Privacy Policy

1. Who we are

“Payspace”, “we” and “us” mean the operator of the Payspace point of sale at payspace.shop. For the personal information of account holders, we are the personal information controller. You can reach us about anything in this policy at support@payspace.shop.

2. Shops, and the people they serve

Businesses (“shops”) use Payspace to record their own sales, stock, suppliers and staff. For the personal information a shop puts into Payspace about its own customers, staff or suppliers, the shop is the personal information controller and we process that information on the shop’s behalf, only to run the service for it.

If you bought something from a shop that uses Payspace and have a question about your information, please contact that shop first. We will help the shop answer you.

3. What we collect

• Account details: your name, email address and password. We store only a secure hash of your password, never the password itself.
• Shop details: your shop’s name and web address, timezone, currency and tax settings, and the people who have access to it and their roles.
• Business records you enter: products, recipes, prices and costs, stock and stock movements, suppliers (which may include a contact phone number), sales, receipts and reports.
• Payment records: the payment method, amount and, for e-wallets such as GCash or Maya, the reference number. Payspace does not process payments and does not collect card numbers.
• Photos you upload: product photos, and payment photos a cashier chooses to attach to a sale. A payment photo, such as an e-wallet screenshot, may show a customer’s name or mobile number.
• Technical information: your IP address, used to limit repeated sign-in attempts, and the session cookies that keep you signed in.
• Usage statistics: privacy-friendly, aggregated page-view and performance measurements from Vercel Analytics and Speed Insights. These do not use cookies or build a profile of you.

4. How we use it, and why we may

• To provide the service you signed up for: sign you in, run checkout, keep stock and costs, and show your reports. This is necessary to perform our agreement with you.
• To keep Payspace secure: preventing password guessing, abuse and fraud. This is our legitimate interest in protecting the service and its users.
• To send service messages such as account verification, password resets and staff invitations. These are part of the service; we do not send marketing email without your consent.
• To understand, in aggregate, how Payspace is used so we can make it faster and better.
• To meet legal obligations and respond to lawful requests from authorities.

We do not sell personal information, and we do not use it for advertising.

5. Digital receipts

Each sale can have a digital receipt at a private link that a shop may share with its customer. Anyone with that link can view the receipt, so share it only with the customer. Digital receipts never show payment photos.

6. Who we share it with

We use a small number of service providers who process information for us under contract:

• Convex hosts our database, file storage and server functions.
• Vercel hosts the website and provides the usage statistics described above.
• An email delivery provider sends account and service emails, once those emails are switched on.

These providers may store and process information on servers outside the Philippines, including in the United States. We choose providers that protect information to a standard comparable to Philippine law, and we remain accountable for it. We may also disclose information when the law requires it, or to protect the rights and safety of our users or the public.

7. How long we keep it

• Account and shop records are kept for as long as your account is open.
• Sales, receipts, payment records and payment photos are kept with the sale, because a shop needs its sales history for its own records and tax obligations.
• Photos uploaded but never used are deleted automatically after about a day.
• Sign-in rate-limit records are kept only briefly, then deleted.

When you close your account, we delete or anonymize your personal information within a reasonable period, except what we must keep to meet a legal obligation or settle a dispute.

8. How we protect it

Information is encrypted in transit, passwords are hashed, and every request is checked so a shop can only ever reach its own records. Staff access is based on their role, and a removed staff member loses access immediately. No system is perfectly secure; if a breach affects your personal information, we will notify you and the National Privacy Commission as the law requires.

9. Your rights

Under the Data Privacy Act, you have the right to:

• be informed about how your personal information is processed;
• access your personal information and get a copy of it;
• correct inaccurate or incomplete information;
• object to processing, and ask us to suspend, withdraw, block or delete information;
• receive your information in a commonly used electronic format (data portability);
• be compensated for damages caused by unlawful processing; and
• file a complaint with the National Privacy Commission.

To use any of these rights, email support@payspace.shop. We may need to confirm your identity first, and we aim to reply within 15 days.

10. Cookies

We use only the cookies needed to keep you signed in and to protect your session. We do not use advertising or cross-site tracking cookies.

11. Children

Payspace is a business tool for people aged 18 and over. We do not knowingly collect information from children. If you believe a child has given us personal information, contact us and we will delete it.

12. Changes to this policy

We will update this policy as Payspace changes, for example when we add new features or service providers. We will change the effective date above, and tell account holders by email or in the app before a significant change takes effect. See also our Terms & Conditions.

13. Contact us

Questions, requests or complaints about privacy: support@payspace.shop.