{"success":true,"data":{"id":"privacy-policy","slug":"privacy-policy","document_type":"PRIVACY_POLICY","title":"SmartBooks POS Privacy Policy","summary":"This Privacy Policy describes how SmartBooks POS Apps, Cloud Backoffice, Mobile POS, Desktop POS, and local edge services collect, process, synchronize, and safeguard business, financial, fiscal, and operational data.","content":"<section id=\"introduction\">\n    <h2>1. Introduction & Ecosystem Overview<\/h2>\n    <p>Welcome to <strong>SmartBooks POS<\/strong> (\"SmartBooks\", \"we\", \"us\", or \"our\"). We provide an enterprise multi-tenant point of sale, inventory intelligence, accounting, logistics, and retail management operating system designed for retailers, wholesalers, supermarkets, bars, restaurants, hotels, and courier enterprises.<\/p>\n    <p>This Privacy Policy explains how our cloud platform, desktop software, mobile applications, edge synchronization daemons, and peripheral listeners handle and protect data across all interconnected subsystems:<\/p>\n    <ul>\n        <li><strong>SmartBooks Cloud Backend & M-Web Portal:<\/strong> Multi-tenant SaaS infrastructure, central backoffice, and dynamic database instances.<\/li>\n        <li><strong>Desktop Point of Sale (MPOS-DESKTOP-APP):<\/strong> Windows WPF (.NET) desktop POS with local edge database caching and dual Supermarket \/ Bar operational modes.<\/li>\n        <li><strong>Mobile POS (smartbooks_pos):<\/strong> Flutter Android\/iOS cross-platform application for mobile sales, barcode scanning, and inventory stock-takes.<\/li>\n        <li><strong>Offline Edge Local Sync Server (smartbooks_offline_sync_local_server):<\/strong> Store-level PHP CLI edge daemon enabling continuous offline trading and batch cloud uploading.<\/li>\n        <li><strong>Electronic Fiscal Device (EFD) & VFD Receipts Logs Monitor:<\/strong> Edge Windows background service ingesting and verifying statutory fiscal device receipt logs.<\/li>\n        <li><strong>Mercury Telephony & Cellular Forwarders:<\/strong> Edge forwarders for mobile money transaction SMS parsing and voice call log recording.<\/li>\n        <li><strong>Field Operations & Site Visits:<\/strong> Geolocation verification and WebRTC camera capture for field inspections and client visits.<\/li>\n        <li><strong>Industrial Scale Integration (LoadLogic):<\/strong> Encrypted serial scale and weighbridge ticket capture.<\/li>\n        <li><strong>Mercury Global Logistics:<\/strong> Consignment tracking, barcode scanning, and electronic Proof of Delivery (e-POD).<\/li>\n    <\/ul>\n<\/section>\n\n<section id=\"information-collected\">\n    <h2>2. Categories of Information Collected & Processed<\/h2>\n    <p>SmartBooks operates primarily as a business-to-business (B2B) platform. In delivering our services, we process the following categories of information:<\/p>\n\n    <h3>2.1 Business & Commercial Records<\/h3>\n    <p>When an enterprise or merchant registers an entity, we process organization details including business name, Tax Identification Number (TIN), Value Added Tax Registration Number (VRN), physical branches, warehouses, currencies, product catalogs, price tiers, and inventory stock masters.<\/p>\n\n    <h3>2.2 Point of Sale & Financial Ledgers<\/h3>\n    <p>During sales transactions, we record invoice numbers, line items, quantities, discounts, tender types (cash, credit, bank transfer, mobile money), cashier shift identifiers, accounts receivable ledgers (customer_trans), accounts payable ledgers (supplier_trans), and stock movement ledgers (stock_moves).<\/p>\n\n    <h3>2.3 Electronic Fiscal Device (EFD\/VFD) Regulatory Logs<\/h3>\n    <p>To assist merchants with statutory tax compliance (such as regulations enforced by the Tanzania Revenue Authority and regional revenue bodies), our edge log monitor reads output text logs generated by approved EFD\/VFD fiscal printers. These logs include fiscal receipt numbers, verification codes, Z-report totals, and client TINs. These records are preserved without alteration to satisfy tax audit requirements.