OVID POS Privacy Policy

1. Information handled by OVID POS

Information sent to OVID online services

• Account information: name, email address, authentication details, email-verification status and account invitations or requests you submit.
• Business registration: legal and trading names, contact person, telephone number, address, country/state/district, city, postal code and tax or registration number when provided.
• Activation and licensing: account/business/branch identifiers, installation identifier, device public key and device-key fingerprint, operating system, processor architecture, trial activation, licence/subscription status, activation requests and timestamps.
• Connection and security records: IP address, request details, sign-in times and outcomes, and information needed to investigate errors, misuse or support requests. An IP address may indicate an approximate location.
• Subscription and support records: communications, amounts due, staff-recorded payment receipts, payment references and subscription changes associated with your business, where applicable.

Information stored on your computer

Depending on the features you use, your local database may contain customer and supplier names and contact details, invoices, purchases, payment records and references, inventory, expenses, business/tax information, staff accounts and other records you enter. Local access settings also include password verifiers, an installation key pair and signed access permissions. Database backups contain copies of the records present at the time of backup.

The current desktop app does not automatically upload your local sales database or its database backups to OVID as part of normal registration, licensing, update or login-banner requests. Information you choose to send to us for support is handled separately as described below.

2. How information is used

• Create and verify accounts, review business registrations and communicate decisions.
• Activate installations, manage trial access and subscriptions, and protect accounts and licences against misuse.
• Provide local billing, stock management, reports and the other features you choose to use.
• Deliver software updates and service/login banners, respond to support requests, and maintain service reliability and security.
• Administer payments recorded with OVID, resolve disputes and meet applicable record-keeping obligations.

Business owners control the customer, supplier and staff information entered into their local POS records. They are responsible for providing appropriate notices, obtaining any required permissions and handling requests relating to those records.

3. Local records and backups

In the direct-download desktop editions, the live SQLite database is normally stored in your user profile at .ovid/retailpos/data/retailpos.db. Database backups are normally stored in its backups subfolder. The software-update and database screen, in versions that include it, shows the actual paths and backup filenames.

Backups may be created manually, before an in-app software update, or before startup database migrations following a version change. These backups remain local unless you copy or share them. Downloaded installers, update preferences and updater logs are also stored on the computer.

Removing the app may leave local records or backups on your device. Check the displayed data locations and your distribution's uninstall behaviour. Keep records you need before removing any local files. Deleting an OVID online account does not remotely erase database files or backups on your computer.

4. Online requests and third-party services

Registration, sign-in and activation

OVID POS connects to OVID Central to authenticate accounts, retrieve registration decisions and obtain installation access permissions. These requests send the account, business, device and connection information needed for that operation. The app does not request precise GPS location for these operations.

Software downloads and updates

Manual or automatic update checks and installer downloads connect to OVID's software distribution services. The receiving server can see your IP address, the requested release/package URL and request timing. These requests do not include the contents of your local sales database. Automatic checking can be disabled in the app's update settings in editions that provide that control; an update initiated through Microsoft Store follows Microsoft's settings.

Login banners

The desktop login screen may request a banner image from OVID's advertisement/banner service. This request exposes ordinary connection details, such as the IP address and request time, to that service. The banner request does not send customer lists, invoice contents or your local database.

Microsoft Store, payment pages and external links

If you download or update OVID POS through Microsoft Store, Microsoft separately handles information associated with its Store account, distribution and update services under the Microsoft Privacy Statement. The Microsoft Store listing does not replace this OVID policy.

Opening a payment/enquiry page or another external link takes you to the relevant website or service, whose own privacy practices apply. Payment providers may collect information needed to complete a transaction. Only share the information requested by the intended provider; do not send payment-card security codes or account passwords to OVID support.

These online services and their providers may process information in locations different from your own. Contact OVID if you need information about the processing arrangements for your account.

5. Access and sharing

Account, registration, licensing, subscription and support information may be accessed by authorised OVID staff for the purposes in this policy. Service providers engaged to operate hosting, email delivery, software distribution, payments or support may process the information needed to provide those services. We may disclose information where required by applicable law or where necessary to address fraud, security incidents, disputes or protection of legal rights.

If you ask for support and choose to send logs, screenshots or a database copy, that material may include business and personal information. Review it and remove unrelated information before sharing. Local records may also be shared when you export, print or copy them, or grant another person access to the computer; those actions are controlled by you.

6. Retention and your choices

Local records and backups remain under your control until you remove them or apply your own retention process. OVID does not automatically prune your local database backups.

Information held by OVID is retained for the purposes for which it was collected, including account administration, support, security, dispute resolution and applicable legal or accounting obligations. Retention depends on the record and the reason it is needed. Contact us to ask about the information associated with your account or to request closure or deletion.

Subject to applicable law, you may request access to, correction of or deletion of personal information held by OVID, withdraw consent where processing relies on consent, or raise a privacy concern. We may need to verify your identity and authority to act for the business. Some records may need to be retained to meet legal obligations or address unresolved security, payment or dispute matters.

For a receipt or other record held only by a shop using OVID POS, contact that shop first. OVID cannot directly retrieve or amend a shop's local-only database through its licensing services.

7. Security

The standard desktop build uses HTTPS for online account and software-distribution connections. Password verifiers and signed installation permissions help protect authentication; the desktop does not save the Central account password. Local database files and database backups are not encrypted by the app by default.

Protect the computer and its user accounts, restrict access to data folders and use appropriate device/disk encryption and backup storage. Anyone with sufficient access to the local files may be able to read or copy their contents. No storage or transmission method can guarantee absolute security.

8. Children

OVID POS is designed for business use and is not directed at children. If you believe a child has submitted personal information directly to OVID without appropriate authorisation, contact us so we can review the matter.

9. Changes to this policy

We may update this policy when the app, services or privacy practices change. The updated policy will be published at this URL with a revised date. Where required, we will provide an additional notice or obtain consent for a material change.

10. Contact OVID

For an OVID POS privacy question or request, contact:

Email: sales@ovid.in
Telephone: +91 85229 01661

Use the subject OVID POS privacy request. Please describe your request and provide the account email or business name needed to identify the relevant records. Do not include passwords or unnecessary customer records.