Privacy policy

This is the part most privacy policies skip, and it decides everything else on this page. We handle two different kinds of personal information and we are not in the same position for both.

Your own account information, as a shop owner: we decide what we collect and why, so we are the personal information controller for it. Everything on this page about your rights applies to us directly.

Your customers’ and staff’s information, which you put into POSmates or which reaches us because a customer messaged your shop: you are the controller and we are the processor. You decide what to collect, why, and who sees it. We hold it, secure it and act on your instructions. If one of your customers asks us directly to correct or delete something, we will normally refer them to you, because it is your relationship and your decision, and we will tell you that they asked.

A deletion request from Facebook reaches us directly. We record it, check which shop customer it concerns, and then act on the verified request. Section 8 explains the process.

Listed as it exists in the system rather than in categories, so you can check it against what you see in the app.

About you, the owner:

• Your name, email address, mobile number and business name.
• Your login credentials. Passwords are hashed and we cannot read them.
• Your subscription, what you were billed and when, and any affiliate code you arrived with.
• Support messages you send us.

About your staff, because you run payroll in POSmates:

• Full name and role.
• A hashed PIN used to clock in and to open the till. We cannot read it.
• Clock-in and clock-out times, shifts worked, hours and the pay calculated from them.

About your customers:

• Name, mobile number and email address, where you or they provide one.
• Loyalty membership, points balance, and any note you add to their record.
• What they bought, when, at which branch and how they paid.
• If they order through Messenger: their Facebook-scoped page ID, the conversation with your shop, the delivery address they give, and any images they send, including payment screenshots.

Shops may also enter a rider’s licence type and expiry date. We do not ask for the licence number. Please do not upload health records, government ID images or other sensitive information unless a feature specifically asks for it. We do not ask for full card numbers: the payment provider handles card entry.

Section 12 of the Data Privacy Act lets us process personal information only on specific grounds. Ours are:

• To do what you signed up for. We cannot run a till, track stock or calculate payroll without holding the records that make those things work.
• Because the law requires it. Sales records are financial records. Keeping them is not our choice.
• Because you asked us to, where a feature is optional and you switched it on.
• Our legitimate interest in keeping the service secure, preventing fraud and abuse, and fixing faults, provided that does not override your rights.
• Our legitimate interest in making the product work better, which is what the shared price library below is. That one has its own section because it is the only place we use anything you type for something beyond your own shop, and you can tell us to stop.

We do not sell personal information. Our own website analytics stays with us. If you explicitly allow Meta ads tracking, Meta receives the limited website events described in the next section. We do not train our own AI model on your shop or customer records. The AI providers described in section 6 process the information sent to them under their own terms and settings.

When you visit posmates.cc, our own website tracker records a random browser ID, a random session ID, the pages you open, where you arrived from, campaign labels in the link, the buttons and links you use, how far you scroll, where anonymous clicks happen on the page, which page sections stay visible, whether you start or submit a form, and how long you spend on a page. Our hosting provider also tells us the country and broad device type, such as mobile or desktop.

We also measure screens inside the expanded menu builder, its 3D shop setup, practice order and signup. We combine anonymous click positions into heatmaps and visible time into section-level attention summaries. We use this to see which pages help people and where a signup journey becomes confusing. We do not record mouse movement, what you type, passwords, payment details, messages, screenshots, or a replay of your screen. Analytics records do not contain your IP address, name, email address, or phone number.

Raw website behavior is deleted after 180 days. We respect browser Do Not Track and Global Privacy Control settings. You can also turn off website analytics on this device. The choice is stored only in this browser.

Meta ads tracking is separate and off until you allow it. If you allow it, Meta receives the page URL and standard events such as PageView, ViewContent, and a Lead after a trial form succeeds. Meta may also use browser and device identifiers it sets for ad measurement and retargeting. We never send Meta what you type in a form, your password, payment details, messages, or screen recordings. Meta handles that data under its privacy policy. You can decline or change the choice for this device below.

POSmates ships with a library of what Philippine small shops sell and what the ingredients and packaging cost, so a new shop is not starting from an empty screen. When you enter or correct a price, we keep that figure and use it to make the library better for everyone. This section says exactly what that means, because it is the only thing we do with your information that reaches beyond your own shop.

What we keep from you for this. Only the commercial facts, and nothing about a person:

• The name of an item as you typed it, so the library learns the words real shops use.
• The price and unit you entered, and whether it is what you pay for something or what you charge for it.
• Your shop’s city, province and region, taken from the address on your shop record, so a Davao shop can be shown Davao prices instead of Manila ones.
• The date, so a price from last year is not mistaken for this month’s.

