Your privacy matters to us. This policy explains, in plain English, what personal information Sipo Cloud POS collects, why we collect it, how we use it, and the choices you have. We handle your information in accordance with the New Zealand Privacy Act 2020 and the 13 Information Privacy Principles (IPPs).
1. Who we are
In this policy, "Sipo", "we", "us" and "our" refer to Sipo Cloud POS — a New Zealand-based provider of cloud point-of-sale software, self-ordering kiosks, online ordering, QR table ordering, kitchen display systems and cloud reporting for hospitality and retail businesses.
This policy applies to visitors to our website (sipocloudpos.co.nz), businesses who enquire about our services, merchants who subscribe to the Sipo platform, and — in limited circumstances described below — the end customers of those merchants.
2. What personal information we collect
2.1 Information you give us directly
When you fill in the contact form on our website or otherwise enquire about Sipo, we collect:
- Your full name
- Business or venue name
- Email address
- Phone number
- Your city or region in New Zealand
- The Sipo products or services you're interested in
- Any additional information you choose to include in your message
2.2 Merchant account information
When your business signs up to use Sipo, we collect information needed to provide and bill the service, including:
- Company name, trading name, business address, and NZBN (if applicable)
- Authorised contact details for account owners, administrators, and staff users
- Login credentials (passwords are stored as one-way salted hashes — never in plain text)
- Subscription plan, billing address, and payment details (card details are tokenised by our payment processor — Sipo does not store raw card numbers)
2.3 Information we collect automatically when you use our website or platform
- IP address, approximate location (city-level), browser type and version, device type, operating system
- Pages visited, referring URL, timestamps, and actions taken within the platform
- Diagnostic and error logs from the POS, kiosk, KDS, and online ordering applications
2.4 Transaction data processed on behalf of merchants
When a merchant uses the Sipo platform to operate their business, our systems process data about the merchant's own customers and transactions — for example: order items, order totals, table numbers, loyalty identifiers, delivery addresses for online orders, and (where the merchant opts in) customer names, emails or phone numbers for receipts or marketing. In relation to this information, the merchant is the data controller and Sipo acts as a data processor. We only use this data to provide the service to the merchant and as instructed by them.
3. Why we collect your information
We collect personal information to:
- Respond to your enquiries and arrange product demonstrations
- Provide, operate, support, and bill for the Sipo platform
- Authenticate users and keep the platform secure
- Process payments, issue invoices and receipts, and meet our tax and accounting obligations
- Improve our products, troubleshoot issues, and develop new features
- Send you important service notices, and — where you have opted in — marketing and product updates
- Comply with legal obligations under New Zealand law
4. Who we share your information with
We do not sell your personal information. We share it only with trusted third parties who help us deliver the service, and only to the extent needed. These include:
- Payment and EFTPOS processors: Windcave, Verifone, Tyro, Smartpay, Worldline, Shift4, Stripe, PayPal, GoCardless, Pin Payments, and similar providers you may integrate with.
- Accounting and business tools: Xero and Mailchimp.
- Delivery and online ordering partners: DoorDash, Uber Eats, and similar platforms you choose to connect.
- Hardware partners: Epson, Star Micronics, Skyzer and other equipment providers for order fulfilment and support.
- Cloud hosting and infrastructure providers that operate our servers, databases, and backups.
- Professional advisers (lawyers, accountants, auditors) where necessary and under confidentiality.
- Law enforcement or regulators where we are required to by New Zealand law, a court order, or a lawful request.
Any third party that handles personal information on our behalf is contractually required to protect it and use it only for the purpose we have engaged them for.
5. How we store and protect your information
We take reasonable steps to protect personal information against loss, misuse, unauthorised access, modification, and disclosure. These steps include:
- Encryption of data in transit using TLS/HTTPS
- Encryption of sensitive data at rest
- Role-based access controls, with access limited to staff who need it
- Password hashing, multi-factor authentication for administrative access, and audit logging
- Regular backups and tested recovery procedures
- Staff training on privacy and information security
We retain personal information only for as long as we need it for the purposes described in this policy, or as required by law (for example, tax records are typically kept for seven years in New Zealand).
6. Where your information is stored (cross-border disclosure)
Sipo is proudly Kiwi-owned, and we aim to keep our data within trusted cloud regions. Some of our infrastructure, service providers and integration partners may be located outside of New Zealand (for example, in Australia, the United States or the European Union). Where your information is transferred overseas, we take reasonable steps to ensure it is subject to protections comparable to those under the Privacy Act 2020.
7. Your rights under the Privacy Act 2020
You have the right to:
- Access the personal information we hold about you
- Request correction of any information that is inaccurate, incomplete, or out of date
- Withdraw consent for optional uses such as marketing emails, at any time
- Make a complaint if you believe we have not handled your information properly
To exercise any of these rights, email us at privacy@sipocloudpos.co.nz. We may need to verify your identity before we act on the request. We will respond within 20 working days wherever possible.
If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner at privacy.org.nz or call 0800 803 909.
8. Cookies and analytics
Our website may use cookies and similar technologies to keep the site working properly, remember your preferences, and help us understand how visitors use it. We may use privacy-respecting analytics tools from time to time — where we do, we will configure them to collect the minimum information necessary and, where possible, to anonymise IP addresses.
You can disable cookies in your browser settings. Some parts of the website may not work as expected if cookies are turned off.
9. Marketing communications
If you enquire about Sipo, become a customer, or opt in to our mailing list, we may send you occasional updates about new features, tips, and offers. You can unsubscribe at any time using the link in any marketing email, or by emailing privacy@sipocloudpos.co.nz. We will always continue to send essential service notices (such as outage alerts, billing or security notices) even if you unsubscribe from marketing.
10. Children's privacy
Sipo is a business-to-business platform. Our website and services are not directed at children under 16, and we do not knowingly collect personal information from them. If you believe we have inadvertently collected information about a child, please contact us and we will delete it.
11. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices, our services, or the law. When we do, we will update the "Last updated" date at the top of this page. For significant changes, we will also notify you by email or through the platform. Your continued use of Sipo after an update means you accept the revised policy.
12. How to contact us
If you have any questions about this Privacy Policy or how we handle your personal information, please contact our privacy team:
- Email: privacy@sipocloudpos.co.nz
- General enquiries: info@sipocloudpos.co.nz
- Phone: 0800 334 636