Privacy Policy

1. Introduction

VerityCodeLabs (“we,” “our,” or “us”) respects your privacy and is committed to protecting personal information handled through our website, VerityPOS platform, POS terminals, and related services.

This Privacy Policy explains what information we collect, how we use and protect it, when we share it, and what rights you may have regarding your personal information.

We aim to handle personal information in accordance with the Philippine Data Privacy Act of 2012 (Republic Act No. 10173), its implementing rules and regulations, and other applicable privacy laws.

2. Scope of This Policy

This policy applies to:

• Visitors to the VerityCodeLabs and VerityPOS websites.
• Individuals who contact us, request a product demonstration, or inquire about our services.
• Authorized users of the VerityPOS cloud portal and POS terminals.
• Business clients and their authorized representatives, where applicable.
• Individuals whose personal information is processed through VerityPOS on behalf of our business clients, subject to the roles and responsibilities described in this policy.

Important distinction: A business using VerityPOS may independently determine how it collects and uses information about its employees and customers. In those circumstances, that business may be the personal information controller, while VerityCodeLabs may act as its personal information processor. Our responsibilities depend on the actual processing arrangement and applicable law.

3. Information We Collect

Depending on how you interact with our services, we may collect the following categories of information.

A. Contact and Inquiry Information

When you contact us or request a demo, we may collect:

• Full name.
• Business email address.
• Phone number.
• Business name and business type.
• Number of business branches.
• Inquiry details and communication history.

We use this information to respond to inquiries, arrange demonstrations, and assess your business requirements.

B. Account and Employee Information

When an authorized client or employee uses VerityPOS, the platform may process:

• Name and account identifier.
• Email address or username.
• Assigned role, branch, and permissions.
• Authentication records and access logs.
• PIN authentication records and session information.
• Relevant activity and audit logs.

Authentication credentials should be protected through appropriate technical safeguards. PINs and passwords should not be stored in plain text.

C. Business and Transaction Information

Depending on the features enabled by the client, VerityPOS may process:

• Product catalogs, variants, and pricing.
• Inventory quantities and stock movements.
• Sales transactions, line items, discounts, and taxes.
• Payment method, payment status, and transaction references.
• Receipt and sales report information.
• Returns, refunds, and transaction adjustments.
• Customer details entered by the business.
• Branch information and operational records.

Payment card details or other sensitive payment credentials should be handled by appropriately authorized payment providers wherever applicable. We do not intend to collect or store full payment card credentials unless a specific, properly secured and authorized integration requires it.

D. Device and Technical Information

We may process technical information necessary to operate, maintain, and secure our services, such as:

• Device type and operating system.
• Application version and terminal identifier.
• Connection and synchronization status.
• Error logs, diagnostic information, and performance data.
• IP address and access timestamps, where collected.

E. Website and Usage Information

Depending on the website technologies and services enabled, we may collect information about website visits, form submissions, and interactions through cookies, analytics tools, or similar technologies.

We will provide additional cookie information or consent choices where required by applicable law.

4. How We Use Information

We may use personal information for the following purposes:

1. Service delivery: Provide, operate, maintain, and improve VerityPOS and related services.
2. Account administration: Authenticate authorized users and manage roles and access permissions.
3. Sales and inventory operations: Process transactions and maintain business records as configured by the client.
4. Synchronization: Transfer authorized records between POS terminals and the cloud portal.
5. Customer support: Respond to questions, troubleshoot technical issues, and provide assistance.
6. Business communication: Respond to inquiries and coordinate product demonstrations or service discussions.
7. Security and fraud prevention: Detect unauthorized access, investigate incidents, and maintain audit trails.
8. Legal and regulatory obligations: Maintain or disclose records when required by applicable law.
9. Product improvement: Analyze technical performance and usage trends, using aggregated or de-identified information where appropriate.

We process personal information only for declared, legitimate purposes and under an applicable lawful basis, such as consent, contractual necessity, legal obligation, or another basis permitted by law.

5. Offline-Capable POS and Data Synchronization

VerityPOS supports offline-capable operations so that designated POS functions can continue during internet interruptions.

Depending on the configuration, a terminal may temporarily retain authorized business records and transaction data on the local device before synchronizing them with the cloud platform.

This means:

• Certain records may remain on a terminal while it is offline.
• Pending transactions and authorized updates may synchronize when connectivity is restored.
• Synchronization may involve transferring information between the terminal, the cloud platform, and authorized services.
• Access to locally stored information depends on device security, user permissions, and the implemented application controls.

We aim to apply appropriate safeguards to locally stored and synchronized information. However, offline operation does not eliminate all security risks, and data synchronization may be delayed during connectivity interruptions.

