point-of-sale software and websites at akomapos.com and its subdomains (the "Service"). We operate from Ghana and aim to comply with the Data Protection Act, 2012 (Act 843).

It applies to the people who run shops on Akoma POS (merchants and their staff) and to visitors of our website. It also explains how we handle the customer records that merchants enter into the Service.

2. Information we collect

We collect:

• Account and business information — your name, email, phone number, business name, subdomain, and password (stored securely, never in plain text).
• Transaction and usage data — the sales, products, stock, receipts, payment records, and reports you create, and logs of how the Service is used.
• Customer records you enter — names, phone numbers, and purchase history you choose to store about your own customers.
• Device and technical data — IP address, browser/device type, and cookies used to keep you signed in and to keep the Service secure.

3. How we use your information

We use personal data to:

• provide, operate, secure, and improve the Service;
• create and manage your account;
• process your Akoma subscription payments through our billing provider;
• send service messages, receipts, and (where you opt in) SMS notifications;
• provide support, detect fraud and abuse, and meet legal obligations.

4. Legal basis

We process personal data where it is necessary to provide the Service you asked for, to comply with a legal obligation, for our legitimate interests in running and securing the Service, or with your consent (which you may withdraw at any time).

5. How we share information

We do not sell your personal data. We share it only as needed to run the Service, with:

• Our billing provider, Paystack, which processes your Akoma subscription payments under its own privacy terms;
• An SMS provider, to deliver the text messages you send or that the Service sends on your behalf;
• Hosting and infrastructure providers who store and serve the Service on our behalf;
• Authorities or advisers where required by law, to enforce our terms, or to protect our rights, users, or the public.

6. Payment information

When you pay for your Akoma subscription, the card or mobile-money details are handled directly by our billing provider (Paystack) using their own secure systems — we do not collect or store full card numbers. We keep only limited records such as a transaction reference, amount, and status. Payments you take from your own customers are collected and recorded by you; Akoma POS does not process them.

7. Data retention

We keep personal data for as long as your account is active and as needed to provide the Service, then for any further period required to meet legal, accounting, tax, or dispute-resolution obligations. When data is no longer needed we delete or anonymise it.

8. Security

We use technical and organisational measures to protect your data, including encryption in transit, encryption of sensitive credentials at rest, strict per-shop data isolation so one merchant cannot see another’s data, access controls, and audit logging. No system is perfectly secure, but we work to protect your information and to respond promptly to any incident.

9. International transfers

Our providers may store or process data on servers located outside Ghana. Where that happens, we take steps to ensure your data continues to be protected in line with applicable law.

10. Your rights

Subject to the Data Protection Act, 2012, you may ask to access, correct, update, or delete your personal data, object to or restrict certain processing, and withdraw consent. You can manage much of your information from your account settings, or contact us using the details below. We will respond within a reasonable time.

11. Merchants’ customers

When a merchant stores information about their own customers in Akoma POS, the merchant is the data controller for that information and Akoma POS acts as a processor on their behalf. If you are a shopper and want your details corrected or removed, please contact the shop you bought from; we will assist that shop where appropriate.

12. Cookies

We use cookies and similar technologies that are essential to sign you in, remember your preferences (such as light/dark theme), and keep the Service secure. You can control cookies through your browser, but disabling essential cookies may stop parts of the Service from working.

13. Children

The Service is intended for businesses and is not directed at children. We do not knowingly collect personal data from children. If you believe a child has provided us data, contact us and we will remove it.

14. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes we will update the "Last updated" date and, where appropriate, notify you.

15. Contact us

For any privacy question or request, contact our data protection contact at [email protected] or on WhatsApp at +233 50 274 2556. You may also contact the Data Protection Commission of Ghana if you have concerns about how your data is handled.