Privacy notice

1.Who we are

This notice explains how TopDuka (“we”, “us”) handles personal data when you visit topduka.com, create a TopDuka account, or use our dashboard, point of sale and storefronts. For your account data, we are the controller. For the data of the people who buy from your shop, you are the controller and we process it on your behalf.

2.What we collect

We collect:

• Account details: your name, email address, phone number, business name and password (stored as a secure hash, never in plain text).
• Information from Google, if you choose Sign in with Google (see section 3).
• Shop data: products, prices, stock, locations, staff accounts, storefront content, orders, invoices and refunds.
• Billing details for your TopDuka subscription.
• Technical and usage data: device and browser information, IP address, log records, and which features are used and when errors occur, so we can keep the service secure and fix problems.

3.Google user data and Sign in with Google

You can create or sign in to your TopDuka account with your Google account. This section explains exactly what happens to the data we receive from Google.

What we access. We request only Google’s basic sign-in scopes (openid, email and profile). With your permission, Google shares your name, email address, whether that email is verified, your profile picture and a unique Google account identifier. We do not request access to Gmail, Google Drive, Contacts, Calendar or any other Google service, and we never receive your Google password.

How we use it. We use this information only to:

• create your TopDuka account and link it to your Google account;
• sign you in securely without a separate password;
• show your name and profile picture in your dashboard and to your staff;
• send you essential messages about your account, such as security and billing notices.

What we never do. We do not sell Google user data. We do not use it for advertising, retargeting or interest-based ads, and we do not transfer it to data brokers or information resellers. We do not use it to determine creditworthiness or for lending, and we do not use it to train artificial intelligence or machine learning models.

Sharing. We do not share Google user data with anyone, except with the cloud hosting and email providers that help us run TopDuka under contract and only as needed to provide the service, when the law requires it, to protect the security of our users and systems, or as part of a merger or acquisition where you are notified first.

Human access. Our staff do not view your Google user data unless you ask us to, for example in a support request, or where it is needed to investigate security issues or meet a legal obligation.

Protection. Google user data is encrypted in transit using TLS and encrypted at rest. Access is restricted to the systems and people that need it to run the service.

Retention and deletion. We keep this information for as long as your TopDuka account is open. You can remove TopDuka’s access at any time from your Google account connections. To delete the Google information we hold, delete your TopDuka account or email privacy@topduka.com. We delete it within 30 days, unless the law requires us to keep a record.

Limited Use. TopDuka’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

4.Your customers’ data

The names, phone numbers, addresses and order histories of the people who buy from you belong to you. We process that data on your instructions to run the service you subscribe to.

We do not sell it, we do not market to your customers on our own behalf, and we do not share it with other merchants on TopDuka.

5.Why we use personal data

We use personal data to provide and secure the service, process your subscription, support you when something goes wrong, prevent fraud and abuse, improve TopDuka, and meet our legal, tax and accounting obligations.

Where we rely on your consent, such as for marketing emails, you can withdraw it at any time without affecting your account.

6.Who we share it with

We share personal data only with:

• Payment providers you connect, such as M-Pesa, Paystack, Flutterwave, Pesapal or Stripe, so payments can be processed;
• Delivery and messaging services you choose to connect;
• Service providers who host, secure and support the platform for us under written contracts that limit how they may use the data;
• Authorities, when the law requires it.

We never sell personal data.

7.How we protect it

Data is encrypted in transit and at rest. Access to production systems is restricted to the people who need it to run the service, and passwords are stored only as secure hashes.

If a security incident affects your data, we will tell you promptly, explain what happened and what we are doing about it, and notify regulators where the law requires.

8.How long we keep it

We keep your data for as long as your account is open. After you close your account, you can ask for an export for 30 days. We then delete or anonymise it, except for records we must keep by law, such as financial and tax records.

9.Your rights

You can ask to access, correct, export or delete your personal data, or object to or restrict how we use it. Under the Kenya Data Protection Act, 2019 and similar laws elsewhere, you can also complain to a data protection authority, such as the Office of the Data Protection Commissioner in Kenya.

To use any of these rights, email privacy@topduka.com. If you buy from a shop that uses TopDuka, contact that shop first, as it controls your data. We will help it respond.

10.Cookies

We use essential cookies to keep you signed in and keep the service secure. Where we use optional analytics cookies, we will ask for your consent where the law requires it.

11.Changes to this notice

If we make a material change, we will tell you in the dashboard or by email at least 30 days before it takes effect. The date at the top of this page shows when it was last updated.