01 Who is responsible
This policy is issued by Digital Moran Agency, Sankale Building,
next to OLA Petrol Station, Kimana, Kajiado South, Kenya — the developer
and operator of Digital Moran POS. It covers this website, the demo shop
at demo.digitalmoranpos.africa, and the POS application where
we host it for you.
02 Controller and processor
Kenya's Data Protection Act, 2019 distinguishes between the party that decides why personal data is processed (the data controller) and the party that processes it on their instructions (the data processor). The distinction matters here, because both roles occur:
| Data | Controller | Our role |
|---|---|---|
| Your customers' names, phone numbers and credit balances, entered by your staff | You, the shop | Processor — we store and secure it on your instructions and do not use it for our own purposes |
| Your operators' accounts and the audit trail of their actions | You, the shop | Processor |
| Your own account with us — billing contact, correspondence, support tickets | Us | Controller |
| Website analytics and enquiries submitted through the contact form | Us | Controller |
Where you are the controller, you decide what goes in, how long it stays, and who may see it. You are also responsible for having a lawful basis to record your customers' details in the first place.
03 What the software stores
Digital Moran POS holds what a shop needs to trade and to account for itself. In plain terms:
- Shop settings — trading name, address, support telephone number, KRA PIN if you choose to record one, M-Pesa till and paybill numbers, VAT rate, discount ceiling.
- Operators — full name, username, email address, telephone number, role, branch assignment, active status, and a cryptographic hash of the PIN. We never store a PIN in readable form.
- Products and stock — names, descriptions, categories, barcodes, buying and selling prices, quantities, suppliers, expiry dates, product photographs you upload.
- Sales — receipt number, line items, discounts, VAT, total, payment method, the M-Pesa or bank reference a cashier typed in, the cashier's identity, the branch, and the timestamp.
- Customers on credit — the name, telephone number, credit limit, balance and repayment history your staff record for anyone who buys on deni.
- Suppliers — name, telephone number, email address, location.
- Expenses and shifts — amount, category, justification note, the officer who logged it; opening float, expected drawer, counted cash and difference at cash-up.
- Audit trail — a timestamped record of significant actions and the operator who took them.
We do not ask for and the software has no field for identity card numbers, bank account numbers, card details, biometrics, health information or any other special category of data. Please do not put them in the free-text note fields.
04 Why we process it
Where we act as processor, we handle your shop's data for one reason: to run the service you asked us to run. Concretely, that means storing it, synchronising it between your terminals, backing it up, and restoring it if something fails.
Where we act as controller — your account and correspondence with us — our lawful bases are the performance of our contract with you, our legitimate interest in operating and securing our own service, and compliance with Kenyan law.
We do not profile you, we do not sell data to anybody, and we do not use your shop's trading data for advertising.
05 Where the data lives
A hosted Digital Moran POS installation keeps its records in a managed PostgreSQL database provided by Supabase, with the website and application served through Vercel. Both are established infrastructure providers with their own security and data protection commitments.
Depending on the region selected for your installation, that infrastructure may sit outside Kenya. Where personal data is transferred outside Kenya we rely on the safeguards permitted under the Data Protection Act, 2019, including the provider's contractual data protection terms. Tell us before setup if data residency matters to your business — the software can also be self-hosted entirely on your own infrastructure, in which case none of your shop's records ever reach us.
06 Data on the terminal
Because the software is offline-first, a copy of the working data lives in the browser's own storage on each till. That is what allows a shop to keep selling when the line is down.
- Products, sales, stock movements and pending changes awaiting sync are held in a local database in the browser.
- An operator's cached profile — which is what makes offline sign-in possible — is encrypted with AES-GCM under a key derived from that operator's own PIN using PBKDF2. Somebody with the device but not the PIN cannot read it.
- Small preferences such as the last open menu and the light or dark setting are kept in ordinary browser storage.
The terminal is part of your security perimeter. Clearing the browser's site data removes the local copy — including anything not yet synchronised. Treat shop devices accordingly: lock them, do not share them with the public, and sync regularly.
07 The AI assistant
The Moran Assistant is switched off until you configure it, and you choose where it runs.
- If you configure a cloud provider — Google Gemini, Groq, OpenRouter or another OpenAI-compatible service — the shop information needed to answer your question is transmitted to that provider, and is then subject to that provider's own privacy policy and retention practices.
- If you point it at a model running locally through Ollama, nothing leaves the machine.
