Privacy Policy

A. Tenant Account & Operational Profiles

• Account Registration: Names, business identities, contact numbers, emails, and subscription billing details.
• Staff Profiles: User credentials, names, operational system roles (e.g., Owner, Admin, Manager), and administrative session timestamps.

B. Operational Sales Logs & Multi-Inventory Assets (Processed on behalf of Tenants)

• Sales Logs: Internal records of daily sales numbers, historical volume trends, payment tracking tags (e.g., Cash, GCash, Maya, Cards), discount percentages, and overall sales velocity metrics entered into the system.
• Inventory Assets: Product master listings, configurations (sizes, parts numbers, variations), cost profiles, supplier contact data, and active stock levels tracked across various storages or branch hubs.
• Customer Context: Optional customer listing data, including basic profiles and localized loyalty point parameters managed manually by the user.

C. Technical & Device Information

• IP addresses, approximate geographic location derived from your IP address at sign-in, browser variants, operating system metadata, session duration parameters, and system activity logs recording administrative actions.

D. Uploaded Documents, Images, and Scanning Inputs

When you use our scanning tools to restock inventory or to add products, we receive the material you submit and the results produced from it. It is important to distinguish two kinds of upload:

• Temporary Scanning Inputs: Files you submit only so that information can be read out of them — most commonly receipts, invoices, and delivery notes, but also product photographs, labels, packaging or barcode images, PDF documents, spreadsheet files such as Excel or CSV, and supplier catalogs when these are used purely as a source for extraction. These files are processed temporarily to produce the extracted results. MiPOS does not retain them after processing is complete, and they do not become part of your MiPOS business records. See Sections 4 and 10.
• Files Intentionally Saved to a Record: Files you choose to attach to a record so that they remain part of it — for example, a product photograph you save to a product. These are stored with the associated record for as long as that record exists.
• Your Instructions: Any optional prompt, note, or instruction you type alongside an upload to tell MiPOS how you want the document interpreted.
• Extracted Structured Data: The fields our processing reads out of your upload, such as product name, brand, SKU, barcode, product variant, category and subcategory, unit of measurement, specifications, quantity, cost or purchase price, selling price, supplier information, description, receipt or invoice date, and other product or transaction details relevant to the operation you requested.
• Enrichment Results: Additional product information retrieved from external or publicly available sources when an item in your upload does not already exist in your store inventory.
• Processing Records: Technical records of the scan itself — for example the request identifier, the time of upload, the branch and user account that submitted it, processing status and errors, and whether you accepted, edited, or discarded the extracted results.
• Incidental Personal Information: Any personal information that happens to appear on a document you upload. This is described further in Section 6.

E. Store-Specific AI Memory

Where the feature is enabled for your tenancy, MiPOS may retain reusable reference information derived from actions you have verified — for example, a confirmed relationship between a supplier’s abbreviated item description and one of your products. This is described in Section 5.

A. Receipt and Invoice Scanning for Restocking

When you scan a supplier receipt or invoice to restock your inventory, the workflow is as follows:

1. You upload or scan the receipt or invoice, and may optionally add an instruction describing what you want done with it.
2. The document is processed using AI-assisted document understanding.
3. Text and figures are extracted from the document through optical character recognition (OCR) and related extraction techniques.
4. The extracted line items are interpreted as products, quantities, prices, dates, and supplier details.
5. Those items are matched against the products that already exist in your store inventory.
6. Where a product is not found in your inventory, MiPOS may consult external or publicly available sources for additional product information.
7. The complete set of results is presented to you for verification and editing.
8. Only after you confirm the results does MiPOS create products or record the restocking transaction.
9. Once the scanning operation is complete, the original receipt or invoice image is discarded by MiPOS.

In short: MiPOS keeps the useful structured business information, not the original receipt image. Receipt and invoice images submitted solely for scanning are processed temporarily and are not retained by MiPOS after the scanning operation is completed, so the original image does not become part of your MiPOS business records. Temporary copies created solely to carry out the processing are discarded as part of the application’s processing lifecycle. The structured information extracted from the document may be retained after you verify it, because at that point it forms part of your business records. Performing the extraction does require the image to be transmitted to our processing provider, as described in Subsection C.