<\/p>\n\n    <h3>2.4 Cellular & Telephony Forwarding (Mercury SMS & Call Logs)<\/h3>\n    <p>Where an enterprise enables cellular forwarder modules on company-managed Android devices:<\/p>\n    <ul>\n        <li><strong>Financial SMS Forwarding:<\/strong> Incoming SMS messages from recognized mobile network operators and banking rails (e.g., M-Pesa, Airtel Money, Tigo Pesa, CRDB, NMB) are forwarded to the merchant's private tenant database solely to parse transaction reference numbers, amounts, and sender identities for automated payment reconciliation. Personal non-financial messages are discarded.<\/li>\n        <li><strong>Customer Service Call Audio & Logs:<\/strong> Outgoing and incoming calls on company devices record call metadata (phone number, timestamp, talk time duration) and audio recordings (.m4a files), securely uploaded to Wasabi S3 encrypted cloud storage. Call records under 10 seconds of talk time are flagged to combat fraudulent attendance claims. Merchants represent that employees and callers have received requisite legal notice of recording.<\/li>\n    <\/ul>\n\n    <h3>2.5 Field Operations, Geolocation & Live Camera Capture<\/h3>\n    <p>The Site Visits module captures real-time GPS coordinates (latitude, longitude, and accuracy radius) alongside WebRTC live camera photographs when field representatives check in at client locations. Camera captures require immediate in-app snapping to prevent uploading pre-existing gallery photos.<\/p>\n\n    <h3>2.6 Logistics, Consignments & Electronic Proof of Delivery (e-POD)<\/h3>\n    <p>The Mercury Logistics subsystem records consignment tracking numbers, dimensional weights, recipient contact details, transit scan checkpoints, OTP codes, and digital touchscreen signatures captured upon final parcel handover.<\/p>\n<\/section>\n\n<section id=\"tenant-isolation\">\n    <h2>3. Multi-Tenant Database Architecture & Data Isolation<\/h2>\n    <p>SmartBooks enforces strict, dynamic architectural data isolation:<\/p>\n    <ul>\n        <li><strong>Isolated Dynamic Databases:<\/strong> Each business enterprise or tenant operates on dedicated or dynamically isolated database schemas. Tenant queries are strictly scoped by <code>entity_id<\/code> and authenticated database aliases (<code>x-wing-id<\/code>).<\/li>\n        <li><strong>Central Registrar Separation:<\/strong> User credentials and global billing packages are maintained on an isolated Registrar database, separated from operational inventory and transactional accounting ledgers.<\/li>\n        <li><strong>Encrypted Cloud Storage:<\/strong> High-volume binary assets (call recordings, delivery signatures, receipt PDF templates, and site visit photos) are stored in private, AES-256 encrypted Wasabi S3 object storage with pre-signed, temporary expiring URLs.<\/li>\n    <\/ul>\n<\/section>\n\n<section id=\"offline-sync\">\n    <h2>4. Offline Caching & Edge Synchronization Integrity<\/h2>\n    <p>To withstand intermittent internet connectivity, SmartBooks POS applications store transactional records locally on edge hardware (WPF Desktop POS, Flutter SQLite, and Local Edge Sync Server):<\/p>\n    <ul>\n        <li>Invoices completed offline receive unique client UUIDs to prevent duplicate entries upon reconnection.<\/li>\n        <li>Local sync daemons poll unsynced sales and stream batches over TLS 1.3 encrypted HTTPS connections to central cloud controllers.<\/li>\n        <li>The local edge server operates strictly without executing database migrations on on-premise hardware, preventing remote schema corruption.<\/li>\n        <li>Merchants maintain sole responsibility for the physical and environmental security of on-premise edge computers, cash drawers, and thermal printers.