Privacy Policy

This Privacy Policy explains how POSArtisan ("we", "us" or "our") handles personal information when you visit our website, request a demo, contact us, order software or ask for related support. It also explains the distinction between our own enquiry records and business data you manage in your POS system.

1. Information we collect

• Demo and enquiry information: your first and last name, email address, telephone number, store or business name, industry, city, language preference and information you choose to provide.
• Orders and support: correspondence, agreed requirements, quotations, invoices and relevant troubleshooting information, screenshots or logs you provide when requesting software, custom features, hardware or special setup.
• Website and security information: session identifiers, language and form state, and technical information such as IP address, browser details, request times and errors where recorded by our application or hosting systems.
• Administrative access: authorised administrators' account and security records, login activity and actions used to protect and manage the website.

Please provide only information needed for your request. Do not submit passwords, full card details, sensitive personal information or live customer records in demo enquiries. Use sample or redacted data for demonstrations and troubleshooting where possible.

2. How we use information

We use relevant information to respond to enquiries, arrange demos, discuss requirements, prepare and fulfil agreed orders, provide software and updates, carry out approved custom work or setup assistance, and handle support. We also use it to maintain accounts and business records, prevent abuse, troubleshoot problems and comply with applicable legal obligations.

Where a legal basis is required, processing is based on the steps you request before an agreement, performance of an agreement, applicable legal obligations, legitimate operational and security interests where permitted, or your consent where required. A demo request is not treated as consent to unrelated marketing. If we seek consent for an optional purpose, you may withdraw it by contacting us; withdrawal does not affect earlier lawful processing.

3. Cookies and website sessions

This website uses essential cookies and server-side sessions to remember language choices, retain demo form progress, protect forms against forgery, prevent duplicate submissions and manage authorised admin access. The custom chat keeps your draft while you interact with it; choosing to continue opens WhatsApp with your message.

The current website does not include advertising trackers or third-party analytics scripts. If optional tracking is introduced, we will update this notice and request consent where required before using it. Your browser can block or delete cookies, although forms, language preferences or login may then stop working correctly.

4. Business data in your POS system

You decide what customer, employee, supplier and transaction information your business enters into POSArtisan. You are responsible for collecting it lawfully, providing appropriate notices, setting access permissions and deciding how long it is needed.

Providing a software licence does not by itself mean that we receive every record in your POS system. Our access depends on your deployment and the services you authorise. If we host, migrate, back up or access business data on your behalf, the relevant agreement should specify our instructions, access, security, service providers, retention and return or deletion arrangements. We handle that data for the agreed service rather than for unrelated purposes.

If you are a customer or employee of a business using POSArtisan and have a request about that business's records, contact the business first. We can assist it where appropriate under its service arrangement. Our website Privacy Policy does not replace that business's own privacy notice.

5. Who may receive information

Information is available to authorised personnel who need it for the purposes above. Relevant information may also be handled by hosting, email, security or other service providers supporting the agreed service. We do not sell personal information.

If you request hardware, delivery or special setup, necessary contact, delivery or technical details may be shared with the supplier, delivery provider or technician involved in that request. We do not give those parties unrestricted access to your POS records. We may disclose information where legally required, to respond to a valid legal request or to protect rights and security within the limits of applicable law.

When you choose WhatsApp, a social link or another external service, your interaction is also governed by that provider's privacy terms. Information included in your WhatsApp message is sent through WhatsApp when you choose to send it.

6. Storage and international processing

Records may be held in our website database, email systems and the systems used for an agreed service. Service providers may process information outside Sri Lanka, depending on the hosting, communication or support service used. Where applicable law requires safeguards for such processing or transfers, those requirements apply to our arrangements. Contact us if you need details about the providers or processing relevant to your service.

7. Retention

We retain information only for as long as reasonably needed for the enquiry or service, ongoing support, necessary business records, dispute resolution or applicable legal obligations. The period depends on the type of record and the relationship; a demo enquiry does not create a promise of indefinite storage.

Session information is temporary. Operational records, emails and backups may follow different retention cycles. When information is no longer needed, it should be deleted or anonymised through the relevant process. A deletion request may be subject to legal retention requirements and normal backup expiry. Any retention or export arrangements for hosted POS data should be set out in your service agreement.

8. Security and remote support

We use measures intended to restrict access and protect the website, including authenticated administrative access, form validation and protections against abusive requests. No system or transmission method can be guaranteed completely secure. Protect your own credentials and devices and contact us promptly if you suspect unauthorised access.

Remote access or transfer of data for support should be authorised and limited to what is necessary for the agreed task. Where a personal data incident creates a notification obligation under applicable law, we will handle it in accordance with that obligation.

9. Your choices and privacy requests

You may contact us to ask about information we hold about you, request access or correction, request deletion, object to or request restriction of processing, or withdraw consent where it applies. Availability of a particular right depends on the applicable law and circumstances. We may need proportionate information to verify your identity and will explain any legal reason that prevents us from fulfilling a request.

We will assess requests without unnecessary delay and within any applicable statutory time limit. If you are concerned about our response, you may use any complaint or regulatory remedy available under applicable law, including contacting the relevant data protection authority where it has jurisdiction.

10. Children and changes to this policy

Our website and demo service are intended for business users and are not directed at children. If you believe a child has provided personal information inappropriately, please contact us so we can assess and address it.

We may revise this policy when our services or information practices change. The date shown on this page identifies the latest revision. Where a change requires notice or fresh consent under applicable law, we will take the appropriate steps before relying on it.

Contact us

For privacy questions or requests about your personal information, contact POSArtisan.

• Phone: 070 45 88 111