Sales Order Privacy Policy

Effective Date: September 16, 2025

Introduction

Codechime Software Solutions ("Codechime", "we", "us", or "our") respects the privacy of our users ("you" or "your"). This Privacy Policy describes how we collect, use, disclose, and secure your personal information when you use our Sales Order mobile application ("App").

We are committed to complying with the Philippine Data Privacy Act of 2012 (Republic Act No. 10173), the EU General Data Protection Regulation (GDPR), and other applicable data privacy laws.

Information We Collect

We collect the following types of information:

Registration Information: When you register for a Codechime account, we collect your email address, mobile number, password, and full name. We use this to create and manage your account, secure it, and personalize your experience.
Sales Order Data: When you use the App to record a sales order, we collect the information you provide, which may include: the item list (item name, quantity, price), subtotal, discount, tax amounts, grand total, order notes, and the date and time of the order.
Customer Information (Paid Feature): If you subscribe to our paid tier, you may choose to enter and store personal information about your customers ("Customer PII"). This data, controlled by you, may include your customer's name, mobile number, address(es), and TIN. This information is used to populate customer fields and track transaction history.
Guest User Information: If you use the App as a guest, we generate a unique identifier (UUID). We associate your Sales Order Data with your device for a maximum period of 30 days of inactivity (defined as no new orders added). After 30 days of inactivity, this guest data is deleted from our systems and cannot be recovered.
App Usage Data: We may collect anonymized data about how you interact with the App, including screen views, button/menu taps, and feature usage. This data is fully anonymized, cannot be linked back to you, and is used internally to identify bugs, understand user behavior, and improve the App.

We do not collect the following information:

Precise location data (e.g., GPS coordinates).
Bank details or credit card information (all payments are handled by the Google Play Store).
Sensitive personal information (e.g., race, religion, health data) about you or your customers.

Use of Information

We use the information we collect for the following purposes:

To create and manage your account.
To provide the core functionality of the App (e.g., save orders, sync data).
To process your subscription and provide paid features.
To display relevant advertisements in the Free Tier (see "Third-Party Services" below).
To improve the App's performance, stability, and features.
To comply with legal and regulatory requirements.

Data Sharing and Disclosure

We do not sell, trade, or rent your personal data or your customers' data to third parties. We do not share your personal information except in the following limited circumstances:

Service Providers: We may share information with essential third-party vendors who help us operate the App, such as our hosting provider (currently located in Singapore). These providers are contractually obligated to protect your information.
Advertising Providers: In the Free Tier, we may use third-party advertising services like Google AdMob. These services may collect and use anonymized device identifiers and usage data to serve relevant ads. We do not share your Sales Order Data or your Customer PII with advertising providers.
Legal Compliance: We may disclose your information if required by law, such as in response to a subpoena, court order, or other valid legal request.

Data Security

We implement a variety of security measures to maintain the safety of your personal information. These measures include using AES-256 encryption to protect your data at rest and in transit, conducting regular security audits, and training employees on data security best practices. However, no internet transmission or electronic storage is completely secure. We cannot guarantee the absolute security of your information.

Tax Information

The App allows you to record tax amounts (such as VAT, GST, or Sales Tax) associated with your sales orders. You are solely responsible for ensuring the accuracy of the tax rates and amounts you provide. The App is a record-keeping tool and does not provide financial or tax advice. We recommend consulting with a tax professional for any specific tax questions.

International Data Transfers

Your information may be transferred to and maintained on servers located outside of your jurisdiction. Our servers are currently located in Singapore, but this may change. We will take appropriate safeguards to protect your personal data in accordance with applicable data protection laws, including the use of Standard Contractual Clauses (SCCs) for transfers of data from the EEA. By using the App, you consent to this transfer.

Data Retention

We retain your information only for as long as necessary to fulfill the purposes outlined in this policy.

Data Type	Retention Period	Purpose
Sales Order Data	3 years after account closure	Accounting, legal, and tax compliance purposes.
Customer PII	5 years after account closure (as part of the user account record)	Data is retained (but locked) as long as the account is active. Retained after closure for legal, accounting, and security purposes.
Registration Info	5 years after account closure	Legal, accounting, security, and fraud prevention purposes.
Guest User Data	Deleted after 30 days of inactivity	To provide temporary functionality. Data is permanently erased and cannot be recovered.
Anonymized App Usage	Indefinitely	To improve the App and understand usage patterns. This data cannot be linked to you.

Upon account deletion, we will deactivate your account and retain your data for the periods specified above before it is securely and permanently deleted from our systems.

Data Breach Notification

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify affected users and the relevant data protection authorities as required by applicable law, where feasible, within 72 hours of becoming aware of the breach.

Your Rights

In accordance with applicable law (including GDPR and the Philippine DPA), you have the right to access, rectify, erase, restrict processing of, and port your personal data. You also have the right to object to processing and to withdraw consent. You can exercise these rights by contacting us at info@codechime.com.

Children's Privacy

Our App is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy within the App and on our website at [Insert Your Website Privacy Policy Link].

Contact Us

If you have any questions about this Privacy Policy, please contact us at:

Codechime Software Solutions
Liloan, Cebu, Philippines
info@codechime.com