Privacy Policy

1. Introduction

TotalPOS Solutions ("TotalPOS", "we", "us", or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our cloud-based point-of-sale software, mobile applications, website, and related services (collectively, the "Services").

By accessing or using our Services, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use of our Services immediately.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: Name, email address, phone number, business name, and billing address when you register for an account.
• Payment Information: Credit card or debit card details (processed securely by certified payment processors — we do not store raw card data).
• Business Data: Menu items, pricing, staff details, customer records, and transaction data you input into the system.
• Support Communications: Messages, emails, or calls you exchange with our support team.

2.2 Information Collected Automatically

• Usage Data: Features you use, pages you visit, actions you take, and time spent within our platform.
• Device Information: IP address, device type, operating system, browser type, and unique device identifiers.
• Log Data: Server logs including access times, error reports, and system performance metrics.
• Cookies: We use essential and analytics cookies to improve your experience. See Section 8 for details.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, operate, and maintain our Services
• To process transactions and send related information including receipts and invoices
• To send administrative communications, including updates, security alerts, and support messages
• To respond to comments, questions, and requests and provide customer service
• To analyse usage patterns and improve our Services, features, and user experience
• To send promotional communications (with your consent, where required by law)
• To comply with legal obligations under UAE law and applicable regulations
• To detect, prevent, and address fraud, security breaches, and technical issues

4. Data Storage and Security

Your data is stored on secure cloud servers located in the UAE and/or within the GCC region. We implement industry-standard security measures including:

• TLS/SSL encryption for all data in transit
• AES-256 encryption for data at rest
• Role-based access controls and multi-factor authentication for system access
• Regular penetration testing and security audits
• Automated daily backups with 30-day retention
• SOC 2-aligned operational controls

While we take all reasonable steps to protect your data, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but we are committed to maintaining appropriate safeguards.

5. Sharing of Information

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• Service Providers: Trusted third-party vendors who assist us in operating our Services (e.g., cloud hosting, payment processing, customer support tools), subject to strict confidentiality agreements.
• Legal Requirements: When required by UAE law, court order, or government authority.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with appropriate notice to you.
• With Your Consent: For any other purpose with your explicit consent.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with our Services. Upon account termination, we will delete or anonymise your data within 90 days, unless we are required to retain it for legal or regulatory reasons.

Transaction and financial records may be retained for up to 7 years to comply with UAE Federal Tax Authority requirements.

7. Your Rights

Depending on your location and applicable law, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to certain legal exceptions.
• Portability: Request your data in a commonly used, machine-readable format.
• Objection: Object to certain types of data processing.
• Withdraw Consent: Withdraw consent for marketing communications at any time.

To exercise any of these rights, please contact us at privacy@totalposx.com. We will respond within 30 days.

8. Cookies Policy

We use the following types of cookies:

• Essential Cookies: Required for the platform to function. Cannot be disabled.
• Analytics Cookies: Help us understand how users interact with our platform (e.g., Google Analytics). You may opt out at any time.
• Preference Cookies: Remember your settings and preferences for a better experience.

You can manage your cookie preferences through your browser settings. Note that disabling certain cookies may affect the functionality of our Services.

9. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us immediately at info@totalposx.com.

10. International Transfers

Your data is primarily stored and processed within the UAE and GCC region. If any data transfer occurs outside this region, we ensure appropriate safeguards are in place in accordance with applicable data protection laws.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website and, where appropriate, by email. Your continued use of our Services after any changes constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us:

• Email: info@totalposx.com
• Phone: +971 52 803 7047 / +971 55 452 5060
• Address: TotalPOS Solutions, Abu Dhabi Chambers Tower, Al Dana, Airport Street, Abu Dhabi, UAE — PO Box 20008