The short version
- Your shop's data (products, stock, sales, customers, staff and settings) is stored in the browser on your own device. It is not sent to us, and we can't see it.
- Apart from loading and updating, the app only goes online to check a licence key, to look up a barcode when you ask it to (and download the product picture that look-up finds), and to send us a technical error report if something goes wrong (you can turn this off).
- If you fill in the demo form on this website, we keep what you send for up to two years so we can reply and follow up.
- We don't use analytics or advertising cookies, and we don't sell personal data.
Who we are
PointFlow is a trading name of Aggrey Fynn, a sole trader based in Keighley, BD20 6NB, United Kingdom.
For the personal data described on this page, Aggrey Fynn, trading as PointFlow, is the data controller. Questions about privacy: [email protected].
Your shop's data stays on your device
The PointFlow app runs in your web browser. Everything you enter into it is stored in that browser, on that device. This includes your products and stock, sales and refunds, customer details, staff accounts and PINs (PINs are stored scrambled, not as the digits you type), and your settings. None of it is uploaded to PointFlow.
Backups are files that you control:
- Downloaded backups go wherever you save them.
- Snapshots are kept in the same browser as the shop.
- Folder backups are saved to a folder you choose on your computer. If Google Drive, OneDrive or a similar service syncs that folder, that service holds an encrypted copy under its own terms.
Over a secure (https) connection, which is how PointFlow is normally opened, downloaded and folder backups are locked with a password you choose. We never receive the password and cannot open your backups.
The information you record about your own customers and staff is yours. For that information, your business is the data controller and is responsible for handling it lawfully. We do not process it on your behalf, because it never reaches us.
When the app goes online
- Opening the app. The app is served by Cloudflare. As with any website, your device's IP address and basic browser details reach Cloudflare's servers when the app loads or updates. We rely on our legitimate interest in running and securing the service.
- Licence keys. If you use a licence key, the app sends it to our licence server when you enter it, each time the app starts while online, and when you choose to verify it. This checks the key is genuine and hasn't been suspended. The key contains an account reference (usually based on your business name), your plan and the features it includes, the number of users, its expiry and trial end dates, and how long it can work offline. No other shop data is sent. The licence server receives your IP address. We do this to provide the plan you have with us (contract).
- Error reports. If the app hits an error, it sends a report to Sentry, a service we use to find and fix problems. The report contains the error message and where in the app's code it happened, the app version, your browser, operating system and device type, the page address (without anything after a "?" or "#"), your country setting, plan and licence status, which screen was open, whether the device is being used as a till, and how the app stores its data on the device. It is designed not to contain your shop's data: it doesn't include your products, stock, sales, customers, staff or settings, and quoted text, email addresses and long numbers are removed from the error details before they are sent. Sentry sees your IP address when a report arrives; we have set our Sentry account not to store it. Reports are kept by Sentry in the European Union for up to 90 days. We rely on our legitimate interest in keeping the app working. An admin can turn error reports off in Settings → Localisation, tax & data. Sample data and the public demo never send reports.
- Barcode look-up. When you ask the app to look up a product by its barcode, the barcode number is sent to Open Food Facts, Open Beauty Facts and Open Products Facts and, if they don't find it, to UPCitemdb. Nothing else from your shop is sent. These services receive your IP address.
- Product pictures from a barcode look-up. If a look-up finds a picture, the app downloads it from the address the look-up service gives, for example images.openfoodfacts.org or a retailer's website. That website receives your IP address.
This website
Demo requests. When you use the form on our contact page, we collect your name, business name, email address, what you sell, how many shops you have, your message, your IP address and your country. We use this to reply to you, set up a demo and follow up, and to keep the form free of spam and abuse. Our lawful bases are taking steps you ask for before a contract (UK GDPR Article 6(1)(b)) and our legitimate interests in replying, following up and keeping the form free of spam (Article 6(1)(f)). You can ask us to stop following up at any time.
- The form data is stored with Cloudflare and deleted automatically after two years.
- A confirmation email is sent to you through Resend, our email provider.
- Cloudflare Turnstile checks that the form is being filled in by a person. It looks at signals from your browser to do this.
Fonts. The website loads its fonts from Google Fonts, so your browser's request (including your IP address) reaches Google.
Cookies. This website doesn't set analytics or advertising cookies. Cloudflare may set a strictly necessary cookie to protect the site from attacks.
Customers and billing
When your business becomes a customer, we keep your business name, the name, email address and phone number of your contact person, your licence details and your invoices. We use them to provide the plan, bill you and keep the records the law requires. Our lawful bases are the contract with you (Article 6(1)(b)) and our legal obligation to keep accounting records (Article 6(1)(c)). We keep these records for six years after your plan ends.
Emails and support
If you email [email protected] or [email protected], we use what you send to help you, relying on our legitimate interest in answering you or, for customers, our contract with you. We keep support emails for as long as we need them to deal with your request. Emails about your plan are kept for up to six years after it ends, for our accounting and legal records.
Who we share data with
These service providers process data for us under contract:
- Cloudflare: website and app hosting, the licence server, storing demo requests, spam protection.
- Resend: sending confirmation emails.
- Sentry (Functional Software, Inc.): receiving and storing the app's error reports, in the European Union.
- Our email provider, which receives messages sent to hello@ and support@ and forwards them to our team.
The website also loads its fonts from Google, which receives your IP address when it does.
The barcode services named above are independent services that receive only the barcode you look up. We don't sell personal data, and we don't share it for advertising.
International transfers
Our providers may process data outside the United Kingdom, including in the United States. Where they do, the transfer is covered by an adequacy decision or by standard contractual safeguards approved under UK data protection law.
We don't make decisions about you based solely on automated processing. You don't have to give us any personal data, but without it we can't reply to a demo request or provide a plan.
Your rights
Under UK data protection law (UK GDPR and the Data Protection Act 2018), and under Ghana's Data Protection Act, 2012 (Act 843), you can ask us:
- for a copy of the personal data we hold about you;
- to correct it, or to delete it;
- to restrict or object to how we use it;
- to move it to someone else.
Email [email protected] and we will reply within one month. If you're unhappy with how we handle your data, you can complain to:
Keeping data safe
The website and app are served only over encrypted connections. Password-protected backups are encrypted on your device before they are saved. Access to demo requests is restricted to the PointFlow team members who reply to them.
Children
PointFlow is a tool for businesses. It isn't intended for children, and we don't knowingly collect children's data through this website.
Changes to this policy
If we change how we use personal data, we'll update this page and the date at the top. For significant changes affecting customers, we'll also let you know directly.