Privacy policy
Last updated 6 November 2026
KYB Sales helps shops in Uganda record their sales, stock, customers and expenses. This policy explains what information we keep, why, who helps us run the service, how long we keep it and the rights you have under Uganda's Data Protection and Privacy Act, 2019.
1. Who we are
KYB Sales is a business registered in Uganda, based in Kampala. We decide how the information about shop owners and their workers is used, so for that information we are the data controller.
The records a shop types in about its own customers and suppliers belong to the shop. For those, the shop is the data controller and KYB Sales keeps them only on the shop's behalf.
Contact us:
WhatsApp: 0755 215 778
Call: 0793 728 237
2. What we keep
About the shop owner and workers
- Name, username and password (stored scrambled, never as typed)
- The owner's phone number, which is required to register, and an email address if you give one
- The shop's name, and its location and receipt phone if you add them
- Each worker's role, set by the owner
The shop's records
- Products, prices, what goods cost, stock and stock changes
- Sales, the worker who made each one, payments, corrections and discounts
- Customers and suppliers the shop adds (name, phone, email, address and notes)
- Expenses, drawer counts and money taken home
Subscription payments
When a shop pays by MTN or Airtel Mobile Money, we keep the network, transaction ID, amount, the paying phone number and name, and the text of the confirmation message. We never see or keep mobile money PINs, card numbers or bank passwords.
Technical records
- Sign-in records, with the time and the network (IP) address
- A record of important actions in the shop, such as sales, price changes, payments and report downloads
- Error reports when something breaks, carrying only a user number, role and shop number, with no names, phone numbers or email addresses
To keep working without internet, the app stores a copy of the shop's products, recent pages and waiting sales on the phone itself. That copy belongs to the person signed in and is removed from the phone when they sign out.
3. Why we use it
- To run the service you signed up for: saving sales, keeping stock, working out profit and making reports
- To let each person sign in and see only what their role allows
- To match subscription payments to the right shop and open it
- To send password reset links, and weekly, monthly and yearly reports to the owner
- To give one free trial per owner phone number
- To keep the service secure, find faults and fix them
- To contact the owner about their shop, their subscription or support they asked for
We use the information because it is needed to provide the service you asked for, because you agreed (for example to WhatsApp reports), or to meet our legal duties. We do not sell personal information and we do not use shop records for advertising.
4. Who helps us run KYB Sales
A few companies process information for us, only to provide their part of the service:
- Railway hosts the servers and the database
- Vercel serves the app and this website
- Cloudflare runs our domain name
- Resend delivers emails, such as password reset links and reports by email
- Meta (WhatsApp) delivers reports to the owner's WhatsApp, and receives the shop's registered phone number for this, only after the owner agrees
- Sentry receives error reports, stored in the European Union
Some of these companies store information outside Uganda. We choose providers that protect information to a standard at least equal to Uganda's law, and by using KYB Sales you agree to this transfer. MTN and Airtel handle mobile money payments under their own terms.
We share information with the authorities only when the law requires it.
5. How long we keep it
- A shop's business records are kept for as long as the shop has an account
- Sign-in records, which carry network addresses, are deleted after 12 months
- A shop that records no sale and makes no payment within 45 days of registering is deleted with its records
- After a shop is deleted, we keep only the owner's phone number and the shop's name, so the same phone cannot receive a second free trial
- Payment records are kept as long as the law requires for business accounts
6. How we protect it
Each shop sees only its own records, and every request is checked against the shop that is signed in. Information travels over encrypted connections. Passwords are stored scrambled. Sign-in pauses after several wrong passwords. Sales staff cannot see what goods cost, profit or reports.
No system is perfectly secure. If information is accessed without permission, we will inform the Personal Data Protection Office and act to limit the harm, and tell affected shops as the Office directs.
7. Your rights
Under the Data Protection and Privacy Act, 2019, you can ask us to:
- tell you what information we hold about you and who has seen it
- correct information that is wrong
- delete information we no longer need, or stop using it where it may cause you harm
- stop WhatsApp or email reports, which an owner can also do in My Business
Ask us on WhatsApp or by phone. We reply within 14 days. If you are not satisfied, you can complain to the Personal Data Protection Office, Uganda.
If you are a customer of a shop that uses KYB Sales, ask that shop first, because it controls its customer records. We will help the shop answer.
8. People under 18
KYB Sales can be used by people under 18, for example a young person who runs a shop or works in one. Uganda's Data Protection and Privacy Act, 2019 (section 8) allows us to keep information about a person under 18 only with the consent of their parent or guardian. So:
- an owner who adds a worker under 18 must first have the consent of that worker's parent or guardian
- a person under 18 who registers a shop needs their parent or guardian's consent, and that parent or guardian is responsible for the account
- a parent or guardian can ask us to see, correct or delete the young person's information, as in section 7
We keep the same information for everyone and nothing extra about young people.
9. Changes to this policy
If we change this policy, we will update the date above and, for important changes, tell owners in the app before the change applies.