Ember POS#105Privacy
Privacy Policy
Last updated: 31 October 2026
EmberPOS ("the app", "we", "us") is a point-of-sale and back-office app for cafés and restaurants, operated by Ember POS ("the operator"). This policy explains what information the app handles, why, and the choices you have. By creating an account or using the app you agree to this policy.
1. Who the data belongs to, and who is responsible for it
EmberPOS is business software. Most information in the app is your shop's own operating data (your menu, your sales, your staff records) that you enter and control. We store and process it on your behalf so the app can work across your devices. We do not sell your data and we do not use it for advertising.
That split matters in law, so we state it plainly. For the personal information your shop puts into the app, your employees' names and wages, the customers you add, the people on your utang list, your shop is the personal information controller: you decide what is collected and why, and you are the one those people deal with. We are the personal information processor: we hold and process it only to run the service for you, on your instructions, and we do nothing else with it. For your own account with us, the email you sign in with, your subscription status, error reports from the app, we are the controller.
In practice: if one of your staff or customers asks to see, correct or delete what your shop holds about them, that request is yours to answer, and the app gives you the tools to do it. If you need our help to answer it, ask us and we will help.
2. Information we collect
| Category | Examples | Why |
|---|---|---|
| Account & sign-in | Your email address and a securely hashed password, or, if you choose "Continue with Google", your Google account email and name. We never see your Google password. | To create and secure your shop account and sign you in. |
| Shop / business data | Shop name, menu and prices, ingredients and recipes, inventory, customers you add, orders and payments, expenses, quotations, and reports. | Core POS and reporting features you use the app for. |
| Staff records | Employee names, roles, staff passcodes (stored as bcrypt hashes), wages, time-clock entries and schedules that an owner/manager enters. | Staff login, timekeeping, and payroll features. |
| Technical / diagnostic | If the app hits an error, we record the error message and stack trace, the app version, the platform, the screen it happened on, and the account and shop it happened in. | To keep the app reliable and fix problems. |
| Location (only when you tap a button) | On the ordering page, a customer who taps "Use my location" shares their position. It is saved in the order's delivery address, shown to that shop, and used to work out the delivery fee. A shop owner can save the shop's position for distance-based delivery and for the clock-in fence, and the staff device's position is checked at the moment someone clocks in. Only the shop and Ember POS (as processor) can see it. | Delivery address and fee, and the clock-in fence. Location is read only when the person taps the button or clocks in, kept with the order or the shop settings, and deleted when the order or the shop is deleted. |
| Customers of a shop (ordering and booking pages) | The name, mobile number, delivery address and note a customer types when ordering, and the name, mobile number, party size, email (if given) and note a guest gives when booking a table. | So the shop can make, deliver or seat the order or booking. The shop decides how it is used; Ember POS processes it for the shop. It is deleted with the order or booking, or when the shop is deleted. |
| A shop’s riders (the delivery link) | The rider’s first name as the shop types it, and, only between Start delivery and Delivered, the rider’s phone location. Only the latest position is kept, never a trail. | So the shop and that order’s customer can see the delivery coming. The position is wiped when the rider taps Delivered or the shop stops the link, and after 12 hours at the latest. The rest of the delivery record is deleted after 90 days. The shop decides how it is used; Ember POS processes it for the shop. |
| People using the shop finder (emberpos.net/shops) | If you tap Near me, your approximate location, sent once to sort the shops by distance. Only shops whose owner chose to be listed are shown. | To show you the nearest shops. Your location is not saved. |
| Ember accounts for customers | If you make an Ember account to order ahead or follow an order, the details you give for it. What we keep, and how to delete it, is set out in the terms and privacy for Ember accounts. | To let you order and track orders at the shops that use Ember. |
| Messages to our Facebook Page | If you message the Ember POS Page on Facebook Messenger, or comment on its posts, we receive what Facebook sends us: your name as shown on Facebook, an ID that Facebook makes only for our Page, your messages and the time you sent them. If you already use Ember, we look at your own shop's account (for example its app version or plan) to answer you correctly. | Only to answer you and to help you with Ember. We never sell it, never use it for ads, and never share it with other shops. You can ask us to delete it at any time (section 7). |
| Subscription & purchase | If you subscribe, our billing provider receives your account identifier and the purchase and renewal status Google Play reports for it. If you pay on our website, our payment provider receives the payment details you enter on its own page; we receive only confirmation of the payment. | To unlock the paid features on every device you sign in to. |
We do not collect contacts, camera roll, microphone, or advertising identifiers. The only pictures we keep are the ones you choose to put on your own menu (stored under your shop, deleted when you delete your shop). EmberPOS contains no third-party advertising or analytics SDKs.
