Last updated: [Confirm: date published]
This policy explains what personal information the AdvEntPOS Web Office (the "Web Office") collects, why, and what happens to it. The Web Office is provided by [Confirm: Sypram Software, LLC and its address] ("Sypram", "we", "us"). It applies to store owners, store employees, dealers and Sypram support staff who use the Web Office.
The Web Office is a tool a store uses to run its business. Business records the store keeps about its own customers, employees and vendors belong to the store: the store decides what is kept, and we handle those records on the store's behalf to provide the service.
1. Information we collect
Signing in
- Owner account. Your e-mail address and password, checked against your AdvEntPOS owner account. That account (your name, e-mail, password and stores) is held by the AdvEntPOS account service; the Web Office reads your list of stores from it and does not keep its own copy of your password.
- Store sign-in. The store, your user ID and password, checked against the store's own database, and the role and permissions the store gave you.
- "Remember me". If you tick it, your e-mail address (never your password) is kept in an encrypted cookie for 30 days.
- "Remember password on this device". If you choose it for a store sign-in, your store user ID and password are kept in an encrypted cookie on that device for 30 days. Only our server can open it, and it works only after you have signed in to your owner account.
- Forgot password. We e-mail you a six-figure code. We keep only a scrambled (hashed) form of the code, for 10 minutes, and we e-mail you when your password has been changed.
Security
- Your IP address, to limit how many requests and password-reset codes can come from one address.
- Counts of failed sign-ins and wrong codes for each account, to lock out password guessing for a while. These are kept in the server's memory and expire within hours.
- Server logs of errors and security events. Where a log line is about an e-mail you were sent, it records only the e-mail's domain, not the full address. [Confirm: hosting and proxy access logs (which may record IP addresses and pages visited) and how long all logs are kept]
Your store's records
- What you view and change while you work: items, prices, stock, vendors, purchase orders, customers (such as names, contact details, loyalty points and balances), employees and roles, sales, reports, gift cards, coupons and tax settings. These are read from and saved to your store's own database; the Web Office keeps only short-lived copies in memory to stay fast.
- A change history of who changed certain settings and when: system settings and store policies, roles and permissions, users, tax, and gift cards.
Card payments (Virtual Terminal)
- Card details are typed into the payment processor's own form (for example Converge or Authorize.Net) and go directly to the processor. The Web Office does not receive or keep card numbers. We keep the result the processor returns, such as the amount, status and transaction ID, and the store's processor account settings.
AI assistant
- If your store turns the assistant on, the questions you type and the answers are sent to the AdvEnt AI service run by Sypram, which reads your store's records to answer and keeps the conversation history. [Confirm: which outside AI model providers process questions, and how long conversations are kept]
Services your store connects
- If your store uses its online shop, DoorDash, eWIC, QuickBooks exports, or sends e-mail (such as purchase orders) from its own mail account, the information each needs is shared with that service.
Support
- Sypram support staff and your store's dealer can sign in through a separate support sign-in to help you. [Confirm: what support staff and dealers can see, and whether their access is logged]
2. Cookies and browser storage
The Web Office uses only cookies it needs to work. It has no advertising or analytics cookies and loads no outside tracking scripts. Its cookies can't be read by the page's scripts, are sent only over HTTPS, and are sent only to this site.
- pwo.owner: keeps you signed in to your owner account, for up to 8 hours.
- pwo.session: keeps you signed in to a store; it ends after 30 minutes without use, and after 12 hours at most.
- pwo.support: the support sign-in, for up to 8 hours.
- pwo.email: "Remember me", for 30 days.
- pwo.rm.*: "Remember password on this device", for 30 days each.
- pwo.reset: links a forgot-password request to your browser, for 1 hour.
Your browser also keeps two preferences on your device: light or dark theme, and the columns you chose on the customer list.
3. How we use information
- To sign you in and show you only what your role allows.
- To run the features your store uses.
- To keep the Web Office and your account secure and to find and fix problems.
- To send you e-mails about your account, such as password-reset codes.
- To help you when you ask for support.
- To meet legal obligations.
We do not sell personal information, and we do not use it for advertising.
4. Who we share it with
- The AdvEntPOS account service and your store's database, as described above.
- Companies that help us run the service, such as hosting and e-mail delivery. [Confirm: hosting provider and where data is stored]
- Payment processors and the services your store connects.
- Your store's dealer, for support.
- Authorities, when the law requires it.
5. How we protect it
All traffic uses HTTPS. Sign-in cookies are encrypted, password-reset codes are stored only in hashed form, repeated failed sign-ins lock the account for a while, and your permissions are checked again from the store's database every few minutes, so a removed user or changed role takes effect quickly.
6. How long we keep it
Cookies last as listed above. Sign-in and security counters are kept in memory and expire within hours. Your store's records stay in your store's database for as long as your store keeps them. [Confirm: how long logs, the change history and AI conversations are kept, and what happens to data when a store leaves AdvEntPOS]
7. Your choices and rights
You can sign out at any time. Signing in without ticking "Remember me" forgets a remembered e-mail, and clearing your browser's cookies for this site removes everything the Web Office kept on your device. If you are a store's customer or employee, ask that store about its records of you. Owners can ask us about their account information using the contact details below. [Confirm: the rights that apply where Sypram operates (for example CCPA in California, or GDPR in Europe) and how to make a request]
8. Children
The Web Office is a business tool and is not meant for children.
9. Changes to this policy
We will update the date at the top when this policy changes. [Confirm: whether owners are told by e-mail]
10. Contact us
[Confirm: privacy contact e-mail and postal address]