Privacy Policy

1. Who we are

OrderCap ("OrderCap", "we", "us") provides order-tracking software for businesses — including our mobile app, website at myordercap.com, and customer receipt pages at pay.ordercap.app.

This Privacy Policy explains how we collect, use, store, and share information when you use our services. If you have questions, contact us at [email protected].

2. Who this policy applies to

• Business users — owners and staff who create an OrderCap account and use the app to record orders, payments, and receipts.
• End customers — people whose details (name, order, payment information) a business enters into OrderCap, or who upload a transfer receipt via a pay link or QR code without creating an account.
• Website visitors — people who browse our marketing site or contact us through forms.

If you are a business using OrderCap, you are responsible for telling your customers how you handle their information and for having a lawful basis to collect it. OrderCap processes that information on your instructions to provide the service.

3. Information we collect

Account and business information

• Business name and profile details you provide at registration
• Owner and staff names, email addresses, and login credentials (passwords are stored hashed, not in plain text)
• Staff roles and permissions within your business

Order and payment data

• Customer names and contact details you enter
• Services or products, amounts, order status, and order source (e.g. WhatsApp, phone, walk-in, Instagram)
• Payment method, amounts recorded, and who created or approved a payment
• Audit history — who changed an order, when, and what changed

Receipt uploads

When a customer submits a bank transfer receipt through a pay link or QR code, we collect the uploaded image (and any metadata needed to link it to the correct order). Customers do not need an OrderCap account to submit a receipt.

Device and usage information

• App version, device type, operating system, and general diagnostic logs
• Sync activity and error reports to keep the service reliable
• IP address and browser type when you visit our website or receipt pages

Support and contact

If you contact us by email, WhatsApp, or our contact form, we keep the information you send so we can respond and improve support.

4. How we use information

We use collected information to:

• Provide, operate, and maintain OrderCap — including offline sync, dashboards, and staff access
• Enable receipt collection, payment approval workflows, and audit trails
• Authenticate users and protect accounts from unauthorized access
• Send service-related messages (e.g. account or security notices)
• Respond to support requests and fix bugs
• Understand usage patterns and improve the product
• Comply with legal obligations and enforce our Terms of Service

We do not sell your personal information. We do not use order or customer data from your business to advertise to your customers.

5. Legal bases (where applicable)

Where data protection law requires a legal basis, we rely on:

• Contract — to provide the service you signed up for
• Legitimate interests — to secure, improve, and support OrderCap in ways that do not override your rights
• Legal obligation — where we must retain or disclose information by law
• Consent — where you have given clear consent (e.g. optional marketing, if offered)

For users in Nigeria, we aim to comply with the Nigeria Data Protection Act (NDPA) and related guidance from the Nigeria Data Protection Commission (NDPC).

6. How we share information

We may share information with:

• Service providers — hosting, database, email, analytics, or error-monitoring providers that help us run OrderCap, under contracts that limit their use of your data
• Within your business — owners and authorized staff can access data for the business account they belong to
• Legal and safety — if required by law, court order, or to protect rights, safety, and security
• Business transfers — in connection with a merger, acquisition, or sale of assets, with notice where required

We do not share your business order data with other OrderCap customers.

7. Data retention

We keep your business data for as long as your account is active and you continue to use the service.

You can delete your account at any time — from within the app, or from our account deletion page.

Owner account deletion (business closed)

• Access is disabled immediately — your account is closed and no one can sign in.
• Your data — including your name, email, business details, orders, and recorded payment status — is kept for up to 30 days so an accidental deletion can be reversed, and is then permanently deleted.
• Receipt uploads — customer-submitted receipt images (which may contain customer name or bank details) are deleted from our storage systems at the day-30 purge.
• Backup copies are overwritten on our normal backup rotation and are not restored.

Staff account deletion

When a staff member deletes their account, their login and personal information (name, email) are removed immediately. The orders and business records they worked on remain with the business, with their name removed from those records.

Export before deletion

Before deleting, you can download a copy of your data from within the app or via our account deletion page. Nigerian law generally requires businesses to keep financial records for six years; we provide this export so you can meet that obligation. We do not keep your records on our behalf beyond the retention periods described above.

8. Security

We use technical and organizational measures designed to protect your information, including encrypted connections (HTTPS/TLS), access controls, and hashed passwords. Receipt images are stored securely and are accessible only within the relevant business account.

No method of transmission or storage is completely secure. You are responsible for keeping your login credentials confidential and for managing staff access appropriately.

9. Your rights and choices

Depending on where you live, you may have the right to:

• Access a copy of personal information we hold about you
• Correct inaccurate information
• Request deletion of your account or certain data
• Object to or restrict certain processing
• Withdraw consent where processing is based on consent
• Lodge a complaint with a data protection authority

Business owners can manage much of their data directly in the app. For other requests, email [email protected]. We may need to verify your identity before responding.

If you are an end customer of a business using OrderCap, contact that business first about your order data. We can help where the business directs us to.

10. International transfers

OrderCap may process and store information on servers located outside your country. Where required, we use appropriate safeguards for cross-border transfers.

11. Children

OrderCap is a business tool and is not directed at children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will take appropriate steps to delete it.

12. Cookies and website analytics

Our marketing website may use essential cookies required for basic functionality. If we add analytics or marketing cookies in the future, we will update this policy and, where required, ask for consent before using non-essential cookies.

13. Changes to this policy

We may update this Privacy Policy from time to time. We will post the revised version on this page and update the "Last updated" date. Material changes may also be communicated through the app or by email. Continued use of OrderCap after changes take effect means you accept the updated policy.

14. Contact

Privacy questions or requests: [email protected] or our contact page.