Privacy Policy
1. Who we are
POS AZ ("POS AZ", "we", "us") is a point-of-sale product operated by VM TECH, a company based in British Columbia, Canada. This policy explains what personal information we collect through the POS AZ software, the POS AZ apps, the website posaz.ca, and the POS AZ customers' app, and how we handle it. We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (PIPA).
Questions or requests: [email protected].
2. Two kinds of people
- Restaurant owners and staff ("Owners") who license and use POS AZ.
- Diners ("Customers") who order, reserve or earn points through an Owner's website, the customers' app, or the AI Waiter.
For Customer data collected through a restaurant's ordering page or in-restaurant use, the restaurant Owner is the organization responsible for that data; POS AZ processes it on the Owner's behalf. For accounts on posaz.ca and the customers' app, POS AZ is responsible.
2a. Customers' accounts, gift cards and location
Diners may create a free POS AZ account on posaz.ca with an e-mail address (we sign you in with a one-time code — no password). We store the name, phone number, e-mail and photo you give us, your online orders, e-gift cards you buy, and the points balances that restaurants on POS AZ have recorded against your phone number or e-mail. "Near me" uses your device's location only in the moment you tap it, to sort restaurants by distance; we do not store your location. E-gift card payments are processed by Stripe; we never see your full card number. You can delete your account by e-mailing [email protected]; points stay with each restaurant.
3. Where your data lives
POS AZ is designed to run on the restaurant's own computer. Orders, menus, tables, staff PINs, payments records and reports are stored locally on that computer. They are not sent to POS AZ unless a feature that needs the cloud is turned on (backups, owner dashboard, online ordering, delivery integrations, customers' app, AI Waiter).
4. What we collect
From Owners
- Account details: restaurant name, address, contact name, email, phone, language preference.
- Billing details: plan, add-ons, device count, invoices. Card payments are handled by our payment processor (Stripe); we do not store full card numbers.
- Technical details: license key, the machine fingerprint of the POS computer (used to activate and protect the license), registered devices (name, type, last seen), app version, error logs.
- Backups: when enabled, an encrypted copy of your local POS database is stored on our Canadian servers so it can be restored if your computer fails.
- Daily summary: when the internet is available, the POS sends a daily license check with sales totals for your owner dashboard.
From Customers (only when an Owner turns those features on)
- Sign-in: phone number or email (used to send a one-time code — no passwords).
- Orders and reservations: items, amounts, pickup/delivery details, delivery address if delivery is chosen, order history.
- Points and gifts: points balance per restaurant, gifts sent or received and the recipient's phone/email.
- Payments: processed by Stripe. We receive a confirmation and the last four digits, never the full card number.
- AI Waiter calls: the phone number that called, the call audio and a transcript, so the order can be confirmed and problems reviewed. Calls are answered by an automated assistant; the restaurant may listen to recordings.
From website visitors: standard server logs (IP address, browser, pages viewed) and a language preference stored in your browser. We do not use advertising trackers.
5. Why we use it
- To run POS AZ for the Owner: activate licenses, count devices, bill correctly, restore backups, show the owner dashboard.
- To deliver Customer features the Owner has turned on: place orders, hold reservations, keep points, send order confirmations.
- To support you: answer questions, fix problems, improve the product.
- To meet legal obligations, such as tax and accounting records.
We do not sell personal information. We do not use Customer data from one restaurant to market another restaurant, except inside the customers' app directory that Customers choose to browse.
6. Who we share it with
- Service providers that help us run POS AZ: cloud hosting (DigitalOcean, Toronto, Canada), payments (Stripe), telephony for the AI Waiter (Twilio), AI models that power the AI Waiter, email/SMS delivery. Each only receives what it needs.
- Delivery platforms (Uber Eats, Skip the Dishes, DoorDash) when the Owner connects them — order data flows between that platform and the Owner's POS.
- The restaurant a Customer orders from receives that Customer's order details, name, contact and address needed to fulfil the order.
- Authorities if required by law.
Some providers (for example Stripe, Twilio and AI model providers) may process data in the United States. We choose providers with strong security and contractual protections.
7. How long we keep it
- Owner account and billing records: for the life of the account and 7 years after for tax purposes.
- Cloud backups: rolling copies; deleted within 30 days after an account is closed, unless the Owner requests an export first.
- Customer accounts: while active; deleted on request or after 3 years of inactivity.
- AI Waiter recordings and transcripts: 90 days, then deleted.
- Data on the restaurant's own computer: controlled by the Owner.
8. Security
Data in transit is encrypted (HTTPS/TLS). Cloud backups are encrypted at rest. Staff PINs are stored hashed. Access to our servers is limited to POS AZ staff who need it. No system is perfectly secure; if a breach creates a real risk of significant harm, we will notify affected people and the Privacy Commissioner as the law requires.
9. Your rights
You can ask to see the personal information we hold about you, correct it, or delete it, and you can withdraw consent for optional features at any time. Owners can remove devices, turn off cloud features, and export their data. Customers can delete their account from inside the app or by emailing us. Write to [email protected]; we respond within 30 days. If you are not satisfied, you may contact the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia.
10. Children
POS AZ and the customers' app are not directed at children under 13, and we do not knowingly collect their information.
11. Changes
If we change this policy in a meaningful way, we will post the new version here and notify Owners by email. The date at the top tells you when it was last updated.