Privacy Policy — Sajilo RMS (sajilorms.com)

Last updated: November 17, 2025

Contact

Sajilo Software Solutions Pvt. Ltd. (“Sajilo Softwares”, “we”, “us”, or “our”)
Address: Itahari-6, Sunsari, Nepal
Phone: 025580011
Email: sajilosoftwares@gmail.com

This Privacy Policy explains how Sajilo Software Solutions Pvt. Ltd. collects, uses, discloses, stores, and protects personal information when you use Sajilo RMS (the “Service”), including the web app at app.sajilorms.com, our Android and iOS apps, desktop applications, and any related services or support channels (collectively “Services”). It also describes your rights and choices. This policy is written so you can publish it on your website, display it on signup pages, and submit it for app store verification.

1. Scope & Acceptance

By accessing or using our Services you agree to the collection and processing of information as described in this Privacy Policy. If you do not agree, please do not use or access the Services.

2. Types of Information We Collect

We collect information you provide directly and information automatically collected when you use the Services.

A. Information you provide

Account & Contact: name, business name, business address, email, phone number, username, password (hashed), profile information.
Business & Operational Data: restaurant menus, inventory data, orders, customer names/contacts (if you enter them), invoices, billing addresses, tax IDs, staff records that you upload.
Payment & Transaction Data: payment card details, bank account or other payment method info processed by our payment processors (we do not store full card details unless you explicitly opt into a saved-payment feature; full card data is stored only by the payment processor).
Support & Communications: messages, support tickets, call recordings (if any), and other correspondence you send us.
Media & Device Input: photos or documents you upload (for menus, receipts, staff ID), and other content you submit.

B. Information collected automatically

Device & Technical Data: IP address, device identifiers, operating system, browser type and version, device model, screen resolution, language, time zone.
Usage & Analytics: pages/screens visited, features used, session duration, errors/crash reports, performance metrics.
Cookies & Similar Technologies: cookies, local storage, and similar technologies used for authentication, preferences, analytics and performance.

C. Sensitive information

We do not intentionally collect sensitive personal data (race, religion, health, sexual orientation) unless you choose to upload such information in business records. If we ever require sensitive data for a specific feature, we will obtain explicit consent beforehand.

3. How We Use Information

We use personal data for the following business purposes:

To provide, maintain and operate the Services (account provisioning, authentication, hosting, customer support).
To enable functionality such as order management, reporting, inventory sync, staff management, and backups.
To send transactional messages (account notices, billing, security alerts).
To send marketing or promotional communications where you have consented or where permitted by law (you may opt out).
To improve our Services (analytics, product development, feature testing, debugging, crash reporting).
To detect, prevent, and respond to fraud, abuse, security incidents, or other illegal activity.
To comply with legal obligations and enforce our terms and policies.

4. Legal Bases for Processing (where applicable)

For users in jurisdictions that require a legal basis (e.g., EU/GDPR), we rely on one or more of:

Performance of a contract (providing the Services),
Compliance with legal obligations,
Legitimate interests (improving Service, fraud prevention, security), and
Consent (for marketing or certain optional features).

5. Sharing & Disclosure

We may share your information with:

Service providers and subprocessors who perform services on our behalf (hosting/cloud providers, payment processors, analytics, email delivery, push notification, crash reporting).
Business partners if you elect integrations (for example, POS integrations, accounting software).
Legal and safety reasons: to comply with a legal obligation, court order, or to respond to lawful requests by public authorities; to protect rights, property or safety of Sajilo Softwares, our users or others.
Acquisitions & reorganizations: in connection with a merger, sale, asset transfer, or bankruptcy proceedings (you will be notified of any change in ownership). We require third parties to keep the data confidential and secure and to use it only for permitted purposes.

6. Third-Party Tools, SDKs, and App Stores

Our mobile and desktop apps may include third-party SDKs (e.g., analytics, crash reporting, push notifications, payment SDKs). These providers may collect data independently; their use of data is governed by their privacy policies. Examples of third-party categories include: analytics, payment processors, cloud hosting, authentication providers, and messaging/push services.

When you download our apps from Google Play, Apple App Store or Windows Store, those stores may collect information or require disclosure. This privacy policy covers data we collect; please review store-specific data policies and the third-party providers’ privacy policies for additional details.