Clients are responsible for maintaining appropriate physical security over their terminals and managing authorized user access.

6. Sharing and Disclosure of Information

We do not intend to sell personal information to third parties.

We may disclose or make information available to the following categories of recipients when necessary and appropriate:

• Business clients: Authorized business owners, managers, and personnel accessing records within their assigned permissions.
• Infrastructure and hosting providers: Providers that host or maintain the website, cloud platform, databases, or backups.
• Technical service providers: Providers supporting email delivery, monitoring, maintenance, or customer support.
• Payment service providers: Providers processing payments when an integration is enabled.
• Professional advisers: Legal, accounting, or other advisers where reasonably necessary.
• Government authorities and regulators: Where disclosure is required or authorized by law.

Service providers should be subject to appropriate confidentiality, security, and contractual requirements.

Where information is transferred outside the Philippines, we will apply safeguards and comply with applicable legal requirements.

7. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, subject to contractual obligations, applicable laws, and legitimate recordkeeping requirements.

Retention periods may differ depending on the type of information:

• Website inquiries: For the period needed to respond and manage the business relationship.
• Account and security records: For the period necessary to operate, secure, and administer the platform.
• Sales and business records: According to the client’s legal obligations, contractual arrangements, and applicable recordkeeping requirements.
• Technical logs and backups: According to operational, security, and backup-retention schedules.

For client-managed business records, deletion or return of information will be handled according to the applicable service agreement, the client’s instructions where appropriate, and legal retention requirements.

We will securely delete, anonymize, or otherwise dispose of information when it is no longer required, where permitted by law.

8. Information Security

We implement and maintain appropriate organizational, physical, and technical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, loss, or destruction.

Depending on the service and its implementation, safeguards may include:

• Role-based access control.
• Authentication and permission checks.
• Encryption where appropriate.
• Secure transmission and storage practices.
• Audit logging and activity monitoring.
• Backup and recovery procedures.
• Software maintenance and security updates.
• Procedures for handling security incidents.

No system can guarantee absolute security. We continually assess appropriate safeguards in light of the nature of the information, the risks involved, and our operational capabilities.

9. Your Privacy Rights

Subject to applicable law and any lawful limitations, individuals may have the right to:

• Be informed about the processing of their personal information.
• Access their personal information.
• Request correction of inaccurate or incomplete information.
• Object to certain processing activities.
• Request blocking, erasure, or destruction where legally applicable.
• Request data portability where applicable.
• Withdraw consent where consent is the basis of processing, subject to legal and contractual limitations.
• Seek damages or file a complaint with the appropriate authority where permitted by law.

To exercise these rights, contact us using the details in Section 14.

For information held by a business client through its VerityPOS account, you may need to contact that business first. We will coordinate with the relevant client where appropriate and consistent with our legal obligations.

We may request reasonable information to verify your identity before acting on a privacy request.

10. Cookies and Similar Technologies

Our website may use cookies and similar technologies to support essential website functionality, remember preferences, improve performance, and measure website usage.

Where required, we will provide appropriate notice and obtain consent before using non-essential cookies or similar technologies.

You may also be able to control cookies through your browser settings. Disabling certain cookies may affect website functionality.

The specific cookies and third-party technologies used will depend on the website configuration.

11. Third-Party Services and Links

Our website or platform may contain links to third-party websites or integrate with external services.

Those services may have their own privacy policies and data-handling practices. We encourage you to review their policies before providing personal information.

Our responsibility for third-party processing depends on the service arrangement, our role in the processing, and applicable law.

12. Children’s Privacy

VerityPOS is intended primarily for businesses and their authorized personnel. Our services are not directed at children.

We do not knowingly seek to collect children’s personal information through our website for marketing purposes. If we become aware that personal information has been collected inappropriately, we will assess the situation and take appropriate action consistent with applicable law.

13. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, operational practices, or applicable legal requirements.

When we make changes, we will update the “Last Updated” date. Where required by law, we will provide additional notice or obtain consent.

We encourage you to review this page periodically.

14. Contact Us

For questions, concerns, or requests relating to this Privacy Policy or your personal information, please contact us:

VerityCodeLabs
Product: VerityPOS
Email: admin@veritypos.com
Location: Cavite, Philippines

Privacy contact / Data Protection Officer: [Insert designated contact name or role and email address]

We will review privacy requests and respond in accordance with applicable law.

15. Governing Law

This Privacy Policy is intended to be interpreted in accordance with the laws of the Republic of the Philippines, including Republic Act No. 10173, the Data Privacy Act of 2012, and its applicable implementing rules and regulations.