<\/li>\n    <\/ul>\n<\/section>\n\n<section id=\"push-notifications\">\n    <h2>5. Push Notifications & Alert Dispatch<\/h2>\n    <p>We utilize OneSignal and server-sent events to dispatch mission-critical business alerts, shift close reminders, overdue invoice alerts, low stock warnings, and lead follow-up prompts. Users may configure notification preferences or revoke device push permissions through device system settings or Backoffice user profile settings.<\/p>\n<\/section>\n\n<section id=\"data-sharing\">\n    <h2>6. Information Sharing & Third-Party Disclosure<\/h2>\n    <p><strong>We do not sell, rent, or trade your business or personal data.<\/strong> Information is shared strictly under the following operational boundaries:<\/p>\n    <ul>\n        <li><strong>Integrated Payment Gateways:<\/strong> When you initiate electronic payment collections via authorized aggregators (e.g., DPO Group, Beem Africa, mobile money operators), transaction details are transmitted to execute the payment instruction.<\/li>\n        <li><strong>Statutory Authorities:<\/strong> Where mandated by enforceable court order, valid legal process, or applicable tax statutes, records may be produced to statutory tax and regulatory bodies.<\/li>\n        <li><strong>Infrastructure Providers:<\/strong> We engage trusted cloud infrastructure vendors (cloud hosting, Wasabi S3 storage, OneSignal notification transport) bound by strict confidentiality and data protection agreements.<\/li>\n    <\/ul>\n<\/section>\n\n<section id=\"retention-security\">\n    <h2>7. Data Retention & Security Measures<\/h2>\n    <p>We implement robust physical, technical, and administrative security measures:<\/p>\n    <ul>\n        <li><strong>Retention:<\/strong> Fiscal, accounting, and sales records are maintained for statutory periods (minimum 5 to 7 years in compliance with East African accounting and tax laws), unless earlier deletion is requested and legally permissible.<\/li>\n        <li><strong>Recycle Bin & Safe Recovery:<\/strong> Operational tasks, notes, and leads utilize a 30-day soft-delete retention period before permanent cryptographic purging.<\/li>\n        <li><strong>Encryption:<\/strong> All external API endpoints mandate HTTPS with TLS 1.2\/1.3. Cryptographic tokens and sensitive configurations are hashed or encrypted using industry-standard AES protocols.<\/li>\n    <\/ul>\n<\/section>\n\n<section id=\"user-rights\">\n    <h2>8. Your Rights & Administrative Controls<\/h2>\n    <p>Enterprise administrators hold granular control over user roles, branch visibility, and permissions via our Role-Based Access Control (RBAC) engine. Authorized enterprise representatives may request copies of their data in standard formats (CSV, PDF, JSON), request correction of inaccurate business records, or initiate account deactivation upon termination of services.<\/p>\n<\/section>\n\n<section id=\"updates-contact\">\n    <h2>9. Amendments & Contact Information<\/h2>\n    <p>We may update this Privacy Policy periodically to reflect legal, regulatory, or technical advancements. Material modifications will be announced via the Backoffice notification banner and the updated revision timestamp above.<\/p>\n    <p>For data protection inquiries, privacy audits, or compliance requests, please reach our Data Protection Officer:<\/p>\n    <div class=\"legal-contact-box\">\n        <p><strong>SmartBooks POS Technologies Ltd. \u2014 Privacy & Compliance Office<\/strong><\/p>\n        <p>Email: <a href=\"mailto:privacy@smartbooks.co.tz\">privacy@smartbooks.co.tz<\/a><\/p>\n        <p>Support Hotline: +255 743 000 000<\/p>\n        <p>Headquarters: SmartBooks Technology Park, Mlimani Commercial Precinct, Dar es Salaam, Tanzania<\/p>\n    <\/div>\n<\/section>","version":"2.4","effective_date":"2025-12-31T21:00:00.000000Z","last_reviewed_at":"2026-10-24T12:24:52.000000Z","company_name":"SmartBooks POS Technologies Ltd.","contact_email":"privacy@smartbooks.co.tz","contact_phone":"+255 743 000 000","contact_address":"SmartBooks Technology Park, Mlimani Commercial Precinct, Dar es Salaam, Tanzania","is_published":1,"updated_by":"SYSTEM_INIT","created_at":"2026-10-24T12:24:52.000000Z","updated_at":"2026-10-24T12:24:52.000000Z"}}