What we never take for this. No customer records. No staff records. No individual sales, order histories or takings. No contact details. The library is a list of what things cost, not a record of who bought what.

Nothing we publish can be traced back to your shop. What other shops see is a middle figure for an area, never your entry and never your shop’s name. A figure is only ever shown once at least three different shops have entered a price for that item in that area. Below three, we show nothing at all, because an “area average” drawn from one or two shops is those shops’ own prices handed to the business down the road.

You can tell us to stop, and it stops. Email us at mategroupph@gmail.com and we will exclude your shop from the library. From that point nothing you enter is collected for it. You keep the full use of the library either way: opting out of contributing is not opting out of the product. It does not remove figures already gathered; for that, see how to have data deleted.

We may publish and share this pooled information, for example what a kilo of pork belly typically costs a carinderia in Cebu, including in public research and on our own website. It never contains your shop’s name, your figures on their own, or anything that identifies a person.

We use the services below to run POSmates. Each receives information needed for its part of the service. Which services receive your information depends on the features you use.

• Vercel runs our website and app. Requests to the app, including Messenger requests, pass through its systems. The app is configured to run in Singapore, but Vercel may also handle service and support data elsewhere.
• Supabase provides the database, sign-in, and file storage. The production database is configured in Singapore. It stores shop records, Messenger conversations, and attachments.
• Meta, where your shop uses Messenger ordering. Messages travel through Facebook’s systems and Meta’s own policies apply to them there as well as ours here.
• Lalamove, where a delivery is booked through them. They receive the pickup and drop-off addresses and the recipient’s name and number, because a rider cannot deliver without them.
• One of the shop’s own riders, after the drop is theirs. They then see the customer’s name, address and number, because nobody can deliver without them. Before a rider has taken it, a waiting delivery shows only the shop, the pickup, the area it is going to and roughly how far, what the drop is worth, how many items, and whether cash is being collected. Never the address, the name or the number. Nobody outside the shop sees a delivery at any stage.
• OpenRouter and its model providers process AI requests. For Messenger, a short customer message and relevant menu items may be sent to check whether the message is an order and what kind of reply it needs. The configured decision model is TypeSafe Jev. When an owner uses Miggy or an AI setup helper, the question, relevant shop records, and any files needed for that request may also be sent. Some of those features use Google Gemini. OpenRouter can route a model request to an underlying provider, so processing is not limited to our Singapore database. For some questions he also looks something up on the web through the same provider, for example what an ingredient you do not stock yet normally costs. For that lookup, only the name of the thing being priced goes out.
• Google also handles Google sign-in, map and address searches, and Android push notifications when those features are used. Google sign-in gives us the account identity information you authorize, such as your name, email address and profile image. We use it to create or access your POSmates account, store it with your account, and do not sell it or use it for advertising. A map search may include a delivery address or location.
• Resend sends service email, including account and privacy request messages. It receives the address and content needed to send each email.
• PayMongo handles subscription payments. It receives the owner’s billing and payment details needed for a charge.
• A public authority, where we are legally compelled. We will tell you unless we are forbidden from doing so.

Your shop may be in the Philippines, but these providers may process or access information from other countries. Singapore is the chosen location for our database and app functions. It is not a promise that every provider, support team or AI model operates only there.

Messages and attachments: 12 months. Conversations from Messenger ordering, and the images sent in them, are deleted automatically once they are older than twelve months. The job runs nightly.

There is one exception and we would rather state it than let you discover it. Anything attached to an order whose money has not settled is kept past the twelve months until it settles, and then ages normally from that point. A payment screenshot on an unpaid order is the evidence that the order is unpaid, so deleting it on schedule would destroy the record of a dispute while the dispute is still open.

Sales records: kept. A completed sale is a financial record. We keep it for as long as the law requires a business to keep its books, and section 8 explains what happens to the personal information attached to it when someone asks to be deleted.

Your account: for as long as you have one. Close your shop’s account and we delete your account information within 30 days, other than what we must keep for tax and accounting.

Website behavior: 180 days. Raw page views, clicks, scroll depth, form progress, and time spent are deleted once they are older than 180 days.

Deleting a person is not the same as deleting everything about them, and any policy that says otherwise is not telling you the truth. This section is the whole procedure: how to ask, what comes out, what stays, and how long it takes.

How to ask

If you ordered from a shop through Messenger, the fastest route is Facebook itself:

1. Open Facebook and go to Settings & privacy, then Settings.
2. Go to Apps and websites.
3. Find POSmates in the list and select it.
4. Choose Remove, and confirm.