B. Adding Products with AI Assistance

The same AI-assisted processing is available when you are adding products rather than restocking. You may upload materials such as product photographs, product labels, packaging images, barcode images, PDF documents, Excel or CSV files, supplier catalogs, and other product documentation.

From these materials, MiPOS may extract product attributes including product name, brand, SKU, barcode, category and subcategory, variant, unit of measurement, specifications, cost, selling price, supplier information, description, and other relevant product attributes.

As with receipt scanning, these inputs may be processed by third-party AI services where required to provide the feature, and the extracted results are presented to you for verification before any product record is created.

In this workflow, please note the difference between a file used only as a source of information and a file you deliberately keep. A document or image submitted only so that product details can be read out of it is a temporary AI input and is discarded once the extraction is complete. A product photograph that you choose to attach to a product record is intentionally stored product media, and is retained with that product record under Section 10. Not every uploaded product image is deleted — only scanning inputs that you have not chosen to save.

C. What Is Sent for Processing, and Why

To perform the steps above, the document or image you upload, together with any instruction you typed and limited context needed to interpret it, is transmitted to third-party service providers, including artificial intelligence providers, acting as our service providers and on our instructions. This is necessary because the document must actually be read in order to extract its contents.

MiPOS currently uses the OpenAI API for reading and extracting information from uploaded documents and images, and the Google Gemini API for product enrichment and for the Mia assistant. What is sent is limited to what the requested operation requires, and may include:

• The uploaded file or image itself, or a derived copy of it such as a resized image or an extracted page.
• Any optional prompt or instruction you supplied with the upload.
• Limited supporting context needed to interpret the document correctly — for example, relevant existing product names, units of measurement, or category labels from your inventory so that extracted items can be matched against what you already stock.

We do not send your full database, your complete sales history, or unrelated tenant data as part of a scanning request.

Please note the distinction between our own handling and the provider’s. On the MiPOS side, a receipt or invoice image submitted solely for scanning is not retained after the scanning operation is completed. Separately, that image is necessarily transmitted to the AI provider so that the requested extraction can be performed, and the provider’s handling of it — including any temporary retention on its systems — is governed by the applicable provider terms, configuration, and contractual arrangements in effect for the MiPOS account used. Those terms are set by the provider rather than by MiPOS, and this Policy does not represent how long any provider retains submitted material. The providers and configurations used by MiPOS may change over time, and this Policy will be updated as appropriate.

D. What the AI Processing Is Used For

Artificial intelligence is used here as a reading and organizing tool. Specifically, it is used for:

• Document understanding — recognizing what kind of document you uploaded and how it is laid out.
• Optical character recognition (OCR) and text extraction — converting the words and numbers in an image or scan into machine-readable text.
• Product identification — working out which line items on the document are products, and which values are quantities, prices, or dates.
• Normalization — putting extracted values into consistent formats, such as standardizing units of measurement, product naming, or date formats.
• Enrichment — supplementing incomplete product details with additional information where available.

This processing is used to prepare draft information for your review. It is not used to make decisions about you, to profile you or your customers, or to determine eligibility for any service.

E. External Product Enrichment

When a product extracted from your document does not already exist in your store inventory, MiPOS may consult external or publicly available sources to enrich the product record — for example, to identify a brand, a standard product description, a category, or packaging information associated with a barcode or product name. This lookup is currently performed using the web search capability provided through the Google Gemini API, which means the product identifier or description being looked up (for example, a barcode, product name, or brand) is submitted as a search query to that service.

We limit these lookups to product identification details and to a capped number of items per scan. We do not submit your prices, supplier terms, stock levels, or other confidential business figures as search queries. Information returned from external sources is supplied by third parties, may be incomplete or out of date, and is presented to you as a suggestion only.

F. AI Results Are Suggestions, and You Verify Them

Automated extraction can misread handwriting, faded print, unusual layouts, or unfamiliar products, and enrichment results may be inaccurate. For that reason:

• Extracted and enriched information is presented to you as a suggestion, for verification and editing before it is used.
• MiPOS does not create products or commit inventory or restocking changes based solely on AI-generated output. A user must review and confirm the results before those changes are made.
• The AI does not independently make final inventory decisions. The decision to create a product, accept a match, or record a restocking transaction is made by you.
• You remain responsible for the accuracy of the product records, cost figures, and stock movements you confirm and save.

