Privacy Policy

Effective date: 3 October 2026
Last updated: 3 October 2026

1. Who we are

Huphi POS is provided by Huphi (Pty) Ltd, registration number 2026/030256/07. Our address is 2074 Arnoldistad Road, Waterkloof Residential Estate, Rustenburg, North West, 0299, South Africa.

Privacy enquiries and requests can be sent to admin@huphi.com or made through the HUPHI contact and support channels.

2. Scope of this policy

This policy applies to Huphi POS and related services made available to customers and users worldwide. It covers information processed through the Huphi POS Android application, Huphi POS web services, authentication services, customer support and associated cloud infrastructure.

A business using Huphi POS may also collect and control personal information about its own customers, employees, suppliers and other contacts. In those circumstances, that business may be the party primarily responsible for deciding why and how that information is used, while Huphi may process the information to provide the service.

3. Information we may collect

The information we collect depends on how Huphi POS is configured and used. It may include:

• Account information: name, email address, login identifiers, authentication information and account role.
• Business information: business name, registration details, contact details, address, stores, terminals and business settings.
• Customer and supplier information: names, contact details, addresses, account references and other information entered by the business using Huphi POS.
• Transaction information: quotations, invoices, receipts, sales, returns, payment-method information, credit-account activity, stock movements and transaction references.
• Product and inventory information: product names, SKUs, barcodes, prices, stock quantities, categories and related inventory records.
• Expense and supporting information: expense records and documents, photographs or files that a user chooses to upload.
• Device and technical information: device type, operating-system information, app version, IP address, diagnostic information, security events, timestamps and identifiers used to operate, secure and troubleshoot the service.
• Support information: information submitted when a user contacts Huphi for assistance, including messages, screenshots, logs or files supplied by the user.

4. Android permissions and device features

Huphi POS may request access to device features only when needed for a feature you choose to use. Depending on the installed version and enabled features, this may include:

• Camera: for barcode scanning and, where offered, capturing supporting documents or images selected by the user.
• Files or document storage: to let a user download, save, open or share generated quotations, invoices and receipts, or upload supporting documents where that feature is used.
• Internet/network access: to authenticate users, synchronise business information and communicate securely with Huphi POS cloud services.

Huphi POS does not use a device permission for an unrelated purpose. Where Android provides a permission control, you can manage that permission in your device settings, although disabling a permission may prevent the related feature from working.

5. How we use information

We may use information to:

• create, authenticate and administer user accounts;
• provide point-of-sale, stock, document and reporting functions;
• process and display business transactions and records;
• generate quotations, invoices, receipts and reports;
• support credit-account and payment-recording functions;
• provide customer support and respond to enquiries;
• detect, investigate and prevent fraud, misuse and security incidents;
• maintain, troubleshoot and improve Huphi POS;
• comply with legal, tax, accounting and regulatory obligations; and
• protect the rights, safety and integrity of Huphi, our customers and users.

6. Legal bases and lawful processing

Where applicable law requires a legal basis for processing, Huphi may process personal information because it is necessary to perform a contract, comply with a legal obligation, pursue a legitimate business interest, protect vital interests, or because valid consent has been given. The applicable basis depends on the purpose, the information and the law that applies in the relevant jurisdiction.

7. Business customers and merchant-controlled data

Businesses using Huphi POS may enter information about their customers, employees, suppliers and transactions. Those businesses are responsible for ensuring they have an appropriate basis to collect and use that information and for providing any notices required by law.

Huphi processes such information as necessary to host, secure, support and provide Huphi POS, subject to applicable agreements and law.

8. Payments

Huphi POS may record payment methods, payment status, amounts and transaction references. Where a third-party payment processor or financial service is integrated, payment credentials may be processed directly by that provider under its own terms and privacy policy. Huphi POS may receive transaction metadata or confirmation information needed to record the transaction.

