Who we are
Sansflow makes Sansflow POS, a point-of-sale app for food, drink and retail businesses in Indonesia. This policy covers our website, sansflow.com, and the app at pos.sansflow.com. It follows Indonesia’s Personal Data Protection Law, Law No. 27 of 2022 (“UU PDP”).
- Status: an independent project, not a registered company yet.
- Office and contact address: Jl. R.E. Martadinata, Simpang IV Sipin, Telanaipura, Jambi 36124, Indonesia
- Email: hello@sansflow.com
- Privacy requests: hello@sansflow.com
Who is responsible for your data
It depends on how you meet us.
- We are the controller for data about visitors to sansflow.com, people who email us, and the owners and team members who hold a Sansflow POS account (their login and account details).
- The business is the controller and we are its processor for everything a business records in Sansflow POS about its staff, customers, guests and suppliers. The business decides what to record and why. We store and process it only to run the app for that business, on its instructions.
If you are a customer or employee of a business that uses Sansflow POS, please contact that business first about your data. We will help them answer you.
What we collect
Visitors to sansflow.com
- Technical data every website receives: your IP address, browser and device type, the page you asked for, and the country our host, Cloudflare, derives from your IP address. We use the country and your browser language only to decide whether to open the Indonesian home page first.
- Your choices: the language you pick in the footer and your answer to the cookie banner.
- If you accept cookies: how you use the site, through Google Analytics 4. For example the pages you view, clicks on buttons like Book a demo or Log in, the FAQ questions you open, your approximate location and your device.
- If you email us: your name, email address and whatever you choose to write.
Businesses and their teams using Sansflow POS
- Account: name, email address, password (stored only as a secure hash by our sign-in provider), profile photo, role and permissions, last login and last activity.
- Business: business name, address, phone number, category, logo, time zone, receipt footer and settings.
- Work records: shifts and cash counts, orders taken, refund requests and approvals, and an audit log of who changed what.
- Staff profiles, if the business uses them: phone number, personal email, date and place of birth, gender, religion, marital status, national ID number (NIK), current and home addresses, education and work history, employment type and status, and bank account details for payroll.
- Attendance, if the business uses it: a photo taken at check-in and check-out, the time, and the device’s location if the staff member allows it. Check-in still works without location.
- Payroll and leave: salary, overtime, bonuses, deductions, schedules, leave balances and requests.
Customers and guests of those businesses
- Customer records a business chooses to keep: name, phone number, email, address and notes.
- Orders: what was ordered, the bill name, the order type, the amount, how it was paid and when.
- Invoices and pay-later balances for regular customers.
- Ratings left on the customer display: a score and tags, not linked to a name.
Sansflow POS records how an order was paid (cash, QRIS, card, bank transfer or pay later). It is not connected to a payment provider, and it never receives card numbers, PINs or QRIS account details. Those stay with the business’s own terminal or QRIS provider.
Suppliers
The contact name, email, phone number and address of suppliers a business adds for purchase orders.
Some of this is specific personal data under UU PDP, such as bank account details and any data about children, and some is sensitive in practice, such as a NIK or religion. Businesses should record only what they really need, and have a lawful basis for it.
Why we use it, and our legal basis
UU PDP allows processing only on a legal basis. Here is ours for each purpose.
Running Sansflow POS
Creating and securing accounts, syncing orders between screens, printing receipts and producing reports.
- Basis
- Performing our contract with the business
Processing staff and customer data for businesses
Storing what a business records and showing it to the people that business allows.
- Basis
- The business’s own legal basis, and our agreement with it
Supporting you
Answering emails, demo requests and support questions.
- Basis
- Steps you ask for before a contract, and our legitimate interest in replying
Keeping things safe
Preventing abuse, investigating problems, keeping audit and security logs.
- Basis
- Legitimate interest, and legal obligation where it applies
Measuring the website
Analytics and ad measurement on sansflow.com.
- Basis
- Your consent, which you can withdraw at any time
Understanding app usage
Page views in the app, counted in aggregate by Vercel Web Analytics, without cookies.
- Basis
- Legitimate interest
Meeting the law
Billing, tax records and answering lawful requests from authorities.
- Basis
- Legal obligation
We don’t sell personal data, and we don’t use the data businesses store in Sansflow POS for our own marketing.
Cookies and analytics
sansflow.com uses Google Tag Manager and Google Analytics 4 with Google Consent Mode. Until you choose Accept, analytics and advertising storage stay off, so no analytics or advertising cookies are set. Google’s tags may still send basic signals without cookies, such as that a page loaded, with advertising data redacted.
If we add ad measurement later (for example from Google Ads, Meta or TikTok), it will follow the same choice, and we will list it here before it goes live.
sf-consent
Remembers your answer to the cookie banner, so we don’t ask on every page.
- Kind
- Browser storage
- Kept
- Until you clear it
- Set
- When you choose
sf-lang
Remembers the language you picked, so the home page opens in it next time.
- Kind
- Cookie
- Kept
- 1 year
- Set
- When you switch language
_ga, _ga_*
Google Analytics: tells visits apart so we can see how the site is used.
- Kind
- Cookie, Google
- Kept
- Up to 2 years
- Set
- Only after you accept
Your cookie settings
Current choice: Not chosen yet
You can also block or delete cookies in your browser settings. The app at pos.sansflow.com sets no analytics or advertising cookies.