G. Upload Only What Is Needed

Please upload only documents and images that are necessary for the inventory operation you are performing. Avoid submitting files that contain personal or sensitive information not required to identify products, quantities, prices, suppliers, or transaction dates — and where practical, crop, mask, or redact such details before uploading. See Section 7 for your responsibilities.

A. How Mia Uses Your Data

• Context Preparation: When you prompt Mia for an internal business analysis, your raw database is not exposed directly to the provider. Our backend processes the query through our tenant-scoped access controls, compiles the relevant figures or metadata, and passes a limited context to the provider API solely to compose the conversational response.
• Web Search in Conversations: For certain questions, Mia may use the web search capability provided through the provider API to look up external reference information. Where this happens, search terms derived from your question are submitted to that search service. Please avoid including confidential business details in questions that ask Mia to look something up externally.
• Chat History: Your conversations with Mia, including your prompts and Mia’s responses, are stored against your tenancy so that you can revisit them, and are retained as described in Section 10.
• No Commercialization: We do not sell, lease, or monetize your branch’s internal logs, uploaded documents, extracted product data, or AI memory to external brokers or advertising entities.

B. Store-Specific AI Memory

To reduce repetitive correction work, MiPOS may retain reusable reference information learned from actions you have verified, so that future scans and product matches for your store are more accurate. For example, if a supplier receipt shows “COKE 1.5 PET” and you confirm that this refers to your product “Coca-Cola 1.5L,” MiPOS may remember that relationship for your store so that the same item is recognized next time.

Information of this kind may include:

• Product aliases and supplier-specific product names.
• Supplier product codes, SKU relationships, and barcode relationships.
• Product naming conventions and category preferences used in your store.
• Recurring supplier document patterns and layouts.
• Product matches you have confirmed, and corrections you have made to AI-generated results.

The following limits apply to this feature:

• Derived From Verified Actions Only: AI memory is created from information you have reviewed and confirmed. MiPOS does not create AI memory from unverified AI-generated output.
• Tenant-Scoped: AI memory is associated with the tenant and store it was derived from, and is subject to the access controls described in Section 2.
• Not Shared Between Tenants: Mappings and preferences learned from one store are not used to process documents or match products for another store.
• Separate From the Business Record: AI memory is held separately from the underlying business records it was derived from. A verified mapping may be retained even though the original receipt image it came from has been discarded.
• Deleting Memory Does Not Delete Records: Removing AI memory removes the reusable mapping or preference only. It does not delete products, reverse inventory or restocking transactions, delete historical sales, or otherwise modify confirmed business records.
• Not Used to Build General AI Models: MiPOS does not use one customer’s private inventory information as training data for a general or shared MiPOS artificial intelligence model. AI memory is reference information used to provide the MiPOS functionality you requested for your own store. This statement describes MiPOS’s own practices and is not a representation about the model training practices of OpenAI, Google, or any other third-party provider.
• Provider Terms Still Apply: Separately from MiPOS’s own practices, how third-party AI providers handle information transmitted to them is governed by the applicable provider terms, configuration, and contractual arrangements, as described in Sections 4C and 8.

C. Business Data and AI Memory Are Different Things

Business Transaction Data is your operational record: your products, inventory balances, sales, suppliers, and transactions, together with the information extracted from scanned documents that you have verified and confirmed. It is the authoritative record of your business activity. It does not include the receipt or invoice images used only for scanning, which are discarded after processing.

AI Memory is a smaller set of verified mappings and preferences — such as “this supplier abbreviation means this product” — used to improve the accuracy of Mia’s future responses and of future product matching for your store. It is a working aid, not a business record.

AI memory remains associated with the applicable tenant and store, and is subject to that tenant’s data controls and to the deletion procedures described in Section 10.