3. How payments work
Sales you record in the POS (cash, card, e-wallet, etc.) are your own bookkeeping entries, the app records the amount and method; it does not process or transmit your customers' card numbers. The EmberPOS subscription itself is purchased either through Google Play Billing under Google's own terms, or on our website through a licensed Philippine payment provider (QR Ph, GCash, Maya or card, as shown at checkout) on that provider's own page. Your card or wallet details go to Google or to that provider, never to us. We only receive confirmation that a subscription is active.
4. Where data is stored and who processes it
Your data is stored in a secure cloud database hosted by Supabase (running on Amazon Web Services infrastructure). Each shop's data is isolated from every other shop by per-row security rules and is reachable only with your authenticated session. We use Google Sign-In (by Google LLC) only if you choose it. Subscription purchases are processed by Google Play Billing and their status is managed for us by RevenueCat, Inc., which receives your account identifier and your purchase and renewal status, but no card details and none of your shop's sales, staff or customer data. Website payments are processed by our payment provider, which receives only what is needed to take the payment. Messages to our Facebook Page come to us through Meta Platforms and are handled by the service providers that help us read and answer them, only for that purpose. These providers process data solely to deliver the service to you.
5. How long we keep it
We keep your shop's data for as long as your account is active so the app remains useful. When you delete your account (see section 7), your shop data and account are permanently removed. Your sales record and Z readings, and the record of what you paid us, are kept without your shop's name or any staff name for as long as tax law requires, and are then removed.
6. Your rights
EmberPOS is operated from the Philippines and follows the Data Privacy Act of 2012 (Republic Act No. 10173) and the rules of the National Privacy Commission. Under that law you have the following rights over personal information we hold about you. Most of them you can exercise yourself, in the app, without asking anyone:
- To be informed: to know that your data is being collected and what it is used for. That is what this document is.
- To access: to see what we hold. Your shop data is visible to you in the app at any time; for anything else, ask us.
- To correct it: to have anything inaccurate fixed. You can edit your shop data directly in the app.
- To object: to say no to processing you did not agree to. We do not use your data for advertising, profiling or automated decisions of any kind.
- To erasure or blocking: to have your data removed. You can delete your entire shop and account from inside the app (section 7).
- To data portability: to take your data with you in a usable form. You can export your menu, sales and reports from Settings → Data & Backup as CSV files.
- To damages: to be compensated if you suffer harm because your data was handled wrongly.
- To complain: if you are not satisfied with how we have answered you, you can lodge a complaint with the National Privacy Commission at privacy.gov.ph. You do not need our permission to do so.
Write to the address in section 12 to exercise any of these. We answer within 15 working days, and we will tell you if we need longer and why.
7. Deleting your account and data
In the app: Open Settings → Data & Backup → Danger zone → "Delete shop & account",
type DELETE and your owner password, and tap Permanently delete.
This immediately and permanently erases your shop and all of its data, sales, menu, inventory, customers, staff records, reports, and closes your EmberPOS account. This cannot be undone. Only your sales record, Z readings and payments to us are kept, without a name, as tax law requires. You can also request deletion by emailing us at [email protected] and we will action it.
Messages you sent our Facebook Page: email [email protected] or send our Page the message "Delete my messages". We remove the copy of your messages that we keep within 30 days. The conversation itself stays in your own Messenger until you delete it there.
8. Children
EmberPOS is a tool for businesses and is not directed to children under 13.
9. Security
Account and staff passwords are stored only as salted bcrypt hashes, never in plain text, and password hashes cannot be read back through the app's API. Connections are encrypted in transit (HTTPS/TLS), and access to your data requires your authenticated session. Each shop's records are separated at the database level, so one shop's session can never read or change another shop's data.
10. If data is exposed
If personal information we hold is lost, exposed or accessed by someone who should not have it, and that is likely to put anyone at real risk, we will notify the National Privacy Commission and the people affected within 72 hours of becoming aware of it, as the Data Privacy Act requires. The notice will say what happened, what information was involved, what we are doing about it, and what you should do. We will not wait until we have every detail before telling you.
11. Changes to this policy
If we make material changes we will update the "Last updated" date above and, where appropriate, notify you in the app.
12. Contact and our Data Protection Officer
We have designated a Data Protection Officer as required by the Data Privacy Act. Any question about this policy, any request to exercise a right in section 6, and any privacy concern should go to them:
Data Protection Officer
Ember POS Computer Software Store
Philippines
Email: [email protected]
Registered with the Department of Trade and Industry (Business Name No. 8408424) and with the Bureau of Internal Revenue under RDO 041, Mandaluyong.