9. When we share information

We do not sell personal information. We may disclose or make information available only where reasonably necessary, including to:

• cloud hosting, database, authentication, communications, security, analytics and support providers that help us operate Huphi POS;
• payment or financial-service providers where a customer enables such an integration;
• professional advisers, auditors or insurers where reasonably required;
• regulators, law-enforcement bodies, courts or other authorities where disclosure is required or permitted by law; and
• a buyer, successor or relevant participant in a genuine corporate transaction, subject to appropriate confidentiality and legal controls.

Service providers are expected to process information only for the services they provide and to apply appropriate confidentiality and security measures.

10. International data transfers

Huphi POS may use service providers or infrastructure located in countries other than the country where a user or customer is located. Where personal information is transferred internationally, we take reasonable steps intended to ensure that the transfer is permitted and that appropriate safeguards are used where required by applicable law.

11. Data retention

We retain personal information for as long as reasonably necessary to provide the service, maintain business and transaction records, resolve disputes, enforce agreements, prevent fraud, meet security requirements and comply with legal, tax, accounting or regulatory obligations.

Retention periods may differ depending on the type of record, the customer's configuration and applicable law. Information may also remain in backups for a limited period before being overwritten or securely deleted.

12. Security

We use reasonable administrative, technical and organisational measures designed to protect information against unauthorised access, disclosure, alteration, loss or misuse. These measures may include authenticated access, role-based controls, encrypted communications, logging, monitoring and restricted administrative access.

No electronic service can guarantee absolute security. Users are also responsible for protecting their credentials and devices and for notifying Huphi promptly if they suspect unauthorised access.

13. Your privacy rights

Depending on where you live and the law that applies, you may have the right to request access to personal information, correction of inaccurate information, deletion, restriction or objection to certain processing, data portability, withdrawal of consent, or information about how your personal information is used.

Some rights are subject to legal exceptions. For example, Huphi or a business using Huphi POS may need to retain certain transaction, accounting, tax, security or legal records even after a deletion request.

To exercise a privacy right concerning your Huphi account, contact admin@huphi.com. If your request concerns information held by a business that uses Huphi POS, you may need to contact that business directly because it may control that information.

14. Huphi POS account and data deletion

A Huphi POS user may request deletion of their Huphi POS account by emailing admin@huphi.com from the email address linked to the account and stating that they are requesting Huphi POS account deletion.

We may need to verify the request before acting on it. When an account is deleted, information that is no longer required will be deleted or de-identified within a reasonable period. Information that must be kept for legal, accounting, fraud-prevention, security, dispute-resolution or contractual purposes may be retained for the applicable retention period.

Where the account belongs to a user of a business customer, deletion of the user account may not automatically delete the business's lawful transaction records or records concerning other people.

15. Cookies and similar technologies

Huphi websites may use cookies or similar technologies for essential functionality, security, preferences and, where enabled, analytics. More information about website cookies is available in the HUPHI Cookie Policy.

16. Children

Huphi POS is a business product and is not directed to children. We do not knowingly invite children to create Huphi POS business accounts. If you believe a child has provided personal information to Huphi directly without appropriate authorisation, please contact us so that we can investigate and take appropriate action.

17. Regional privacy laws

Huphi seeks to handle personal information in accordance with privacy and data-protection laws that apply to the relevant processing. Depending on the user, customer and location, these may include South Africa's Protection of Personal Information Act (POPIA), the European Union's General Data Protection Regulation (GDPR), the United Kingdom's data protection framework, and other national, state or regional privacy laws.

Where a local law provides additional or different rights, requirements or remedies, that law will apply to the extent required.

18. Complaints

If you have a privacy concern, please contact us first at admin@huphi.com so that we can investigate. Depending on your location, you may also have the right to lodge a complaint with the privacy or data-protection authority that has jurisdiction over you.

19. Changes to this policy

We may update this Privacy Policy when Huphi POS, our business practices or applicable legal requirements change. The current version will be published at huphi.com/pos/privacy and the effective or last-updated date will be revised when appropriate.

20. Contact us

Huphi (Pty) Ltd
Registration number: 2026/030256/07
2074 Arnoldistad Road
Waterkloof Residential Estate
Rustenburg, North West, 0299
South Africa
Email: admin@huphi.com
Telephone: 071 685 5694
Website: www.huphi.com