Facebook sends us a signed request. We record it and return a link where you can check its status. Facebook’s identifier does not by itself identify which shop’s customer record is yours, so we verify the match before deleting anything. If the status says verification is pending, you can email us with the shop name and the mobile number or email address you gave the shop.

By email, for any request. Write to mategroupph@gmail.com with the subject Data deletion request, and tell us the mobile number or email address the shop has for you and the name of the shop you ordered from. We need those two things to find your record and to be sure we are deleting the right person’s information rather than somebody else’s. We may ask one question to confirm it is you. That is not an obstacle we are putting in your way, it is the same protection that stops someone else deleting your information.

If you are a shop owner asking us to close your own account, write to the same address from the email address on the account. Closing an account deletes your customers’ information with it, so export anything you need first.

What we remove

• The conversation with the shop, and every message in it.
• Every stored image from that conversation, including payment screenshots.
• Your Messenger customer record.
• Your saved delivery address and mobile number.
• Your customer record with the shop, including loyalty points and any note held about you.

What we keep, and why

The completed sale. A shop is required to keep its financial records and we are not able to delete a shop’s accounting records at the request of a third party without putting that shop in breach of its own obligations.

What we do instead is take you out of it. The sale stops pointing at any customer record, and your name and number come off the order. What is left is that a sale of certain items happened at a certain time for a certain amount, with nobody attached to it. It can no longer be used to identify you or to contact you.

We also keep anything we are separately required to keep by law, or that we need to establish, exercise or defend a legal claim, for as long as that reason lasts and no longer.

How long it takes

Within 30 days of us receiving a request that we can verify, and usually sooner. A request arriving from Facebook is recorded immediately, but deletion may wait for identity verification. If anything is going to take longer than 30 days, we will tell you why when we can contact you.

Backups. Deleted information may remain in protected backups until those backups expire under our providers’ retention schedules. If we restore a backup, we will reapply completed deletion requests where the restored data contains them.

Checking on a request. Reply to our confirmation email, or write to mategroupph@gmail.com quoting the reference we gave you. If we cannot delete something you asked us to delete, we will tell you which item and the reason, not just that we declined.

Section 16 of Republic Act 10173 gives you these, and they are not conditional on asking nicely:

• To be told whether we hold information about you, and to be given a copy of it.
• To know why we hold it, how it is processed, and who it has been given to.
• To have anything inaccurate or incomplete corrected, and to have the correction passed on to anyone we already gave it to.
• To have information blocked, removed or destroyed where it is incomplete, outdated, false, unlawfully obtained, used for something you did not agree to, or simply no longer needed.
• To be compensated for damage caused by inaccurate, false or unlawfully used information about you.
• To complain to the National Privacy Commission.

Write to mategroupph@gmail.com. We will answer within 15 working days, and if a request is going to take longer than that we will tell you why rather than going quiet.

If you are a customer of a shop that uses POSmates, that shop decides what happens to your information and we will usually pass your request to them. We will tell you that we have done so.

Section 20 of the Act requires organisational, physical and technical measures proportionate to the risk. In practice:

• Data is encrypted in transit and at rest.
• Passwords and staff PINs are hashed. Nobody at POSmates can read them, including us.
• Access to a shop's data is restricted to that shop's own owner and staff, enforced in the database rather than only in the app.
• Staff access is scoped by role, so a cashier does not see payroll.
• Access by our own people is limited to those who need it to run or support the service, and it does not end when someone leaves: the duty of confidentiality continues.

No system is perfectly secure and we are not going to claim otherwise. If a breach happens that is likely to put you at real risk of serious harm, we will notify the National Privacy Commission and everyone affected, describing what happened, what information was involved and what we are doing about it. The Act requires that promptly and we treat it as a floor, not a target.

POSmates is a tool for running a business and is not directed at children. We do not knowingly collect information from anyone under 18 as a user of the service. If you believe a child’s information has reached us, write to mategroupph@gmail.com and we will remove it.

If we change what we collect, why, or how long we keep it, we will change this page and change the date at the top. Where the change materially affects you, we will tell you in the app or by email rather than relying on you noticing. The Act does not allow us to quietly amend what we have already told you.

POSmates is operated by AUTOMATESPH INFORMATION TECHNOLOGY SOLUTIONS at Blk 27 Lot 7, Samahang Binhi, San Vicente, Angono, Rizal 1930, Philippines and is offered to shops in the Philippines. For privacy questions and requests, including any of the rights in section 9, write to mategroupph@gmail.com.

Our Data Protection Officer is Jonathan Aldrin Colendres. You can reach him at the same email or postal address.

You also have the right to complain directly to the National Privacy Commission, and you do not need to come to us first.

See also our terms of service.