7. Cookies & Tracking

We and our partners use cookies and similar technologies to operate the Services, authenticate users, remember preferences, and analyze usage. You can control cookie settings through your browser or device; note that disabling cookies may affect functionality.

8. Data Retention

We retain personal data for as long as necessary to provide Services, fulfill business purposes, and comply with legal obligations. Typical retention examples:

Account data: retained while account is active and for a reasonable period after account closure (e.g., to comply with tax or audit requirements).
Transaction & invoice records: retained for legal and accounting obligations (commonly up to 7 years, depending on local laws).
Analytics and crash logs: retained in aggregated or pseudonymized form for product improvement; raw logs retained for a limited period (e.g., 90 days) unless required otherwise.

If you request deletion, we will delete your personal data except where we must retain it for legal compliance, legitimate business purposes, or to complete a transaction you requested.

9. Cross-Border Transfers & Storage

We store and process data on servers that may be located outside your country (including outside Nepal). Where personal data is transferred internationally, we implement appropriate safeguards (standard contractual clauses, access controls) consistent with applicable law.

10. Security

We implement reasonable technical and organizational measures to protect personal information (encryption in transit using TLS, access controls, regular security reviews, secure development practices). However, no system is completely secure — we cannot guarantee absolute security of data. We will notify affected users and authorities as required by applicable law in the event of a data breach.

11. Your Rights & Choices

Where applicable, you may have rights including:

Access: request a copy of personal data we hold about you.
Correction: ask us to correct inaccurate data.
Deletion: request deletion (subject to legal retention obligations)
Portability: request your data in a machine-readable format.
Restriction/Objection: object to or request restriction of certain processing (e.g., direct marketing).
Opt-out of marketing: you can opt out of promotional emails by following the unsubscribe link or contacting us.
Cookie controls: adjust settings in your browser/device.

To exercise rights, contact us at sajilosoftwares@gmail.com or use account settings where available. We may require verification before responding to requests.

12. Children's Privacy

Our Services are not intended for children under 13 years. We do not knowingly collect personal data from children under 13. If we learn that we have collected personal information from a child under 13 without parental consent, we will take steps to delete that information. If you believe we have collected such information, contact us immediately.

If your business will ever offer services to minors or require a different minimum age (for example, local laws or app-store requirements), adjust this age and any consent mechanisms accordingly.

13. Payments & Financial Data

Payment processing is handled by third-party payment processors (e.g., Stripe, PayPal, or other providers you select). We may collect billing information necessary to process payments and invoice you. We do not store full payment card numbers unless you explicitly opt into a saved-payment option and we or our processor must comply with applicable payment security standards (PCI-DSS).

14. Marketing & Communications

We may send marketing emails or in-app messages with your consent or as permitted by law. You can opt out of promotional communications at any time via the unsubscribe link or by contacting us. Transactional emails (billing, security, service announcements) are required for account operation and cannot be opted out of.

15. Links to Other Sites

Our Services may contain links to third-party websites or services. We are not responsible for third-party privacy practices. We encourage you to read their privacy policies before providing personal information.

16. Changes to This Policy

We may update this policy to reflect changes in our practices or legal requirements. The “Last updated” date at the top indicates when this Privacy Policy was last revised. When changes are material, we will provide notice (e.g., prominent notice on the Services or email to users) as required by law.

17. Contact & Complaints

If you have questions, requests, or complaints about this Privacy Policy or our data practices, contact:

Sajilo Software Solutions Pvt. Ltd.
Email: sajilosoftwares@gmail.com
Phone: 025580011
Address: Itahari-6, Sunsari, Nepal

You may also have the right to lodge a complaint with a local data protection authority where applicable.

18. App-Store / Platform Verification Notes (for your internal use)

For app store data-safety / privacy disclosures, you can reference this policy and extract the following concise points for each platform form:

Data collected: Identifiers (email, phone), Contact info, Financial & Transactional data, Usage & diagnostics, Device identifiers, Photos/documents (user provided), Customer data entered by business.
Purpose: App functionality, payments, analytics, crash reporting, support, marketing (if opted in).
Third parties: Payment processors, cloud hosting, analytics, push notification and crash-reporting providers.
Data shared: Service providers, legal authorities (if required), business partners (if you enable integrations).
Retention: While account active + legal required retention (e.g., up to 7 years for financial records).
Contact: sajilosoftwares@gmail.com.