NEXAIPOS Privacy Policy

Last updated: September 27, 2025

This Privacy Policy describes the policies and procedures of NEXAIPOS ("We," "Us," or "Our") on the collection, use, and disclosure of information when a merchant ("Client") uses the NEXAIPOS Point of Sale system (the "Service").

Note to Clients: NEXAIPOS primarily acts as a Data Processor for the transaction and customer data You input. You, the merchant, are the Data Controller for Your customer data. This policy addresses how NEXAIPOS handles the data for the purpose of providing the POS Service.

1. Interpretation and Definitions

Definitions

Client (You): The business or merchant entity (Data Controller) that has contracted with Us to use the NEXAIPOS Service.
Customer Data: Personal Data collected by the Client from their customers (e.g., email for receipts, loyalty program sign-up). NEXAIPOS processes this data on the Client's behalf.
Client Data: Personal Data related to the Client's personnel (e.g., manager, employee logins) collected by Us for account management.
Service: Refers to the NEXAIPOS Point of Sale software application and associated hardware and cloud services.

2. Data We Collect and Process

2.1. Client Data (Data Collected Directly by Us)

We collect data necessary to set up, manage, and bill Your NEXAIPOS account:

Contact Data: Account holder name, email address, phone number, and business address.
Employee Data: Names and unique login credentials for Your authorized employees/staff.
Financial Data: Billing information and payment details for subscription fees.
Usage Data: Information about how Your staff interacts with the NEXAIPOS dashboard and tools (e.g., feature usage, settings changes).

2.2. Customer Data (Data Processed on Your Behalf)

As a Data Processor, NEXAIPOS stores and processes data that You, the Client, enter into the system regarding Your customers. This may include:

Transaction Data: Items purchased, time/date of sale, total amount, discounts applied, and payment method used.
Customer Contact Details: Names, email addresses, and phone numbers collected by You for receipts, returns, or loyalty programs.
Loyalty/Membership Data: Customer ID and accumulated points/rewards status.

2.3. Operational Data (Automatically Collected)

We automatically collect data generated by the use of the Service to ensure performance, security, and stability:

Device Information: Hardware model, operating system version, and unique device identifiers for POS terminals.
Technical Data: IP addresses, error logs, and system crash reports.

3. How We Use and Process Data

3.1. Purpose for Client Data

We use Client Data for the following purposes:

To Provide and Maintain the Service (e.g., configuring terminals, managing inventory features).
To Manage Billing and Subscriptions (e.g., processing monthly service fees).
To Contact You regarding updates, security alerts, and customer support.
To Monitor and Improve the performance and stability of the NEXAIPOS platform.

3.2. Purpose for Customer Data

We process Customer Data strictly as instructed by the Client (the Data Controller). Our processing activities include:

Storing transaction history for reporting and analytics accessible to the Client.
Facilitating the sending of digital receipts via email or SMS as requested by the Client's staff during a transaction.
Storing data necessary for the operation of Client-defined loyalty and return policies.

NEXAIPOS will not use Customer Data for its own marketing or analytical purposes without explicit written agreement with the Client.

4. Data Security and Retention

Data Security

We implement industry-standard technical and organizational security measures to protect the integrity and confidentiality of all data processed within NEXAIPOS. This includes encryption for financial data in transit and robust access controls for stored data.

Data Retention

We retain Client Data for the duration of Your active subscription and for a reasonable period thereafter to comply with legal obligations (e.g., tax records) or to resolve disputes.

We retain Customer Data on Your behalf as long as You maintain an active NEXAIPOS account. Upon account termination, Customer Data is deleted or anonymized according to the terms of Your Service Agreement with Us, and in compliance with applicable data protection laws.

5. Disclosure of Data

We may share data only under the following circumstances:

With Service Providers: We use third-party hosting, payment processing, and cloud services (e.g., for analytics and storage) who are bound by confidentiality agreements to only process data according to Our instructions.
With Client Permission: When a Client explicitly integrates a third-party application (e.g., accounting software or a separate loyalty program) with NEXAIPOS, data relevant to that integration is shared with the Client's explicit authorization.
For Legal Compliance: When required by law or judicial order to disclose data.

6. Your Responsibilities as the Client (Data Controller)

As the Data Controller, You are responsible for:

Obtaining Consent: Ensuring You have the necessary legal basis (including customer consent, where required) before collecting and entering any Customer Data into the NEXAIPOS system.
Managing Access: Restricting access to the NEXAIPOS system only to authorized staff.
Addressing Customer Requests: Responding to Your customers' requests regarding their data rights (e.g., access, deletion, objection) and notifying Us if Our assistance is required to fulfill those requests.

7. Contact Us

If you have any questions about this Privacy Policy, please contact us:

By email: info@nexaibyte.com
By phone number: +2347078828380