1. Who we are
AIPOS (All Integrated POS) is a point of sale and back office service for shops, cafés and restaurants in Malaysia. It is run by Tom Manas Technologies Sdn Bhd (898128-P), Unit 11, Ground Floor, Block A, Flat PKNS, Jalan Tun Razak, 50400 Kuala Lumpur ("we", "us"). This policy explains what personal data AIPOS handles and why, as required by Malaysia's Personal Data Protection Act 2010 (PDPA).
There are two kinds of data in AIPOS:
- Your account data, for the shop owner and staff who use AIPOS. We decide how this is used.
- Your shop's data about its own customers: sales, loyalty members, bookings, e-invoice buyer details. Your shop decides what it collects and why; we store and process it for you, on your instructions.
2. What we collect
| Who | What | How we get it |
|---|---|---|
| Shop owners and staff | Name, email, phone, role, outlet; password and manager PIN (stored only as one-way hashes); sign-in times; actions in the activity log, with IP address | Signup, the shop adding staff, using AIPOS |
| Shops | Business name, address, phone, email, logo, tax details (TIN, registration number), plan and billing history | Signup and Settings |
| A shop's customers | Name, phone, email, birthday if the shop records it, loyalty points, purchase history | Entered by the shop at the till or in the back office |
| Guests who book or order by QR | Name, phone, party size, booking time, the order and any note | The guest, on the shop's booking or table QR page |
| E-invoice buyers | Name, TIN, MyKad or passport number, registration number, address, email, phone | The buyer or the shop, when an e-invoice is requested |
We do not collect card numbers. Card and online payments are taken by the payment provider (section 4), which sends us only the result.
3. Why we use it
- To run the service: sign-in, the till, receipts, stock, reports, table orders, bookings.
- To send what you or your shop asked for: receipts, booking confirmations, low-stock and e-invoice alerts, password resets.
- To bill your shop for its plan, and to keep the records the law requires.
- To submit e-invoices to LHDN when your shop turns MyInvois on.
- To keep AIPOS secure: the activity log, limits on wrong PIN attempts, finding abuse.
We do not sell personal data, and we do not use your shop's customer data for our own marketing.
4. Who we share it with
We share personal data only with the services below, only what each needs, and only when the feature that uses it is on. Some are chosen by your shop: it connects them in Settings, and their own privacy policies apply to what they receive.
| Service | What it gets | When |
|---|---|---|
| Exabytes, Malaysia | Everything stored in AIPOS | Always: our servers and database run there |
| Exabytes | Email address and the message (receipt, booking, password reset, alerts) | When AIPOS sends an email |
| Stripe | Shop name, email and the plan payment | When a shop pays for its plan |
| CHIP (or the shop's own payment provider) | The amount and the order reference; the guest pays on the provider's own page | When a guest pays a bill or QR order online |
| LHDN MyInvois | The e-invoice: the shop's tax details, the buyer's details, the items and amounts | When the shop turns MyInvois on |
| Shopee, Lazada, TikTok Shop | Stock levels; we receive the shop's marketplace orders | When the shop connects its marketplace account |
| Meta (WhatsApp) | The phone number and the message | When the shop sends receipts or messages by WhatsApp |
| Name and email, to sign you in | When you choose Sign in with Google | |
| Google (Analytics) | The pages you visit on the public website, your browser and device type, and an approximate location; never your name or email | When you visit the public AIPOS website, including signup and sign-in, while not signed in |
We also share data when the law requires it, for example to LHDN or a court order, and with a buyer of our business if AIPOS is ever sold, under this same policy.
Marketplace and e-invoice data
- Marketplaces. Your shop signs in to Shopee, Lazada or TikTok Shop with its own seller account; AIPOS never sees the password. We keep only the access token the marketplace gives us, encrypted, to import orders and update stock. Disconnecting in AIPOS deletes the token, and you can also revoke access from the marketplace's own seller centre.
- E-invoices. For a sale your shop sends to LHDN, we send the buyer details the e-invoice needs and keep a copy of what LHDN accepted, as the tax rules require. A sale without buyer details goes on a monthly consolidated e-invoice to the "General Public", with no personal details.
- Payment providers. Your shop's CHIP or Stripe keys are stored encrypted and used only for your shop's payments.
5. Cookies and data on your device
- Needed to work: a sign-in session cookie, a security token against forged requests, and a short-lived cookie that ties a marketplace sign-in to the browser that started it.
- On the till device: AIPOS keeps the product list, parked sales and sales made while offline in the browser's storage, so the till keeps working without internet. They are sent to AIPOS when the connection is back.
- Remember me: keeps you signed in on that device if you tick it.
- Website analytics: on the public AIPOS website, including signup, sign-in and password reset, and only while you are not signed in, we use Google Analytics to count visits and how many people start and finish signing up. It sets its own cookies (named _ga) and sends Google the page you visit, your browser and device type and an approximate location. It never gets your name, email or anything you type, and its advertising features are off. It never runs on your shop's own sign-in page. To opt out, block cookies for this site or use Google's browser add-on that turns off Google Analytics.
- No tracking in the app: once you are signed in, AIPOS uses no analytics or advertising cookies.
6. How long we keep it
- While your shop uses AIPOS: we keep its data so the reports, refunds and history work.
- Sales and e-invoice records: kept for 7 years, because Malaysian tax law requires businesses to keep them.
- After a shop cancels or its plan lapses: the shop moves to the Free plan and keeps its data. If the shop asks us to close the account, we delete its data within 90 days, except the records the law requires us to keep.
- Backups: we back up the database every night and keep the backups on our server in Malaysia. Older backups are thinned out over time and kept for up to 3 years, so deleted data can remain in a backup until that backup is removed.
- Marketplace tokens: deleted as soon as the shop disconnects.
7. How we protect it
- All traffic uses HTTPS.
- Passwords and PINs are stored only as one-way hashes; payment and marketplace keys are encrypted.
- Each shop sees only its own data, and staff see only what their role allows.
- Wrong-PIN attempts are limited, and important actions (refunds, voids, settings changes) are recorded in the activity log.
- If a breach affects your personal data, we will tell the affected shops and the Personal Data Protection Commissioner as the law requires.
8. Your rights
Under the PDPA you can:
- ask what personal data we hold about you, and get a copy;
- ask us to correct data that is wrong;
- withdraw consent to marketing, and ask us to limit how we use your data;
- ask us to delete your account.
If you are a customer of a shop that uses AIPOS, contact the shop first: it controls your data. We will help the shop answer you. We answer requests within 21 days, as the PDPA requires.
9. Contact and changes
Questions or requests: privacy@aipos.my, or write to Tom Manas Technologies Sdn Bhd, Unit 11, Ground Floor, Block A, Flat PKNS, Jalan Tun Razak, 50400 Kuala Lumpur.
If we change this policy in a way that matters, we will tell shop owners by email or in AIPOS at least 30 days before it applies. The date at the top shows the latest version.