This Policy explains how Bentafy collects, uses, stores and protects personal information, following the Data Privacy Act of 2012 (Republic Act No. 10173) and its rules. It applies to the website, the installed web app and the Bentafy POS Android app. See also our Terms of Service.
1. Our role
- For your own account (store owner and staff logins), Bentafy is the personal information controller.
- For the information you record about your customers, suppliers and staff (for example names, phone numbers, credit balances, Senior/PWD ID numbers), you — the store — are the controller and Bentafy processes it only on your instructions, to run the service for you.
2. What we collect
- Account: your name, email, password (stored only as a secure hash by our login system), the store name and business type you choose.
- Store records you enter: products, prices, costs, stock, sales and receipts, payments, credit (utang), customers, suppliers, expenses, deliveries, warranty claims, photos you upload (for example product photos, delivery or invoice proofs, signatures on delivery receipts).
- Security and technical data: IP address and basic device/browser information when you sign in or send requests — used for security, rate limits and fixing problems; an activity log of important actions in your store (voids, refunds, price changes, support visits).
- On your device: sales made offline (until sent), and small settings like your chosen product view.
We don't use advertising or third-party analytics trackers, and we don't sell data. We use only the cookies needed to keep you signed in and remember which store you opened. On our own server we count visits to the public pages and sign-up steps anonymously (no IP address, name or email is stored — only a daily random visitor code, device type, country and the site you came from) to see how many people visit, try the demo and sign up.
3. Why we use it
- To run the POS and the features you turn on (selling, receipts, reports, credit, deliveries, online store, loyalty points, and so on).
- To secure accounts: sign-up and password-reset codes, preventing abuse and fraud, keeping backups.
- To support you — including Support mode visits you allow (see section 6).
- To send service messages (codes, receipts you choose to email, reminders you turn on). We don't send marketing without your consent.
- To meet legal obligations.
4. Who we share it with
Only with service providers that help us run the app, and only what they need:
- Cloudflare — secure connection and network protection for the website.
- Email provider (Resend) — sending sign-up / reset codes and receipts you choose to email.
- Only if your store turns them on (Integrations): Semaphore (SMS reminders), Telegram (alerts to you), Google Gemini (AI reading of product photos). The free photo reader works on your own phone.
- Authorities, when required by law or a lawful order.
Our servers are in the Philippines. Some providers above may process data in other countries under their own security and privacy commitments.
5. How we protect it
- Encrypted connections (HTTPS) and access rules in the database so each store sees only its own data, with owner / cashier permissions (for example, cashiers can't see costs unless allowed).
- Passwords are never stored in plain text; owner PINs are hashed and lock after repeated wrong tries.
- Backups before system updates, limited staff access, and logs of sensitive actions.
- If a personal data breach happens that is likely to cause you harm, we will notify you and the National Privacy Commission as the law requires (within 72 hours of knowing about it).
6. Support mode
When you ask for help, Bentafy support may open your store to look at the problem — view only by default, up to 2 hours per visit, with the reason recorded; editing is turned on only to fix what you reported, with its own reason. Every visit shows in your Activity log. You can turn support access off in Settings.
7. How long we keep it
- Store records are kept while your account is active so your reports and history work.
- If you close your account or ask us to delete your store data, we delete it (backups are overwritten on their normal cycle), except records we must keep by law.
- Sign-up and reset codes expire after 15 minutes.
8. Your rights
Under the Data Privacy Act you have the right to be informed, to access, to correct, to object, to erasure or blocking, to data portability, to damages, and to file a complaint with the National Privacy Commission (privacy.gov.ph). Store owners can see, correct and export most data directly in the app. Your customers may ask you (the store) about their information; we will help you respond.
9. Children
The service is for business owners and their staff, not for children.
10. Changes and contact
We will post any change to this Policy here with a new date, and show a notice in the app for important changes. For privacy questions or requests, use the Help page inside the app.