Privacy Policy

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Last updated: October 27, 2026

1. Who this policy covers, and who we are

COFOS ("COFOS," "we," "us," or "the Developer") is a point-of-sale and inventory-management application built for independent coffee shops and small food & beverage businesses ("you," "Customer," or "your business").

Operator: Isidore Burduli, individual entrepreneur (sole proprietor), identification code 01024089118, registered at 29 Ardaziani St, Tbilisi, Georgia. Contact for privacy matters: info@getcofos.com

This policy applies to the COFOS mobile application (iOS and Android) and the COFOS web application, collectively "the App."

Important scope note: COFOS is used by your business and your staff to manage your business's own operations — products, inventory, orders, and staff accounts. COFOS is not a customer-facing application. It does not collect any personal information about your customers — the people who buy coffee from you. If your business separately collects information about its own customers (e.g., a loyalty program, a mailing list), that is outside the App entirely and this policy does not apply to it.

2. Information we collect

We collect only what the App needs to function. Specifically:

2.1 Account and staff information

When an Admin creates an account for a staff member (Cashier or Manager), the following is collected and stored:

• Username, display name, and role
• Email address (associated with the account for authentication)
• A password (stored by our authentication provider, Supabase Auth, using industry-standard hashing — we do not store or have access to plaintext passwords)

We do not offer self-service signup. Every account is created by your business's Admin. Your business is responsible for the accuracy of the information it provides about its own staff, and for obtaining any consent from staff members that your jurisdiction's employment or labor law may require before entering their information into the App.

2.2 Device information (security feature only)

To prevent unauthorized account sharing, non-Admin accounts (Cashier, Manager) are locked to a single device after first login. To enforce this, we store:

• A randomly generated device identifier created by the App itself (not your device's hardware serial number, IMEI, or advertising ID)
• A human-readable device label (e.g., "iPhone 15 · iOS 18.1"), so an Admin can identify which physical device an account is locked to

This is used exclusively for the device-lock security feature and is visible only to Admins managing that specific account. Admin accounts are exempt from device-locking.

2.3 Business operational data

Products, ingredient/inventory records, supplier information, order and transaction records, expense records, and store settings (name, currency, language, VAT rate, working hours) that you or your staff enter into the App.

Order records do not contain any identity information about the person who made the purchase. An order stores line items (product, quantity, price), the payment method used, and which staff member processed it — never a buyer's name, contact information, or any identifying detail.

2.4 Payment method labels — not payment data

The App lets staff record which payment method was used for a sale (Cash, Card, Debt, or Transfer). COFOS does not process, transmit, store, or have any access to actual card numbers, bank details, or other payment credentials. If a customer of your business pays by card, that transaction is processed entirely by your own external card terminal or payment provider — COFOS only records that "Card" was the method selected, as a label. COFOS is not in scope for PCI DSS because it never touches cardholder data.

2.5 Product images

If you upload a photo for a product, the App compresses it and strips embedded metadata (including camera, GPS/location, and other capture information) before it's stored in our cloud storage provider, regardless of your device's camera settings. It is used solely to display that product's image within the App.

2.6 Push notification tokens

If you enable push notifications (used today for low-stock inventory alerts), we store a device push token associated with your account and device platform, issued by Apple (APNs) or Google (Firebase Cloud Messaging). Notification content is limited to inventory information (item name, quantity, threshold) — it never contains order, customer, or financial data.

2.7 Usage analytics

We use a small, defined set of analytics events to understand product usage and improve the App:

• When you log in, we associate your account with your role (Admin/Manager/Cashier) and your shop's account for analytics purposes, and we record which main screens are opened (for example POS, Orders, Stock), so we can see which parts of the App are used.
• When an order is completed, we record aggregate figures: revenue amount, payment method used, item count, discount percentage, and VAT percentage.

We do not track individual product names, ingredient data, customer information (because none exists in the App), or any content that could identify who bought what. No advertising identifiers are collected, and this data is never used for advertising or cross-app tracking.

2.8 Crash and error reports

If the App crashes or encounters an error, a diagnostic report is sent to our error-monitoring provider to help us fix the problem. We have explicitly configured this provider to not collect personal information alongside crash reports (IP address, device contacts, and similar default personal-data collection is disabled). Reports may include technical details such as the error type, the app screen where it occurred, device operating system version, app version, and your shop's account ID (so we can see which shop had the problem and help it) — but not your order data, customer data, or ingredient data.