A. Business Records

• Retention: We hold your sales logs and stock balances for as long as your platform subscription is active, or as needed to maintain historical trends for your business dashboard.
• Account Deletion: Upon an explicit data removal request from the primary account owner, MiPOS will trigger account closure routines. We respect your "Right to Erasure" under the Philippine Data Privacy Act of 2012.
• All active database tables, product variant structures, and user access records tied to your company_id will be purged from our primary production environments within thirty (30) days of verified request completion.
• Scope of Account Closure: Account closure covers your account and business data (products, inventory, sales, suppliers, transactions, and user records), your AI memory, and your Mia conversation history. Receipt and invoice images used only for scanning are not part of this scope, because they are discarded after processing and are not held as permanent account data.

B. Receipt and Invoice Images Used Only for Scanning

A receipt or invoice submitted solely so that its contents can be read follows this lifecycle: it is uploaded, processed temporarily, read by our AI processing provider, the extracted results are returned to MiPOS for your verification, and the original image is then discarded.

MiPOS does not retain the original receipt or invoice image after the scanning operation, and that image does not become part of your permanent MiPOS business records. Temporary working copies created solely to carry out the processing — such as a resized image or an extracted page — are discarded as part of the same processing lifecycle.

This describes MiPOS’s own retention. As explained in Section 4C, the image must be transmitted to the AI provider for the extraction to happen, and that provider’s handling and any temporary retention on its systems are governed by the applicable provider terms, configuration, and contractual arrangements. MiPOS does not control and does not represent those provider-side periods.

C. Information Extracted From Your Documents

While the original image is discarded, the useful structured information read from it may be retained:

• Draft and Unverified Extraction Results: Draft product lists, quantities, prices, and supplier details awaiting your review. These are retained while the draft remains available for you to act on, and are removed when the draft is completed or discarded.
• Confirmed Product Information: Once you verify and confirm extracted results, the resulting product records become part of your ordinary business records and are retained under Subsection A above.
• Confirmed Restocking Transactions: Inventory and restocking movements you confirm are likewise ordinary business records, retained under Subsection A above.
• Supplier Information: Supplier details you confirm from a document become part of your ordinary business records and are retained under Subsection A above.
• Processing Logs: Technical records of a scan — request identifier, time of upload, submitting account and branch, processing status, and error diagnostics — retained as needed for troubleshooting, security, and abuse prevention. These records do not include the discarded image.

D. Product Images and Files Attached to Records

Images and files you deliberately attach to a record — for example a product photograph you save to a product — are not treated as temporary scanning inputs. They are stored with the associated product record and retained for as long as that record exists, or until you delete the image or the record.

E. AI Memory and Mia Conversations

AI memory is retained separately from the documents it was derived from. Using the earlier example: if a receipt shows “COKE 1.5 PET” and you confirm this refers to your product “Coca-Cola 1.5L,” the receipt image itself is discarded, while the verified mapping between that supplier description and your product may be retained as store-specific knowledge.

• AI Memory: Verified mappings and preferences described in Section 5 are retained for as long as they remain useful for product matching and document processing within your tenancy, or until deleted on request or as part of account closure.
• Mia Conversations: Prompts and responses exchanged with the Mia assistant are stored against your tenancy so that you can revisit them, and are retained until deleted on request or as part of account closure.

F. Provider-Side Retention

Any retention of transmitted data by third-party service providers occurs outside MiPOS systems and is governed by the applicable provider terms, configuration, and contractual arrangements. MiPOS does not control those periods and does not represent them in this Policy.

G. Deletion Requests

You may delete images and files attached to a record from within the Service. To request deletion of extracted data, Mia conversations, or AI memory associated with your account, please contact our Data Privacy Officer using the details in Section 12. Because a receipt or invoice image used only for scanning is already discarded after processing, there is no stored original for us to delete.

Deleting AI memory removes the reusable mappings and preferences concerned, where applicable. It does not delete your products, reverse inventory or restocking transactions, delete historical sales, or otherwise modify confirmed business records. Likewise, deleting an attached image does not reverse product records or inventory movements you already confirmed; those are ordinary business records and must be corrected or removed separately.

Minimal operational logs may be retained after deletion where necessary to resolve disputes, prevent fraud, enforce our Terms of Service, or comply with a legal obligation, and are destroyed once that purpose is served. Deletion within MiPOS does not by itself remove data that a third-party service provider may hold under its own terms; where a provider offers a deletion mechanism, we will make reasonable efforts to give effect to your request.