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Legal · Privacy & Data Protection

Privacy Policy

Learn how VPOS collects, uses, protects, and retains personal data when you interact with our website, request information, or use our services.

Contact page
Effective Date
1 February 2026
Applies to
Kenya Data Protection Act, 2019
VPOS

Kenya POS Systems

VPOS Point of Sale

Sales

Faster checkout

Stock

Clear control

Reports

Better decisions

Privacy at a glance

Your information is handled carefully and transparently

This summary highlights how Kenya POS Systems handles personal data across the website and VPOS services.

01

We collect data needed to respond, onboard, support, and operate VPOS services.

02

We do not sell personal data.

03

We use safeguards such as access controls, secure hosting, and monitoring.

Enterprise privacy standard

Your data is handled with care, transparency, and operational discipline

Kenya POS Systems (“we”, “our”, “us”) operates kenyapossystems.co.ke and provides VPOS Point of Sale software and related services. We are committed to protecting personal data in accordance with the Kenya Data Protection Act, 2019.

Location: Nairobi, Kenya.

1. Information We Collect

We collect personal data that you provide through our website and services, including:

  • Full name
  • Email address
  • Mobile phone number
  • Company name
  • Messages, inquiries, and system requirements
  • Service preferences, including report delivery preferences

When you use VPOS services, we may also process business reporting data needed to generate and deliver reports, such as aggregated sales summaries. Where applicable, delivery metadata, including timestamps and delivery status, may be processed to help ensure successful delivery.

2. How We Use Your Information

We use personal data to support service delivery, communication, and lawful business operations, including:

  • Responding to inquiries and quote requests
  • Providing POS services, onboarding, and customer support
  • Sending reports through email and WhatsApp
  • Delivering system notifications and administrative communications
  • Supporting security, fraud prevention, and service quality improvement
  • Meeting legal and regulatory obligations

3. WhatsApp and Email Communications

If you register for VPOS services or provide your contact details, you authorize Kenya POS Systems to use your email address and mobile number to send service communications, including system-generated reports and notifications. WhatsApp delivery may use the WhatsApp Business Platform through approved third-party providers.

We do not sell personal data and do not send unsolicited marketing communications without a lawful basis.

4. Legal Basis for Processing

We process personal data under one or more of the following legal bases:

  • Consent, where required
  • Contractual necessity, to deliver agreed services
  • Legal obligation
  • Legitimate interests related to service delivery, security, and operations

5. Data Sharing and Third Parties

We may share limited data with service providers strictly for service delivery, including:

  • Email service providers
  • WhatsApp Business Platform providers and messaging gateways
  • Hosting, infrastructure, and monitoring providers
  • Regulators or law enforcement where required by law

Third parties are required to protect personal data and use it only for the agreed purpose.

6. Data Retention

We retain personal data only as long as necessary for the purposes described above, including:

  • Website inquiries and quote requests: up to 24 months
  • Client account records: for the duration of the client relationship
  • Legal and accounting records: as required by applicable law

7. Your Rights

Subject to applicable law, you may request to:

  • Access your personal data
  • Correct inaccurate or incomplete data
  • Withdraw consent where processing is based on consent
  • Object to certain processing activities
  • Request deletion, subject to legal requirements

8. Security

We implement reasonable administrative, technical, and organizational safeguards such as access controls, secure hosting configurations, and monitoring. No system is completely secure, but we apply industry-aligned practices to reduce risk and protect personal data appropriately.

9. Contact

For privacy requests or data protection questions, email info@kenyapossystems.co.ke. Kenya POS Systems is based in Nairobi, Kenya.