Privacy policy

RetailMan is a point of sale and online shop system made by iCode Consultancy ("we", "us"). This policy explains what personal information RetailMan handles, why, and the choices you have.

Who is responsible for what

Businesses use RetailMan to run their shops. The information a business puts into RetailMan, such as its customers, staff, sales and online orders, belongs to that business, and the business decides how it is used. We hold and process it on the business's behalf, only to provide the service. If you are a customer of a shop that uses RetailMan, contact that shop about your information.

For our own website and for the accounts of the businesses we serve, we are responsible.

What we handle

• Portal users: name, email address, phone number, role and sign-in activity of the people a business adds to the portal and tills.
• Shop records: products, stock, prices, sales, receipts, refunds, laybys and audit logs that a business records.
• Customers of a business: name, phone number, email, account balance and loyalty points, where the business records them.
• Online shop orders: the name, phone number, email and delivery address a shopper gives when placing an order.
• Technical information: IP addresses, browser and device details, and records of requests, kept to keep the service secure and working.

Payments

Online payments are made through Paynow. Card and mobile money details are entered on Paynow's pages and are not seen or stored by RetailMan. We receive only whether the payment succeeded and its reference.

How we use it

• To provide RetailMan: run tills, keep stock and sales, show reports and take online orders.
• To sign people in, check what they are allowed to do, and keep a record of changes.
• To keep the service secure, find faults and support the businesses we serve.
• To meet legal obligations, such as keeping tax records.

We do not sell personal information, and we do not use a business's records for advertising.

Sharing

We share information only with the business it belongs to, with providers who help us run the service (such as hosting and payment processing) under a duty of confidentiality, or where the law requires it.

Cookies and storage

The portal uses a cookie to keep you signed in. The online shop keeps your basket in your browser so it is there when you come back. We do not use advertising cookies.

Keeping it safe

Each business's records are kept separate from every other business's. Connections are encrypted, passwords are stored as one-way hashes, sensitive settings such as payment keys are encrypted, and staff access is limited by role. No system is perfectly secure, but we work to protect what we hold.

How long we keep it

We keep a business's records for as long as it uses RetailMan, and afterwards for as long as the law requires or until the business asks us to delete them. Technical logs are kept for a limited time.

Your choices

You can ask to see, correct or delete personal information about you. If the information was recorded by a shop, we will pass your request to that shop, as it decides what happens to it.

Changes

If we change this policy, we will update the date at the top of this page.

Contact

Questions about this page go to iCode Consultancy, at [email protected] or +263 77 386 8269.