- If you configure nothing, the assistant does not run and no data is sent anywhere.
Before enabling a cloud provider, consider whether your customers' names and balances should be leaving your premises at all. The local option exists precisely so that they do not have to.
08 The demo shop
The demo at demo.digitalmoranpos.africa is a shared, public
sandbox loaded with sample data. Anything typed into it may be visible to
other visitors and is periodically wiped without notice.
Please do not enter real personal data into the demo — not a real customer's name or phone number, not a genuine KRA PIN, not an actual M-Pesa code. If you already have, contact us and we will reset it.
09 This website
The marketing pages you are reading set no advertising or tracking cookies and embed no third-party trackers. The only external request the pages make is to Google Fonts, to load the Overpass typeface used across the Digital Moran family of sites; your browser's IP address is visible to Google in the course of that request.
Our host keeps standard server logs — IP address, page requested, browser user agent, timestamp — for security and troubleshooting, retained for a short period.
Enquiries submitted through the contact form are handled by Digital Moran Agency under the privacy policy published on digitalmoranagency.africa.
10 Who else sees it
We share personal data only in these situations:
- Infrastructure providers that host the service on our behalf, under contract, and only to the extent needed to run it.
- An AI provider you have chosen and configured yourself, as described above.
- Our own staff, and only those who need access to support or maintain your installation.
- Where the law requires it — a valid court order or lawful request from a competent authority. Where we are permitted to tell you, we will.
- In a business transfer, if Digital Moran Agency is ever restructured or acquired, with the same protections carrying over.
We do not sell personal data, and we never have.
11 How long we keep it
- Your shop's records are kept for as long as your service is active, because they are your business records. You control deletion inside the software.
- After your service ends, hosted data is retained for at least 30 days so you can export it, and may then be deleted. Ask in writing if you need it held longer.
- Backups roll over on a schedule, so deleted records may persist in a backup for a short period before being overwritten.
- Our account and billing records are kept as long as Kenyan tax and company law requires.
- Demo data is wiped periodically and is not retained.
12 How it is protected
- Operator PINs are hashed with bcrypt before storage and are never held in readable form. Nobody at Digital Moran can look up a PIN.
- Sessions use signed tokens; the server verifies every request against them.
- Cached offline profiles on a terminal are encrypted with AES-GCM under a PBKDF2-derived key, as described in section 6.
- Traffic between the terminal and the server is encrypted in transit with TLS.
- Roles restrict what an operator can see and do, and a supervisor's approval is required for voids and branch transfers.
- Significant actions are written to an audit trail so that access is accountable, not just controlled.
- Authentication endpoints are rate-limited against guessing attacks.
No system is perfectly secure. These measures are chosen to be proportionate to the data a small retail business holds, and we keep them under review.
13 Your rights
Under the Data Protection Act, 2019 you have the right to be informed about how your personal data is used, to access it, to have inaccurate data corrected, to have data erased where there is no lawful reason to keep it, to object to or restrict certain processing, and to receive your data in a portable format.
For data you hold as controller, most of these are self-service: the software lets you view, correct, delete and export records directly. For data we hold as controller, write to agency@digitalmoran.africa and we will respond within the statutory period.
14 Your customers' rights
If a customer on your deni book asks what you hold about them, asks you to correct it, or asks you to delete it, that request is directed at you — you are the controller of that record. The software gives you everything needed to answer: view the customer, see their balance and history, correct the details, or remove the record.
If a request reaches us instead, we will pass it to you rather than acting on it ourselves, and we will help you respond.
15 Children
Digital Moran POS is a tool for operating a business and is not directed at children. Operator accounts should only be issued to people lawfully employed to work the till.
16 Breach notification
If a personal data breach occurs that is likely to result in a risk to affected people, we will notify you without undue delay and give you what you need to meet your own obligations — including notifying the Office of the Data Protection Commissioner where the Act requires it.
17 Changes
We will update this policy as the software and the law develop. The date at the top of the page always reflects the current version, and we will tell account holders directly about any change that materially affects how their data is handled.
18 Contact and complaints
For any privacy question, request or complaint:
Digital Moran Agency
Sankale Building, next to OLA Petrol Station
Kimana, Kajiado South, Kenya
Telephone +254 717 186 463
Email agency@digitalmoran.africa
Or use the contact form.
If you are not satisfied with our response, you may complain to the Office of the Data Protection Commissioner of Kenya.