2.9 Subscription payments

When your café subscribes, you add a card on the payment page of Flitt, our payment provider. Flitt processes the card; we never receive or store card numbers. Flitt tells us only the result of each payment (approved or not, amount, date and an order reference), which we keep with your café's account to show your subscription status and to keep accounting records. For your subscription we also keep your café's name, the owner's name and your WhatsApp number.

3. How we use your information

We use the information described above solely to:

• Operate the App's core functionality — authentication, order processing, inventory tracking, analytics dashboards, and staff/device management
• Enforce the security features you and your Admins configure (device-lock, account-lock, shift schedules)
• Send you operational notifications you've enabled (e.g., low-stock alerts)
• Diagnose and fix crashes and bugs
• Understand aggregate product usage to improve the App

We do not use your information for advertising, do not build advertising profiles, and do not sell, rent, or trade your information to any third party for any purpose.

4. Who we share information with

We do not sell your data. We share information only with the service providers ("subprocessors") that operate the infrastructure the App runs on, each limited to what they need to perform their function:

We do not currently use a transactional email provider. If that changes, this policy — and the subprocessor list above — will be updated before the change goes live, and you will be notified per Section 9.

Within your own organization, information is visible only to authenticated users of your business, scoped by their role (Cashier, Manager, Admin) — enforced at the database level, not just hidden in the app's interface.

We may disclose information if required to by law, a valid legal process, or to protect the rights, property, or safety of COFOS, our users, or the public.

5. Where your data is stored

Your data is stored on Supabase's cloud infrastructure, hosted on AWS in the eu-west-1 region (Ireland, EU). Data is encrypted in transit (TLS) and at rest.

Multi-tenant architecture: as of this version, COFOS serves multiple businesses on shared database infrastructure. Your business's data is logically isolated from every other business's data via a tenant identifier enforced at the database level — every table is scoped to your business, and database-level access rules (row-level security) prevent any query, by any user, from ever returning another business's rows, regardless of application-code behavior. This is not merely an application-layer filter; it is enforced by the database itself.

6. Data retention

We retain your data for as long as your account and your business's use of the App remains active.

If you close your account or your business relationship with COFOS ends:

• We will delete your account and associated business data within 90 days of termination, unless a shorter period is requested (see Section 7) or a longer period is required by law (e.g., financial record-keeping obligations that may apply to your business independently of COFOS).
• You may request immediate deletion at any time by contacting us at info@getcofos.com; we will action such requests within a reasonable timeframe, typically within 30 days.

Crash reports and analytics events are retained according to our subprocessors' own standard retention windows (typically 90 days for Sentry, up to several years in aggregate/anonymized form for PostHog), independent of your account status, since they do not contain data that identifies your business once account-linkage data is deleted.

7. Your rights

Regardless of your location, we extend the following rights to you as a matter of policy — and where applicable law (such as the EU/UK GDPR) grants these as legal rights, we honor them as such:

• Access — request a copy of the personal and business data we hold about your account.
• Correction — request correction of inaccurate information; for most fields (staff details, business data), you can also correct this directly within the App.
• Deletion — request deletion of your account and associated data, subject to Section 6.
• Data export — this is not yet implemented as a self-service feature in the App. If you request an export of your data, we will provide it manually in a structured format (e.g., CSV/JSON) within a reasonable timeframe. We intend to add self-service export in a future version.
• Objection/restriction — object to or request restriction of certain processing, where applicable law grants this right.
• Withdraw consent — where processing is based on consent, withdraw that consent at any time (this does not affect processing carried out before withdrawal).

To exercise any of these rights, contact us at info@getcofos.com. We may need to verify your identity (and your authority to act on behalf of your business, if you're not the Admin) before actioning a request.

Georgia-specific note: if you are located in Georgia, you have corresponding rights under the Law of Georgia on Personal Data Protection, which we honor in the same manner described above.

8. Children's privacy

COFOS is a business tool intended for use by adults operating or working at a business. It is not directed at, and we do not knowingly collect information from, individuals under the age of 18. If we become aware that we have collected information from a minor in violation of this policy, we will delete it.

9. Changes to this policy

We may update this Privacy Policy as the App evolves. Material changes will be reflected in the App with an updated "Last updated" date, and where changes are significant, we will make reasonable efforts to notify Admin users directly (e.g., via in-app notice or email) before the change takes effect. Continued use of the App after a change takes effect constitutes acceptance of the revised policy.

10. Contact

Questions about this policy or how your data is handled: info@getcofos.com