Privacy Policy

Residence Technologies Limited ("we", "us", "our") operates the Residence AI Point-of-Sale (Datashop) platform, a multi-tenant cloud-based retail management system serving shops across Kenya and East Africa, including general retailers, supermarkets, and — critically — licensed pharmacies.

This Privacy Policy governs how we collect, process, store, and protect data generated through the Datashop platform. It applies to all shop account holders, employees, and customers whose data is processed through the platform.

We collect the following categories of data when you use the platform:

• Operating and delivering the Datashop platform to your shop account
• Processing sales transactions, invoices, stock records and refill reminders
• Sending M-PESA payment confirmations and transaction alerts via SMS
• Generating your shop's financial reports, dashboards, and analytics
• Managing employee attendance, rotas, leave, and workforce scheduling
• Sending platform subscription invoices and renewal notifications
• Providing technical support when you contact us
• Detecting and preventing fraudulent or unauthorised access to your account
• Improving platform performance, fixing bugs, and releasing new features
• Complying with legal obligations under Kenyan law
• Training our internal ARIA AI assistant on anonymised, aggregated retail patterns (never individual customer identities — see Section 5)

We WILL NOT do the following with medical or health data:

• Sell, license, or transfer individual patient/customer health records to any third party
• Use prescription or dispensing records to train external AI or machine-learning models
• Share medication names, dosages, or diagnosis-related notes with advertisers or data brokers
• Access individual pharmacy dispensing records for any internal purpose beyond technical support explicitly requested by the shop owner
• Transmit health data outside Kenya without explicit written consent from the shop owner
• Use health data to build customer profiles for marketing purposes
• Retain health data beyond the period required by the shop's active subscription, except where required by law

What we DO with medical data:

• Store it encrypted at rest on our Heroku/PostgreSQL infrastructure hosted within compliant data centres
• Restrict access to your shop's data strictly to your authenticated shop employees
• Include it in your shop's encrypted export when you request a full data export
• Permanently delete it within 30 days of account closure upon written request

Datashop includes ARIA, an on-platform AI assistant that analyses your shop's own data to provide insights and recommendations. ARIA operates entirely within your shop's data boundary.

• ARIA only accesses data belonging to your own shop account
• Cross-shop pattern learning uses fully anonymised, aggregated statistics only — never individual customer names, phone numbers, or health records
• No data is sent to external AI providers (e.g. OpenAI) through ARIA
• You can disable ARIA analytics for your shop by contacting support

• Sell your shop's data or your customers' data to any third party
• Access your shop's financial records, sales data, or customer data without your explicit permission
• Share your M-PESA transaction data with any party other than to process your own transactions
• Use your customer data for our own marketing or advertising
• Lock you out of your data — you can export everything at any time
• Delete your data without notice during an active subscription
• Discriminate between shops based on the nature of their data

• Active subscription: All data retained for the life of the subscription
• Expired subscription: Data retained for 90 days in read-only state, then permanently deleted unless renewed
• Account closure: Data deleted within 30 days of written closure request
• Health / prescription records: Deleted on the same schedule unless a longer period is required by Kenyan pharmacy regulations
• Audit logs: Employee login logs retained for 12 months for security purposes
• Backups: Backup copies purged within 7 days of primary data deletion

We use the following third-party services to operate the platform. Each is governed by its own privacy policy:

• Heroku (Salesforce) — cloud hosting and database
• Google Cloud Storage — file and media storage
• Twilio — SMS notifications
• M-PESA (Safaricom) — payment processing
• Azure Computer Vision — receipt and document scanning features
• Anthropic Claude — AI-powered features (anonymised queries only)

• Access: Request a full export of your shop's data at any time via the 18-file CSV export under Shop Setup
• Rectification: Correct any inaccurate data directly in the platform
• Erasure: Request permanent deletion of your account and all associated data
• Portability: Export your data in CSV format compatible with standard spreadsheet tools
• Objection: Opt out of any non-essential data processing by contacting us
• Complaint: Lodge a complaint with the Office of the Data Protection Commissioner of Kenya

We may update this Privacy Policy when we add new features, change data practices, or in response to regulatory changes. When we do:

• The version number and "Last updated" date at the top of this page will change
• We will notify shop owners by email at least 7 days before material changes take effect
• All platform users are asked to re-confirm acceptance every 30 days when accessing the platform
• Continued use of the platform after the effective date constitutes acceptance