Privacy Policy

Last updated: 26 September 2026

This policy explains how Caeloryn handles personal information through our websites, Windows point-of-sale apps and related services. Contact support@caeloryn.net with a privacy question or request.

1. Our role and your shop's role

Caeloryn is the controller for information we use to operate accounts, subscriptions, support and service security. We decide why and how that information is used.

Your shop is the controller for information you enter about your own customers and staff. When Caeloryn hosts backups or synchronizes that information on your instructions, we act as processor for that work. We use it to provide the requested service, not for unrelated advertising. A customer of a shop should normally contact that shop first about its records; we help the shop respond when appropriate.

2. Information we handle

Account and shop information. This can include your name, email, shop name, contact details, sign-in identities, licence, registered-computer information, team invitations and support messages. Google sign-in shares the account information needed to authenticate you. Email-and-password sign-in uses our authentication provider. Emailed six-digit codes support password recovery, and one-time email codes can verify a licence move. Optional two-step sign-in uses an authenticator app. Do not send us passwords, recovery codes or authenticator secrets in a support message.

Billing information. We keep shop, product, price, subscription dates, payment status, transaction references, credits, refunds and related records. PayPal handles payment details. We do not receive or store your full card number or card security code.

Team invitations and computers. Invitations contain the invited email or a shareable acceptance link. If you choose to share a link through WhatsApp or another service, you send it through that service; we do not need access to your contacts or messages. Computer registration records support the one-computer licence, show recent activity and allow a verified move. Unused computer registrations are released after 30 days of inactivity.

Local shop records. Products store operational records on your device, including sales, purchases, inventory, suppliers and customer records where the feature exists. Local records are different from information sent to our servers.

Cloud backups. When enabled, backups can contain shop operational records, including customer names, phone numbers and balances. Backups are not limited to anonymous totals.

Cloud synchronization. Sales statistics and product/category summaries may be synchronized for cloud features. A separate optional customer-sync feature can send customer names, phone numbers and outstanding balances. It is distinct from aggregate statistics and from backups. Available features and controls depend on the product. Contact us if you need help changing an optional setting.

Shared catalog and usage information. Catalog contributions contain only barcodes, product names and categories, not your selling prices, purchase costs, stock, sales or customer records. We keep those contributed catalog entries anonymously after a shop leaves, without a retained link identifying the contributing shop. Service statistics may include feature-use counts and shop-level activity. Information linked to a shop is not necessarily anonymous.

Technical information. Requests to our sites, APIs and download/update services can include IP address, request time, browser or app information and security metadata. Error reports can include error messages, stack traces and app versions. Grocery client-side code and server functions include error reporting; it is not limited to the server.

3. Why we use information

We use necessary information to provide accounts and services, verify access, process billing, restore backups, provide requested cloud features and answer support requests. Where contract is an applicable legal basis, we rely on performing our agreement with you.

We use limited technical and account information to investigate faults, prevent misuse and keep services secure. Where applicable, we rely on legitimate interests, balanced against your rights. We keep records required by law to meet legal obligations. Where optional processing requires consent, we ask for it and let you withdraw it. Withdrawal does not invalidate processing already carried out lawfully.

We send offers only if you choose the unticked signup option “Send me offers — subscribers hear about discounts first” or otherwise expressly opt in. You can withdraw that choice through the unsubscribe option or account settings. We keep the consent and necessary opt-out records so we can respect your preference. Refusing offers does not stop essential billing, security, recovery or advance cloud-backup-deletion notices. Promotional win-back messages follow your offers preference; factual deletion warnings are service notices. Automated mail can come from a no-reply address. Contact support@caeloryn.net for a reply.

Providing an email and the information needed to operate your account is necessary to use account-based services. Optional cloud features are not permission to use all shop data for unrelated purposes.

4. Providers and sharing

Our internal administration tools support DeepSeek and Moonshot AI (Kimi) for assisted analysis. When used, these tools can send selected operational context to the provider. The code removes specified identifiers before sending context; this does not guarantee every input is anonymous. Do not include sensitive customer or patient information in free-text support messages unless it is needed and requested securely.

We limit access to people and service providers who need it to provide or protect the service. We may disclose information where necessary to meet a legal obligation or protect rights and security. We do not sell personal information or share it for unrelated third-party advertising.

5. Cookies, storage and international processing

Our services use necessary browser or device storage for sign-in, local shop records and preferences. Payment and sign-in providers may use their own storage and fraud-prevention technology when you open their flows. We do not use advertising trackers on this website.

Service providers may process information in locations different from yours. Contact us for information about processing locations and applicable transfer arrangements. Where law requires a transfer safeguard, that safeguard must be in place before the relevant transfer. This notice does not itself create one.

6. Retention and deletion

Cloud backups after read-only. Cloud backups are deleted 90 days after the shop enters read-only mode. We send advance email notices so you can download what you need or restore a subscription. Promotional messages encouraging a return are sent only in line with your offers preference. Read-only still allows local reports, export and debt collection; it is not indefinite cloud-backup storage.

Account deletion. You can request deletion in your account. The account remains recoverable for 30 days. After that period, the account and its data are deleted, including its cloud backups, except information we must retain for a legal obligation or a specific dispute. This may be earlier than the 90-day backup deadline. We explain relevant retention exceptions when handling the request. Restricted records retained for those exceptions are not used for marketing.

Contributed catalog entries. Anonymous barcode, product-name and category entries remain after departure. This does not mean identifiable shop activity or customer records are kept anonymously just by removing a visible name. The shop link must actually be removed from retained contribution data.

Other records. Necessary billing, fraud-prevention, support and security records are kept according to their purpose and applicable legal requirements. Suppression records may be retained to honour an unsubscribe. Fixed retention for these categories must be determined from those requirements, not from the cloud-backup deadline.

Your device. Cancellation or deletion of the cloud account does not remotely erase records stored on a shop computer or copies you exported. You control those copies and are responsible for safeguarding or deleting them. Keep your own backup before any cloud deletion. The ability to read local data is not a promise of perpetual support for every operating-system version.

7. Your choices and rights

Depending on applicable law, you may request access, correction, deletion, restriction or a portable copy of personal information. You may also object to certain processing, withdraw consent where we rely on it, and complain to the relevant data-protection authority.

Contact support@caeloryn.net. We verify requests proportionately and respond within the time required by applicable law. If your request concerns records controlled by a shop, we may refer it to that shop and help it respond. We do not delete another shop's records merely because an unverified person asks.

8. Security, children and updates

We use access controls and technical safeguards to protect information. No system can guarantee absolute security. Keep your devices, staff access and backups secure, and tell us about suspected misuse.

These services are intended for business users, not for children to create personal accounts. Shops remain responsible for the information they enter about their customers. Do not enter clinical patient records into features not designed for them.

We update this notice when practices change and bring material changes to your attention. Contact support@caeloryn.net for help.