Privacy Policy

Last Updated: November 5, 2026

DevSpace Systems ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Point of Sale (POS) & Inventory Management software, our website, and our Affiliate Partner Program.

1. Information We Collect

We may collect information about you in a variety of ways. The information we may collect includes:

• Personal Data: Personally identifiable information, such as your name, email address, and telephone number, that you voluntarily provide when requesting a demo, registering for our POS system, or signing up as an Affiliate Partner.
• Business Data: Inventory, sales records, customer data, and employee details that you input into the POS software as part of your normal business operations.
• Derivative Data: Information our servers automatically collect when you access the software or website, such as your IP address, browser type, operating system, and access times.

2. Affiliate Program Data Collection

If you register as an Affiliate Partner, we collect and process the following additional categories of data:

• Account Information: Your full name, email address, and a hashed (encrypted) password used to secure your affiliate account.
• Payout Details: Your preferred payout method (Mobile Money or Bank Transfer), including your MoMo number, network provider, or bank account details, which you voluntarily submit to receive commission payments. This information is stored securely and is used solely to process commission payouts.
• Referral Activity Data: Your unique referral code, the tracking links you generate, and details of leads (name, email) submitted via your referral link. We log this information to calculate commissions and track programme performance.
• Referral Tracking Cookies: When a visitor accesses our landing page via your referral link, we set a browser cookie (pos_affiliate_ref) on their device that stores your referral code for up to 30 days. This cookie is used solely to attribute any subsequent demo request to your account. Visitors can clear this cookie at any time through their browser settings.
• Profile & Share Images: If you upload a profile picture or a custom social media share thumbnail, these images are stored on our servers and are associated with your affiliate account. Share thumbnail images may be publicly visible when your referral link is shared on social media platforms.

3. Use of Your Information

Having accurate information about you permits us to provide a smooth, efficient, and customised experience. Specifically, we may use information collected about you to:

• Create and manage your account and store configurations.
• Fulfil and manage purchases, orders, payments, and other transactions related to the software.
• Send you technical notices, updates, security alerts, and administrative messages.
• Respond to customer service requests and provide technical support.
• Calculate, verify, and process affiliate commission payments.
• Detect, investigate, and prevent fraudulent or abusive activity within the Affiliate Programme.
• Generate and display dynamic Open Graph social preview cards when your referral link is shared.

4. Disclosure of Your Information

We respect your business data and will not sell, trade, or rent your Personal Data or Business Data to third parties. We may share information we have collected about you in certain situations, such as:

• By Law or to Protect Rights: If we believe the release of information about you is necessary to respond to legal process, to investigate or remedy potential violations of our policies, or to protect the rights, property, and safety of others.
• Third-Party Service Providers: We may share your information with third parties that perform services for us or on our behalf, such as payment processing, data analysis, email delivery (e.g. SMTP providers), SMS gateway integrations, hosting services, and customer service.
• Affiliate Programme Administration: Aggregated, non-personally identifiable statistics about referral performance may be used internally to administer and improve the Affiliate Programme. Individual affiliate payout details are never shared with other affiliates or third parties except as required to process payments.

5. Referral Cookies & Tracking

Our website uses a single first-party referral tracking cookie (pos_affiliate_ref) for the sole purpose of attributing demo requests to the correct affiliate partner. This cookie:

• Contains only the affiliate's referral code (a short alphanumeric string) and no personally identifiable information about the visitor.
• Expires automatically after 30 days.
• Is never shared with third-party advertising networks or analytics platforms.
• Can be deleted at any time by clearing cookies in your browser settings.

6. Data Security

We use administrative, technical, and physical security measures to help protect your personal and business data. Affiliate passwords are stored using industry-standard one-way hashing (bcrypt). Payout details are stored in an access-controlled database not accessible to the public. While we have taken reasonable steps to secure the information you provide, please be aware that no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against interception or misuse.

7. Data Retention

We retain your personal and affiliate account data for as long as your account is active or as needed to provide services, comply with our legal obligations, resolve disputes, and enforce our agreements. If you close your affiliate account, we may retain transaction and commission records for a period of time required by applicable law.

8. Your Rights

You have the right to request access to, correction of, or deletion of the personal data we hold about you. To exercise these rights, please contact us at info@devspacesystems.org. We will respond to all reasonable requests within a reasonable timeframe in accordance with applicable law.

9. Contact Us

If you have questions or comments about this Privacy Policy, please contact us at:

Email: info@devspacesystems.org

Phone: +233 205 821 000

Address: Sunyani, Bono Region, Ghana