1. Who we are
OvalPOS is owned and operated by Western Media (“Company”, “we”, “us”), a company registered in Ghana. Office: SAK/MKT/A/23A, 2nd floor, PS Global Building, Sakumono, Tema — Ghana. P.O. Box GP 18967, Accra GH. Contact: enquiry@ovalpos.com / support@ovalpos.com / (233) 303-966-794.
2. Our promises
- We do not rent or sell your personal information to third parties for their marketing.
- Information you provide is stored and processed to deliver OvalPOS and related support.
- You may request access, correction, or deletion of personal data we hold about you by emailing support@ovalpos.com.
- We do not knowingly collect personal information from children. OvalPOS is a business product for users 18 and over.
3. Roles under data protection law
For data about your business contacts and billing, Western Media is typically the data controller. For personal data you enter into OvalPOS about your own customers, staff, and suppliers (sales, receipts, loyalty, HR-style staff records, and similar), you are the data controller and Western Media is the data processor. You must have a lawful basis to collect that data, publish appropriate notices to your customers, and configure cookies on any website you operate. You indemnify Western Media for claims arising from your notices, cookie use, or instructions to us.
As processor we will: use that personal data only to provide the Service or as you instruct in writing (unless law requires otherwise); keep it confidential; apply reasonable technical and organisational measures; notify you without undue delay and in any event within 48 hours of becoming aware of a personal-data breach affecting it; assist with access requests at your reasonable cost; and, on termination, return personal data you request in writing (we may retain a copy where law requires). You authorise us to use sub-processors needed to host and run the Service (including cloud infrastructure providers). Personal data will not be transferred outside Ghana except with an adequate level of protection under Ghanaian Data Protection Laws, or with your consent (deemed given where those safeguards apply).
4. Information we collect
Depending on how you use the Site and Service, we may collect:
- Registration and account data — business name, contact name, email, phone, address, Ghana Card / business certificate uploads, outlet details, and billing contacts.
- Service data — sales, inventory, customer, employee, and reporting data that you or your staff enter into OvalPOS. This data is stored on your cloud instance to run your business. You own it.
- Payment data — invoice details and payment status. Card or mobile-money processing is handled by payment providers; we do not store full card numbers.
- Technical data — IP address, browser type, device, access times, referring URL, pages visited, and similar logs needed for security and diagnostics.
- Cookies — small files used for session management, preferences, and (if enabled) analytics.
- Support communications — emails, tickets, and (where applicable) recordings of phone calls used for training and to resolve your request.
We do not collect passwords from third-party accounts. Staff passwords you create inside OvalPOS are stored in hashed form on your instance. Simply browsing ovalpos.com without submitting a form does not require you to give identifying details.
5. How we use information
- To create and host your OvalPOS cloud instance and provide support, updates, backups, and security patching.
- To quote setup fees, issue invoices, process subscriptions, and communicate about your account.
- To improve reliability, prevent fraud or abuse, and comply with law (including GRA E-VAT where you enable that integration).
- To send operational messages (billing, downtime, security). Marketing messages are optional where required.
- To improve OvalPOS using anonymised or aggregated transactional, sales, product, and stock data that cannot identify a person.
6. When we disclose information
We may disclose information:
- in response to a court order, subpoena, or lawful request from a competent authority;
- to investigate or prevent fraud, abuse, or security incidents, or to protect rights, property, or safety;
- to enforce our Terms or License;
- to our sub-processors and professional advisers who need it to provide the Service, under confidentiality duties;
- in connection with a merger, sale, or reorganisation of our business; or
- as otherwise required by law.
We do not run third-party advertising networks on customer OvalPOS instances.
7. Third-party services
OvalPOS may connect to tools you enable, including AWS hosting, Paystack, Stripe, Hubtel, MNotify, Mailchimp, WooCommerce, Shopify, QuickBooks, Sage 300, Manager.io, Google Authenticator (2FA), and GRA E-VAT. Those providers have their own privacy policies. We are not responsible for how they handle data once you connect or send information to them.
8. Analytics and cookies
If website analytics are enabled, cookies may be used to understand how visitors use ovalpos.com. You can block cookies in your browser; some site features may then not work fully. You can opt out of Google Analytics with the browser add-on at tools.google.com/dlpage/gaoptout.
9. Data storage and security
Cloud instances are hosted on infrastructure we operate (including AWS). We use reasonable administrative, technical, and physical safeguards. No method of transmission or storage is 100% secure. You are responsible for strong passwords, staff access rights, firewalls on your network, and optional 2FA on your account.
10. Retention
We keep account and billing records as long as your subscription is active and for a reasonable period afterward for legal, tax, and dispute purposes. Service data on your instance is retained until you delete it, your subscription ends and the instance is decommissioned, or you request deletion where we can legally comply. After termination you generally have 30 days to export data (see the Terms of Service).
11. Your rights
Subject to Ghana’s Data Protection Act, 2012 (Act 843) and other applicable law, you may request access, correction, restriction, or deletion of personal data, or object to certain processing. Contact support@ovalpos.com. We may need to verify your identity first. If you are asking about data of your customers stored in OvalPOS, we will normally refer the request to you as controller, or act only on your documented instruction.
12. Children
OvalPOS is a business product. The Site and Service are not directed at children under 18.
13. Changes
We may update this Policy from time to time. The latest version will be posted on this page. Continued use of the Site or Service after changes means you accept the updated Policy.
Last updated: 8 August 2026