About Platform
Kamela NewCircle Core ApartmentsCircle Core Guest HouseCircle Core POSAll Platforms
Industries Methodology Insights Contact Book a Demo

// Legal — Circle Core POS

Privacy Statement

Effective 26 May 2026 — Applies to the Circle Core POS point-of-sale management system

This privacy statement applies to the Circle Core POS point-of-sale management system (“the System”), developed and supplied by Circle Core Technologies (Pty) Ltd (“we”, “us”, “Circle Core”). This statement describes how personal information is collected, used, stored, and protected when the System is deployed by retail and business operators (“Operators”) to manage their point-of-sale operations, transactions, and staff accountability.

A. Information Collected

The System is used by Operators to record and manage transactional and operational information. The categories of personal information that may be captured include:

Cashier & Staff Information
Staff names, usernames, assigned roles (cashier, supervisor, manager), shift records, transaction logs linked to staff identifiers, and access event logs. This information is used for operational accountability and audit trail purposes.
Transaction Records
Sales transaction details including items, quantities, amounts, discounts applied, payment methods, timestamps, till identifiers, and cashier references. Voids, refunds, overrides, and exceptions are also recorded with full context.
Customer Account Information (Optional)
Where the Operator chooses to create customer accounts, the System may store customer names, contact numbers, email addresses, account types, and purchase histories. Creation of customer accounts is optional and entirely at the Operator’s discretion.
Shift & Reconciliation Records
Shift open and close records, float counts, cash reconciliation figures, cashier-specific summaries, and handover notes. These records support operational governance and financial accountability.
Payment Method Indicators
Payment method types (cash, card, EFT, voucher) and reference numbers are recorded for reconciliation. The System does not store full card numbers, banking credentials, or PIN data. Card and EFT payment processing is handled by the Operator’s own payment terminal or gateway, which operates independently of this System.
Device & Browser Data
Standard server logs may record browser type, device type, IP address, and access timestamps for security and diagnostic purposes. This data is not used for commercial profiling.

B. Purpose of Data Collection

Personal information collected and stored in the System is used for the following operational purposes:

Transaction processing and sales recording at the point of sale
Cashier accountability and role-based access control
Immutable audit trail for all transaction events, voids, and overrides
Shift management, float reconciliation, and handover documentation
Inventory tracking and stock management
Receipt, invoice, and document generation for customers
Sales reporting, performance analytics, and exception reporting for the Operator
Customer account management where used by the Operator
Customer support and dispute resolution

Circle Core Technologies does not use transaction or customer data stored in the System for any marketing, profiling, or commercial purpose unrelated to the operation of the System.

C. Data Protection

Circle Core Technologies applies reasonable technical and organisational safeguards to protect personal information stored in the System. These include:

Role-based access controls restricting System access to authorised Operator staff
Immutable transaction records that cannot be altered or deleted after creation
Secure hosting practices aligned with standard industry requirements
Encrypted data transmission over HTTPS
Internal data handling policies limiting access to operational data within Circle Core

While Circle Core Technologies implements reasonable safeguards, no system can guarantee absolute security. Operators are responsible for maintaining the security of their own access credentials, managing staff roles and permissions within the System, and implementing appropriate internal controls over transaction data access.

D. Third-Party Services

The System may interact with or rely on the following categories of third-party services:

Hosting providers: The System is hosted on commercial web hosting infrastructure. Hosting provider terms govern their handling of infrastructure-level data.
Email delivery services: Where the System sends receipts, invoices, or operational communications by email, a third-party email delivery service may be used. Such services handle only the content of emails and are bound by applicable data processing terms.
Payment terminals and gateways (external): Card and EFT payment processing is handled through the Operator’s own payment terminal or third-party payment gateway. Circle Core POS does not process card payments and does not store card numbers or banking credentials. The Operator’s payment provider operates under its own PCI-DSS compliant systems and privacy terms.
Accounting integrations (future): If accounting software integrations are added in future versions, Operators will be notified and required to configure integrations explicitly. Any such integration will transfer only the data necessary for the integration purpose.

Circle Core Technologies does not sell, rent, or trade transaction or customer personal information to any third party for commercial purposes.

E. User Rights

Staff members and customers whose personal information is recorded in the System have the following rights, which they may exercise by contacting the Operator:

Request access to personal information held about them
Request correction of inaccurate or incomplete personal information
Request deletion of their personal information where no legal or audit retention obligation applies
Object to processing of their personal information in specific circumstances

Note that transaction audit records are immutable by design to support financial accountability and cannot be deleted from the audit log. Access to and management of personal data held in the System remains the Operator’s responsibility. Operators using Circle Core POS are the responsible parties for data held in their System account. Where requests relate to Circle Core Technologies’ direct handling of information, contact us at info@circlecore.co.za.

F. Data Retention

Transaction records and audit logs held in the System may be subject to legal data retention obligations under South African tax legislation, VAT record-keeping requirements, and financial compliance frameworks. Operators are responsible for understanding and applying applicable retention periods to records held in their System account. Circle Core Technologies does not automatically delete records and will retain System data for as long as the Operator account remains active or as required to fulfil contractual and legal obligations.

G. POPIA Compliance

Circle Core Technologies is committed to responsible handling of personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). We process personal information lawfully, for specific and legitimate purposes, and retain it only as long as necessary for those purposes. We support Operators in meeting their own POPIA obligations by providing a System with appropriate access controls, role-based permissions, audit trail functionality, and documented data handling practices. Operators who deploy Circle Core POS are themselves responsible parties under POPIA for the personal information of their staff and customers held in the System.

H. Contact

Questions, requests, or concerns regarding this privacy statement or the handling of personal information in the Circle Core POS system should be directed to Circle Core Technologies at info@circlecore.co.za. We will respond to written requests within a reasonable timeframe in accordance with applicable legislation.

← Back to Circle Core POS   |   Website Privacy Policy