Data kept on your device
To stay fast and keep working when the internet drops, Sansflow POS keeps some data in the browser on the device you use:
- Your sign-in session, so you stay logged in until you log out.
- Preferences: app language, sounds on or off, auto-print, kitchen station and dismissed tips.
- An offline copy of your menu, prices and stock levels.
- Bills saved while offline, which can include a bill or customer name. They sync to your account when you are back online, and a copy stays in the browser until its site data is cleared.
- Cached images and fonts, so screens load quickly.
Anyone with an unlocked, logged-in device can see this data. Log out on shared devices, and clear the browser’s site data before you hand a device on.
Who we share it with
We use a small number of service providers to run the website and the app. They process data for us, only for the service they provide.
Cloudflare
Hosts sansflow.com and protects it from attacks.
- Data
- IP address, request details, country
- Where
- Global network
Google
Tag Manager on every visit; Analytics 4 only after you accept.
- Data
- Pages viewed, clicks, device, approximate location
- Where
- Google’s global infrastructure
Adobe Fonts
Serves the typeface on sansflow.com.
- Data
- IP address, browser details
- Where
- Adobe’s global network
Zoho
Runs our inbox, hello@sansflow.com.
- Data
- The emails you send us
- Where
- United States (Zoho’s US data centre)
Supabase
The app’s database, sign-in, file storage and server functions.
- Data
- All app data described above
- Where
- India (Mumbai)
Vercel
Hosts the app and counts page views with Vercel Web Analytics, without cookies.
- Data
- IP address, request details, pages viewed
- Where
- Vercel’s global network
OpenStreetMap
Draws the map when a manager opens a staff check-in location.
- Data
- The check-in coordinates and the viewer’s IP address
- Where
- OpenStreetMap Foundation servers
Account emails
Sign-up, password reset and team invitation emails are sent through Supabase Auth, delivered by Resend.
- Data
- Name, email address
- Provider
- Supabase and Resend (United States)
Inside a business, its owner decides who sees what through roles and permissions. A small number of authorised Sansflow staff can access accounts to give support, keep the service secure, and act on a business’s request.
We also disclose data when the law requires it, for example to answer a lawful request from an Indonesian authority.
Transfers outside Indonesia
Some of our providers store or process data outside Indonesia. The app’s database is hosted in India (Mumbai), our inbox and account emails run on servers in the United States, and Vercel, Cloudflare, Google and Adobe serve pages from global networks.
When personal data leaves Indonesia, we do what UU PDP requires: we make sure the destination offers protection at least equal to UU PDP, or that adequate and binding safeguards are in place, or, where neither applies, we ask for your consent.
How long we keep it
Account and business data
While the account is active.
- After closure
- Deleted within 30 days
Staff, customer and order records
For as long as the business keeps its account, or until the business deletes them.
- After closure
- Deleted within 30 days
Our own billing records
For as long as Indonesian law requires us to keep them.
- Period
- 10 years, as Indonesian tax law requires
Emails to us
As long as we need them to help you.
- Period
- Up to 2 years
Google Analytics data
Kept by Google under our analytics settings.
- Period
- 2 months
Server and security logs
Kept by our hosting providers for security and troubleshooting.
- Period
- Days to weeks, set by each provider
When a period ends, we delete the data or make it anonymous.
How we protect it
- Encrypted connections (HTTPS) for the website and the app.
- Passwords are never stored in readable form.
- Row-level security in the database, so each business can reach only its own data.
- Roles and permissions decide what each team member can see and do. Refunds need a manager’s approval.
- An audit log records who changed what.
- Staff photos and attendance photos sit in private storage and are shared only through links that expire.
No system is perfectly secure. Use a strong password, keep it to yourself, and log out on shared devices.
Your rights under UU PDP
You have the right to:
- Be informed: know who we are, what we process, why, and how we protect it.
- Access your data and get a copy.
- Correct or update data that is wrong or incomplete.
- Delete or destroy your data, where the law allows.
- Withdraw consent you gave, such as for cookies, at any time.
- Object to decisions made only by automated processing, including profiling, that significantly affect you. We don’t make any.
- Restrict or pause processing, in proportion to its purpose.
- Take your data with you in a common, machine-readable format, or have it sent to another controller.
- Claim compensation if your data is processed in breach of UU PDP.
To use a right, email hello@sansflow.com from the address on your account, or tell us enough to identify you. We may ask you to confirm who you are. We answer within the time limits UU PDP sets, which for most requests is 3 × 24 hours.
If a business recorded your data in Sansflow POS (you are its customer or employee), send your request to that business. If you write to us instead, we will pass it on and help them respond.
You can also complain to the Indonesian government authority responsible for personal data protection.
Children
Sansflow is made for businesses. The website and the app are not meant for children, and we don’t knowingly collect children’s data ourselves.
If a business records data about a child, for example a young employee or customer, UU PDP requires consent from a parent or guardian, and the business is responsible for getting it. If you think we hold a child’s data without that consent, contact us and we will delete it.
If something goes wrong
If a personal data breach happens, we will notify the people affected and the authority in writing within 3 × 24 hours of becoming aware of it, as UU PDP requires. The notice explains what data was exposed, when and how, and what we are doing to contain it and recover.
Where we process data for a business, we tell that business without delay, so it can inform its staff and customers.
Changes to this policy
We will update this policy when our services or the law change. The date at the top shows the current version. If a change is significant, we will tell account holders in the app or by email before it takes effect.