Privacy Policy

Your privacy matters to us

Last Updated: June 16, 2026

Important Notice

This application processes financial transactions, sensitive business data, and accesses your device contacts (with your permission). By using this POS system, you agree to the collection and use of information in accordance with this policy.

This Privacy Policy describes how SmartMunshi ("we", "us", or "our") collects, uses, and protects your information when you use our Point of Sale (POS) application, dashboard, and related services (collectively, the "Service").

1. Information We Collect

We collect several different types of information for various purposes to provide and improve our Service to you.

a. Business & Account Data

Registration Information: Business name, business address, tax identification number (EIN/VAT), contact person name, email address, and phone number.
User Credentials: Username and a securely encrypted password for access to the POS dashboard.
Role-Based Access: We maintain user roles (Admin, Manager, Cashier) to ensure proper authorization within the system.

b. Device Contacts Access

SmartMunshi requests permission to access your device's contacts. This permission is required only when you explicitly choose to import contacts into the application.

What we access:

Contact names (first name, last name)
Phone numbers
Email addresses (if available)
Company name (if available)

Why we access contacts:

To allow you to quickly add customers or suppliers to your business directory
To enable faster invoice creation and customer selection during sales
To synchronize customer/supplier information across your devices

Your control: Contacts access is entirely optional. You can deny this permission and still use SmartMunshi by manually adding customers and suppliers. You can revoke contacts access at any time through your device's Settings > Privacy > Contacts. We only access and store contacts you explicitly choose to import — we do not read or upload your entire contact list automatically.

c. Transactional & Sales Data

Inventory Items: Product names, SKU, pricing, and stock levels.
Sales Records: Transaction history, items sold, discounts applied, tax rates, subtotals, and final totals.
Payment Information: Payment method (cash, credit card, etc.) and the last four digits of card numbers (if stored for receipts). We do NOT store full credit card numbers or CVV codes. Payment processing is handled by third-party PCI-DSS compliant gateways.

d. Customer Data (Optional)

If you utilize the "Customer Management" feature, we may collect customer names, phone numbers, email addresses, and purchase history for loyalty programs and receipt delivery.
Customer data imported from your device contacts is stored locally on your device and synchronized securely with your business account.

e. Technical & Usage Data

System Logs: IP addresses, device type, operating system, and timestamps of requests for security and troubleshooting purposes.
Session Data: Temporary session identifiers to keep you logged in and maintain cart states during your session.
Performance Data: Information about system performance to help us optimize and improve the Service.

2. How We Use Your Information

We use the collected data for the following purposes:

To operate and maintain your POS system and business dashboard
To process transactions and generate accurate sales reports
To authenticate users and enforce proper access permissions
To send technical notices, updates, security alerts, and support messages
To import contacts you select for customer/supplier management

To improve the application through analysis of usage patterns
To comply with legal obligations (tax auditing, accounting retention)
To provide customer support and respond to inquiries
To detect and prevent fraud or security issues
To synchronize your business data across your devices

What We Do NOT Do With Your Contacts

We do NOT sell your contacts to any third party
We do NOT use your contacts for advertising or marketing purposes
We do NOT send messages or emails to your contacts on your behalf
We do NOT share your contacts with other SmartMunshi users
We do NOT upload your entire contact list automatically

3. Data Storage & Security

We implement a variety of security measures to maintain the safety of your personal information. Your data is stored in a secure database environment with industry-standard encryption protocols. All data transmission between your device and our servers is protected using SSL/TLS encryption. Imported contacts are stored both locally on your device (using encrypted local storage) and on our secure servers for synchronization purposes.

While we employ robust security practices including encryption, firewalls, and regular security audits, no method of transmission over the Internet or method of electronic storage is 100% secure. We continuously update our security measures to protect your data.

4. Device Permissions

SmartMunshi requests the following permissions on your device. All permissions are optional unless required for core functionality. You can grant or deny each permission individually:

Permission	Purpose	Required?
Contacts	To import contacts as customers or suppliers	Optional
Camera	To scan product barcodes and QR codes	Optional
Internet	To sync data with the cloud backend	Required
Notifications	To alert you about updates and important events	Optional

5. Cookies & Tracking

We use cookies (small files stored on your device) to maintain your session and enhance your experience. These are essential for the operation of the POS, as they allow you to remain logged in while processing sales. You can configure your browser to refuse cookies, but this may render the application unusable.

6. Third-Party Services

Our POS application may integrate with third-party services that have their own Privacy Policies. We are not responsible for their data handling:

Payment Processors

Cloud Hosting

Email Providers

Analytics Services

7. Data Retention

We retain transactional data indefinitely to comply with standard accounting and tax regulations. User account data and imported contacts are retained until the account is deleted or the contacts are manually removed by you. If you wish to delete your business data or imported contacts, please contact us or use the in-app delete options. Please note that tax laws may require us to retain sales records for a statutory period (usually 5-7 years) even after account termination.

8. Your Rights

Depending on your location, you may have the following rights regarding your data:

Right	Description
Right to Access	Request a copy of the data we hold about you or your business, including imported contacts
Right to Rectification	Correct inaccurate or incomplete data
Right to Erasure	Request deletion of data, including imported contacts (subject to legal retention requirements)
Right to Portability	Request a machine-readable export of your data
Right to Withdraw Consent	Revoke contacts permission at any time through your device settings
Right to Opt-Out	Opt-out of marketing communications at any time

9. Children's Privacy

SmartMunshi is a business application designed for adult professionals. We do not knowingly collect personal information from anyone under the age of 18. If you believe we have inadvertently collected data from a minor, please contact us immediately.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be reflected by updating the "Last Updated" date at the top of this policy. We encourage you to review this Privacy Policy periodically. Continued use of the Service after changes constitutes acceptance of the updated policy.