1. Introduction
TopTill POS (“TopTill”, “we”, “us” or “our”) is an independently developed point-of-sale and retail management software product operated in South Africa.
We respect the privacy of our customers, users and other individuals whose personal information may be processed through our website, licensing services, customer account services, software downloads, support services and TopTill POS software.
This Privacy Policy explains what information TopTill may process, why it is processed, how it is protected and what rights individuals have regarding their personal information.
This policy is intended to support compliance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable South African law.
2. Contact information
TopTill POS is independently developed and operated in South Africa.
Privacy & Support
3. Information this policy covers
This Privacy Policy applies to information processed directly by TopTill through services such as account registration and login, email verification, software licensing and activation, device registration, trials and licence management, software downloads, customer support, security monitoring and related online services.
TopTill POS is primarily desktop software.
Retailers using TopTill POS may enter and store information about their own customers, employees, members, suppliers, products and transactions.
Where that information remains within the retailer's own local TopTill database and is not transmitted to TopTill's online services, TopTill does not ordinarily receive or control that information.
The retailer operating the POS system remains responsible for determining how and why that locally stored information is collected and used.
4. Information TopTill may process
When you register for or use TopTill services, we may process information including your name, email address, business or store name, account information, licensing information, email-verification status and communications you send to TopTill.
We may also process technical information necessary to operate and protect the licensing system, including software version, licence identifier, licence status, device identifier or device fingerprint, activation information, timestamps, IP address and relevant technical or security records.
TopTill seeks to collect only information that is reasonably necessary for operating, securing and supporting the service.
5. Why we process information
TopTill may process personal information to create and protect customer accounts, verify email addresses, provide and activate software licences, operate trials, prevent unauthorised licence sharing or misuse, provide software downloads and updates, provide customer support, diagnose technical problems, communicate important service or security information, maintain system security, maintain necessary records and comply with applicable law.
We will not knowingly use personal information for an unrelated purpose without an appropriate legal basis.
6. Licensing and device identification
TopTill licences may be associated with a specific device or installation.
For licensing and security purposes, TopTill may create or receive a device identifier or device fingerprint.
This information may be used to confirm that a licence is being used on an authorised installation, manage device changes, prevent licence abuse and assist with activation or technical support.
A TopTill device identifier does not give TopTill unrestricted access to the user's computer and is not intended to provide access to the contents of the retailer's local POS database.
7. Local POS data
TopTill POS may allow a retailer to store information such as customer names and telephone numbers, membership information, employee records, supplier records, sales records, invoices, lay-buy information and other retail information.
This information is generally stored within the retailer's TopTill POS database.
Using TopTill POS does not automatically mean that the contents of the retailer's local database are uploaded to or controlled by TopTill.
The retailer is responsible for ensuring that information it collects through the POS system is collected and used lawfully and that its customers, employees and other individuals receive any privacy notices required by applicable law.
TopTill does not claim ownership of a retailer's customer, employee, supplier or transaction information merely because it was created or stored using TopTill POS.
8. Support involving retailer data
A customer may voluntarily provide TopTill with information, screenshots, database extracts, backup files, logs or other material for technical support.
Where this occurs, we will use the supplied information only as reasonably necessary to investigate or provide the requested support, protect the system or fulfil another agreed purpose.
Customers should avoid sending unnecessary personal information when requesting support.
9. Service providers
TopTill may rely on third-party technology providers for cloud hosting, email delivery, software distribution, security and other technical services.
These providers may process limited information where necessary to provide their services to TopTill.
TopTill will seek to use providers offering appropriate security and privacy protections.
10. International data processing
Some technology providers used by TopTill may operate systems or infrastructure outside South Africa.
Where personal information is transferred outside South Africa, TopTill will seek to ensure that the transfer is handled in accordance with applicable requirements under POPIA.
11. Information security
TopTill takes reasonable technical and organisational measures intended to protect personal information against unauthorised access, loss, misuse, alteration, destruction or unlawful processing.
Measures may include authentication controls, restricted administrative access, encrypted network communications where appropriate, licence-security mechanisms, access controls, software-security controls, backups and system monitoring.
No computer system or online service can guarantee absolute security.
TopTill customers are responsible for maintaining reasonable security over their own computers, networks, passwords, employee PINs, backup files and local databases.
12. Security incidents
If TopTill becomes aware of a security compromise involving personal information for which TopTill is responsible, we will investigate the incident and take reasonable steps to contain and address it.
Where notification is required by applicable law, TopTill will take reasonable steps to notify the appropriate parties and the Information Regulator.
13. Retention of information
TopTill will retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to provide and administer TopTill services, maintain necessary licensing and security records, resolve disputes, meet legitimate record-keeping requirements or comply with applicable law.
When information is no longer reasonably required and there is no lawful reason to retain it, we will take reasonable steps to delete, destroy or de-identify it.
14. Account and session technologies
TopTill online services may use cookies, session identifiers or similar technologies where necessary to provide account authentication, maintain login sessions, protect accounts and operate customer-facing services.
Essential authentication and security technologies are used to make the service function correctly.
TopTill does not currently use these essential session technologies for third-party advertising.
15. Email communications
TopTill may send transactional or service-related emails concerning account verification, licensing, activation, security, support, downloads, licence status or significant changes affecting a customer's service.
Where TopTill sends direct marketing communications, recipients will be given an appropriate method to object to or stop receiving such communications where required by law.
16. Your privacy rights
Subject to POPIA and other applicable law, an individual may have rights to request confirmation of whether TopTill holds personal information about them, request access to applicable personal information, request correction of inaccurate or incomplete information, request deletion or destruction where legally appropriate, object to certain processing and withdraw consent where consent is the applicable basis for processing.
TopTill may require reasonable verification of identity before acting on a privacy request.
Privacy requests: bashiradan1996@gmail.com
17. Complaints
If you believe TopTill has handled your personal information incorrectly, you are encouraged to contact us first at bashiradan1996@gmail.com .
You may also lodge a complaint with the Information Regulator (South Africa).
Information Regulator:
Telephone: 010 023 5200
Toll-free: 0800 017 160
Email: enquiries@inforegulator.org.za
Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, South Africa
Official website: Information Regulator South Africa
18. Children's information
TopTill is business and retail management software and is not intended or marketed as an online service for children.
If a retailer records personal information relating to a child in its own POS database, that retailer is responsible for ensuring that such processing complies with applicable law.
19. Changes to this Privacy Policy
TopTill may update this Privacy Policy when the software, online services, legal requirements or privacy practices change.
The latest version will display its effective date.
Where a change materially affects how personal information is processed, reasonable steps will be taken to make affected users aware of the change where appropriate.