Privacy policy
How we collect, use and protect your personal data when you use this website or contact us, in line with the Kenya Data Protection Act, 2019.
Last updated 31 October 2026
Who we are
This website is run by Ultimate POS (“we”, “us”), based on Kiambu Road, Kiambu, Kenya. We are the data controller for the personal data described in this policy.
You can contact us about privacy at sales@ultimatepos.co.ke or on 0720 463 710.
This policy covers this website and enquiries made through it. Data that our customers store in the Ultimate POS software itself is covered by the customer agreement for that software.
What we collect
- Details you give us when you request a demo or quote or send a message: your name, business name, phone number, email address, type of business, number of branches and tills, the modules you are interested in, preferred demo time, and anything you write in your message.
- Technical data needed to run and protect the website: your IP address (used for spam protection and rate limiting), browser type and the pages you request.
- Statistics and advert measurement — only if you accept analytics or marketing cookies (see below).
We do not ask for, and ask you not to send us, sensitive personal data through the website.
How and why we use it
- To respond to your enquiry — call or message you, arrange a demo, or prepare a quote. Our basis is your consent, which you give with the checkbox on our forms, and the steps you ask us to take before entering into a contract.
- To keep the website secure and free of spam. Our basis is our legitimate interest in protecting our website and our team.
- To understand how the website is used and measure our adverts — only with your consent, which you can change at any time under “Cookie settings” at the bottom of every page.
We do not sell your personal data, and we do not use it for automated decision-making.
Who we share it with
We use the following service providers to run the website. They process data on our behalf and only for the purposes above:
| Provider | Purpose | Location |
|---|---|---|
| Hetzner | Website hosting and delivery | Finland |
| Resend | Sending enquiry notifications and confirmation emails | United States |
| Cloudflare (Turnstile) | Telling people apart from spam bots on our forms | Global network |
| Upstash | Limiting repeated form submissions (spam protection) | Global network |
| Sentry | Detecting website errors (no form contents are sent) | United States |
| Google Analytics | Website statistics — only with your consent | United States |
| Meta (Facebook) Pixel | Measuring our adverts — only with your consent | United States |
Some of these providers process data outside Kenya. Where they do, we rely on providers that commit to appropriate safeguards for your data, as the Data Protection Act requires. We may also disclose data where the law requires us to.
Cookies
Essential cookies are always on because the website needs them. Analytics and marketing cookies are off until you choose to allow them, and you can change your choice at any time under “Cookie settings” at the bottom of every page.
| Name | Type | Purpose | Kept for |
|---|---|---|---|
| up_consent | Essential | Remembers your cookie choices | 180 days |
| ultimatepos-theme (local storage) | Essential | Remembers light or dark theme | Until you clear it |
| _ga, _ga_* | Analytics (optional) | Google Analytics statistics | Up to 2 years |
| _fbp | Marketing (optional) | Meta Pixel advert measurement | Up to 90 days |
How long we keep it
If you contact us but do not become a customer, we keep your enquiry for up to 24 months and then delete it. If you become a customer, we keep your contact details for as long as you are a customer and afterwards for as long as the law requires.
How we protect it
The website is served only over encrypted connections (HTTPS). Access to enquiries is limited to the people who need it to respond to you, and our forms are protected against spam and abuse.
Your rights
Under the Data Protection Act, 2019 you have the right to:
- be informed of how your personal data is used;
- access the personal data we hold about you;
- object to the processing of all or part of your personal data;
- have false or misleading data corrected; and
- have false, misleading or unnecessary data deleted.
To use any of these rights, or to withdraw your consent, contact us at sales@ultimatepos.co.ke or on 0720 463 710. If you are unhappy with how we handle your data, you can complain to the Office of the Data Protection Commissioner at www.odpc.go.ke.
Children
This website is meant for businesses and is not directed at children under 18.
Changes to this policy
If we change this policy, we will update the date at the top of this page. Read our terms of use for the rules that apply to using this website.