Privacy Policy

Axion Biz Solutions, based in Nairobi, Kenya, provides point-of-sale, inventory, ordering and business management software to businesses ("Customers").

For data about our own website visitors, prospects and account holders, we are the data controller. For business data that a Customer stores in our software — for example their products, sales, their own customers and their staff — the Customer is the data controller and we act as their data processor, handling that data only on their instructions and to provide the Services. If you are a customer or employee of a business that uses Axion, please contact that business first about your data; we will help them respond.

Depending on how you use the Services, we collect the following:

• Account information: your name, email address, phone number, business name, role and password. Passwords are stored only in hashed form; we cannot read them.
• Google Sign-In information: if you choose "Sign in with Google", we receive your name, email address and a verification token from Google to confirm your identity. We do not receive your Google password or access your Google contacts, files or other Google data.
• Business data you enter: products, prices, stock levels, branches, suppliers, purchase orders, sales, receipts, orders and deliveries, payment records (such as M-Pesa or bank reference numbers entered by staff — we do not collect card or mobile-money PINs or credentials), expenses, reports, and staff records such as roles, permissions, attendance and commission earnings.
• Information about a business's own customers: names, phone numbers, email addresses, delivery addresses, order history, credit balances and notes that the business records in the software or that shoppers provide when ordering from a business's online store.
• Photos and files you choose to upload: product, staff and company images (including logos) that you select from your device or take with the camera, and documents such as CVs you send to us when applying for a job.
• Camera input: the mobile app uses your camera to scan product barcodes. The camera image is processed on your device only to read the barcode; we do not record, store or upload camera video or photos unless you take a photo yourself and choose to upload it.
• Device and connection data: IP address, browser or device type, operating system, app version, date and time of requests, and whether your device is online (so the app can work offline). The app stores sign-in tokens in your device's secure storage and keeps a local cache of your business data so it can work without a connection.
• Usage and security logs: sign-in times, the last time a business account was active, and an audit trail of important actions taken in an account (for example who created, edited or deleted a record), which helps businesses and us investigate errors, misuse and security incidents.
• Information you send us: messages, quote and demo requests, support requests, partnership and job applications, and newsletter subscriptions submitted through our website.

The Axion Biz Solutions mobile app only asks for the permissions it needs, and you can refuse or withdraw them in your device settings at any time:

• Camera — to scan product barcodes and, if you choose, take product, staff or company photos.
• Photos / media — only the images you pick, to upload as product, staff or company pictures.
• Bluetooth / nearby devices — to connect to receipt printers, cash drawers and other point-of-sale hardware you pair. No personal data is collected through Bluetooth.
• Internet and network state — to sync your data with our servers and to detect when you are offline.

The app does not access your location, contacts, call logs, SMS messages or microphone, and it does not contain advertising or third-party analytics software.

• To create and manage accounts, sign you in (including emailing one-time sign-in codes where two-step sign-in applies) and keep accounts secure.
• To provide the Services: recording sales, managing stock, processing orders, printing receipts, generating reports, calculating staff commissions and running a business's online store.
• To send service messages, such as email verification, password resets, sign-in codes, order and account notifications, and changes to these terms.
• To provide customer support, respond to enquiries, prepare quotes and evaluate job and partnership applications.
• To bill business accounts and our partners (resellers) for subscriptions.
• To monitor, maintain and improve the Services, fix errors, and prevent fraud, abuse and security incidents.
• To send marketing emails or newsletters only where you have opted in; you can unsubscribe at any time.
• To comply with legal, tax and accounting obligations and respond to lawful requests.

We rely on the performance of our contract with you or your business, our legitimate interests in running and securing the Services, your consent (for example for marketing or optional permissions), and our legal obligations as the lawful bases for this processing.

We do not sell or rent personal data. We share it only as follows:

• With the business you deal with: staff can see the data of the business account they belong to, according to the permissions their employer gives them; a business's online store shows its products and takes orders on its behalf.
• With our reseller partners: if your business subscribes through an authorised Axion partner, that partner can see and manage your business account (for example its subscription, users and support needs), but not other businesses' data.
• With service providers who help us run the Services, under confidentiality and data protection obligations — such as our hosting and server providers, our email delivery service, and Google (for Google Sign-In).
• Advertising and analytics on the web: our web dashboard and some online stores may show Google AdSense ads, and a business may add its own Google Analytics to its online store. These Google services may use cookies to show and measure ads and visits — see our Cookie Policy. None of this applies to the mobile app.
• For legal reasons: where required by law, court order or a competent authority, or to protect the rights, property or safety of our users, the public or Axion.
• In a business transfer: if Axion is involved in a merger, acquisition or sale of assets, personal data may be transferred subject to this Policy.

Data is stored on servers operated by our hosting provider. Where data is stored or processed outside Kenya, we take steps required by the Data Protection Act to make sure it remains protected to an equivalent standard.

We protect data with encrypted connections (HTTPS/TLS) between your device and our servers, hashed passwords, role-based permissions, separation of each business's data from every other business, emailed one-time codes for partner sign-in, audit logs and regular backups. No method of transmission or storage is completely secure, but we work to protect your data and will notify affected users and the Data Commissioner of a data breach where the law requires.

• Account and business data is kept for as long as the business account is active, so the business can keep its records.
• When an account is closed or deleted, we delete or anonymise its personal data within 90 days, except where we must keep certain records longer — for example invoices and transaction records required for tax and accounting purposes (generally up to 7 years under Kenyan law).
• Deleted items in the software first go to a recycle bin so they can be restored by mistake, and are then permanently removed.
• Sign-in codes expire after 10 minutes. Security logs are kept for as long as needed to protect the Services and investigate incidents.
• Enquiries, applications and newsletter records are kept for as long as needed to respond or maintain our relationship, unless you ask us to delete them sooner.

Under the Kenya Data Protection Act you have the right to:

• be informed of how your personal data is used;
• access the personal data we hold about you;
• have inaccurate or misleading data corrected;
• have your personal data deleted, subject to legal retention duties;
• object to or restrict processing, including direct marketing;
• receive your data in a portable format; and
• withdraw consent at any time, where processing is based on consent.

To exercise these rights, email axionbizsolution@gmail.com. We may need to verify your identity, and we will respond within the timeframes the law requires. If your data is held by a business that uses Axion, we will pass your request to that business or help them respond.

If you are not satisfied with our response, you may complain to the Office of the Data Protection Commissioner (ODPC), Kenya — www.odpc.go.ke.

You can ask us to delete your account and associated personal data at any time, from inside or outside the app. Email axionbizsolution@gmail.com from the address linked to your account with the subject "Delete my account", or follow the steps at axionbizsolution.com/delete-account. A business owner can also remove staff accounts from the Staff section of the dashboard.

We will confirm your request, delete or anonymise your account data within 90 days, and tell you about any records we must keep by law (such as tax records) and for how long.

The Services are intended for businesses and are not directed at children under 18. We do not knowingly collect personal data from children. If you believe a child has given us personal data, contact axionbizsolution@gmail.com and we will delete it.

Our website and web apps use cookies and similar technologies to keep you signed in, remember preferences and, where enabled, show and measure ads and visits. You can control cookies in your browser settings. See our Cookie Policy at axionbizsolution.com/legal/cookies for details. The mobile app does not use advertising cookies.

We may update this Privacy Policy from time to time. We will post the updated version on this page with a new "Last updated" date and, for significant changes, notify account holders by email or in the Services.

Axion Biz Solutions, Nairobi, Kenya. Email: axionbizsolution@gmail.com. Website: axionbizsolution.com.