Privacy Policy

1. Information We Collect

We collect the following types of information:

Account Information

• Name, email address, phone number
• Business name and address
• Payment information (processed securely via Stripe)
• Login credentials (encrypted)

Business Data

• Customer information (names, contact details, preferences)
• Order and transaction records
• Inventory and stock data
• Pricing and service information
• Delivery tracking information

Technical Data

• IP address and device information
• Browser type and version
• Operating system
• Usage patterns and analytics data

2. How We Use Your Information

We use your information to:

• Provide and maintain HMPos services
• Process payments and manage subscriptions
• Send important service notifications and updates
• Provide customer support
• Improve our services and develop new features
• Analyze usage patterns to enhance user experience
• Comply with legal obligations
• Prevent fraud and protect account security

3. Data Storage and Security

We implement robust security measures to protect your data:

• All data is stored in UK-based data centres
• Data is encrypted at rest using AES-256 encryption
• Data in transit is protected using TLS 1.3
• Regular security audits and penetration testing
• Access controls and authentication mechanisms
• Regular backups with disaster recovery plans
• Compliance with ISO 27001 security standards

4. Data Sharing and Third Parties

We may share your data with:

Service Providers

• Payment processors (Stripe) for transaction processing
• Cloud hosting providers (AWS/Azure) for data storage
• Email service providers for communications
• Analytics providers (with anonymised data)

All third parties are contractually bound to protect your data and only use it for specified purposes.

Legal Requirements

We may disclose your information if required by law or to protect our rights, property, or safety.

5. Your Data Rights (GDPR)

Under GDPR, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data (right to be forgotten)
• Portability: Receive your data in a structured format
• Restriction: Limit how we process your data
• Object: Object to processing of your data
• Withdraw Consent: Withdraw consent at any time

To exercise these rights, contact us at info@hmwebs.co.uk

6. Data Retention

We retain your data for the following periods:

• Account data: For the duration of your account plus 7 years (legal requirement)
• Transaction records: 7 years (tax and accounting requirements)
• Customer data: For the duration of your account plus 7 years
• Analytics data: 2 years (anonymised after 12 months)
• Marketing communications: Until you unsubscribe

Upon account closure, business data is retained for 7 years to comply with UK tax laws, after which it is securely deleted.

7. Cookies and Tracking

We use cookies to:

• Authenticate your session
• Remember your preferences
• Analyze website usage
• Improve user experience

You can manage cookie preferences through your browser settings. Disabling cookies may affect some functionality.

8. International Data Transfers

Your data is stored and processed within the United Kingdom. We do not transfer your data outside the UK/EEA without appropriate safeguards in place.

9. Children's Privacy

HMPos is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified via email or in-app notification. The "Last updated" date at the top of this policy indicates when it was last revised.

11. Contact Information

For GDPR-related enquiries, please include "GDPR Request" in your email subject line.