Privacy Policy

We handle data about two groups of people:

• Business users: owners and staff who use KeepOS to run their business.
• Customers and guests: people who order, book, pay or stay with a business that uses KeepOS.

For customer and guest data, the business you deal with decides what is collected and why, and KeepOS processes it on their behalf. For questions about how a particular business uses your data, contact that business first; we will help them respond.

Account details: name, email address, phone number, password (stored hashed), business name and role.

Customer and guest details: name, phone number, email address, and the details of orders, bookings, stays, invoices and coupons, including delivery addresses and special requests.

Payment information: amounts, payment method and transaction references. Card details are entered directly with our payment provider; KeepOS does not store full card numbers.

Hotel access data: for hotels using smart locks, the door codes issued to a guest and the times they are valid.

Messaging data: phone numbers we send notifications to, delivery status of those messages, and replies you send to our WhatsApp number.

Technical data: device and browser information, IP address, and logs of how the service is used, collected to keep it secure and working.

• To provide the service: take orders and bookings, process payments, track stock and run point of sale.
• To verify phone numbers with one-time codes.
• To send transactional messages: order and booking confirmations, order status updates, invoices and receipts, and hotel door codes.
• To send promotional messages, such as coupons, when a business sends one and the law allows it.
• To secure accounts, prevent fraud and abuse, and fix problems.
• To meet legal, tax and accounting obligations.

We send notifications through the WhatsApp Business Platform, provided by Meta Platforms, and fall back to SMS when a number is not on WhatsApp or a message is not delivered. To do this we share your phone number and the message content with Meta, and with our SMS provider for the fallback.

Meta processes WhatsApp messages under its own terms and privacy policy. We record whether each message was delivered so we know when to send the SMS instead.

You can stop promotional WhatsApp messages at any time by replying STOP. Transactional messages, such as verification codes and booking details, are part of using the service.

We do not sell personal data. We share it only with:

• The business you deal with, which can see your orders, bookings and contact details.
• Messaging providers: Meta (WhatsApp) and our SMS gateway, to deliver messages.
• Payment providers, such as Paystack, to process payments and payouts.
• Smart lock providers, to issue and revoke hotel door codes.
• Delivery partners, who receive the name, phone number and address needed to deliver an order.
• Hosting and infrastructure providers that store and run the service.
• Authorities, when the law requires it.

Some of these providers process data outside Nigeria. Where they do, we rely on safeguards the law recognises.

We keep account data while the account is active. Order, booking and payment records are kept as long as tax and accounting law requires, typically six years. Verification codes expire within minutes and door codes stop working at check-out. Message delivery records are kept for up to 12 months. After that, data is deleted or anonymised.

Data is encrypted in transit, passwords are hashed, access is limited by role, and each business can see only its own data. No system is perfectly secure; if a breach affects your personal data, we will notify you and the regulator as the law requires.

Under the Nigeria Data Protection Act you can ask us to:

• give you a copy of your personal data;
• correct data that is wrong;
• delete your data;
• restrict or object to how we use it;
• move your data to another service; and
• withdraw consent you gave, without affecting earlier use.

Email hello@keep-os.com to make a request. We will respond within 30 days. You can also complain to the Nigeria Data Protection Commission.

To have your personal data deleted:

• Business users: email hello@keep-os.com from the address on your account, with the subject “Delete my data”.
• Customers and guests: email hello@keep-os.com with your name, the phone number or email you used, and the business you dealt with.

We will confirm your identity, delete your data within 30 days, and tell you when it is done. We keep only what the law requires us to retain, such as payment records, and delete that too when the retention period ends.

KeepOS is not meant for children under 18, and we do not knowingly collect their data. If you believe a child has given us personal data, contact us and we will delete it.

We may update this policy. The date at the top shows when it last changed, and we will tell business users about significant changes by email or in the dashboard.

KEEP OS LTD, Nigeria. Email hello@keep-os.com with any question about this policy or your data.