Who this covers
This policy explains what KeynetikPOS (the point-of-sale software) and the Keynetik Systems licensing service do with data. "We" means Keynetik Systems. "You" means the business that installed KeynetikPOS. It does not cover our other products, which have their own policies.
Your shop's data stays on your till
KeynetikPOS stores your products, sales, customers, employees, payroll and ledger in a database on your own computer. We do not receive or read that data. Each sale and refund is also journaled to that ledger automatically, whichever licence tier you have. As the business using the software, you are responsible for the personal data of your own customers and staff.
What our licensing service receives
When you activate a licence key, the software contacts our licence server (hosted on Cloudflare) and sends:
- your licence key;
- a device identifier generated by the computer and the computer's name, so we can enforce the number of tills a key allows;
- the software version, when checking for updates.
We keep your licence key, its tier and add-ons, the devices activated against it, and the email address you gave when buying. We use this only to provide and support your licence. Our hosting provider also sees ordinary connection information such as IP addresses in its logs.
Trial and free licences
While you are on the 30-day trial, an online till asks the licence server for a trial key. It sends the device identifier and the computer's name, and we keep the trial key against that device so that reinstalling does not restart the 30 days. We also keep a short, one-way fingerprint of the network address the request came from, only to stop one address creating large numbers of keys.
When the trial ends you can choose a free POS Core licence. For that we ask for your email address and keep it with the licence. We use it to contact you about your licence and important updates. We send product news only if you tick yes when asked, and you can say no without affecting your licence. We do not sell your email address.
Cloud Backup (optional add-on)
If you turn on Cloud Backup, a copy of your database is uploaded to private cloud storage (Cloudflare R2) linked to your licence key. A backup contains everything in your database, including customer and staff records, so only enable it if you are comfortable with that. We keep the 10 most recent backups per device and delete older ones. We do not open backups except at your request, for example to help you restore data. Cloud Backup is off by default.
Multi-Terminal sync
Multi-Terminal sync runs over your own local network between your tills, protected by a pairing PIN. It does not route your sales through our servers.
Payments and messaging you configure
- M-Pesa: when you take an M-Pesa payment, the customer's phone number and the amount are sent to Safaricom through its Daraja service, under your own Safaricom credentials.
- SMS, WhatsApp and email reports: if you set these up, messages go through the provider you choose (for example an SMTP server, WhatsApp, or Africa's Talking). Your provider credentials are stored on your computer only.
- M-Pesa prompts from the till (POS Pro and up): if you set these up, you give us your own Safaricom Daraja details or your own Paystack secret key. We store them encrypted, use them only to send payment prompts and check their result on your behalf, never show them again, and delete them when you remove them in the app. The money goes to your own account, not ours. The customer's phone number and the amount are sent to Safaricom or Paystack to take the payment.
- Buying a licence or subscription: payments are processed by Stripe or by M-Pesa. We never see your card number. We receive your email address, the payment reference and the amount, and we use an email delivery service to send you your licence key and receipts.
Our website
This website does not use advertising or analytics trackers and does not set cookies. If you contact us by email, we use what you send only to reply and to support you.
Sharing
We do not sell personal data. We share it only with the service providers named above who help us run licensing, payments and email, and where the law requires it.
Your rights and retention
Under Kenya's Data Protection Act, 2019, you can ask what personal data we hold about you, ask us to correct it, or ask us to delete it. We keep licence and payment records for as long as your licence is active and as long as we need to for support, accounting and legal obligations. To make a request, email [email protected].
Changes
If we change this policy we will update the date at the top of this page.