Data processing & protection terms
Effective: May 07, 2026
Effective Date: May 07, 2026
"Data Controller" means the User (business entity) that determines the purposes and means of processing personal data through the System.
"Data Processor" means Amuzara AI, which processes personal data on behalf of the Data Controller through the RetailMind AI System.
"Data Subject" means any identified or identifiable individual whose personal data is processed through the System, including employees, customers, and staff of the Data Controller.
"Personal Data" means any information relating to an identified or identifiable natural person, as defined by the Ghana Data Protection Act, 2012 (Act 843).
"Sub-Processor" means any third-party service provider engaged by the Data Processor to process personal data on behalf of the Data Controller.
"Processing" means any operation performed on personal data, including collection, recording, storage, retrieval, use, transmission, erasure, or destruction.
This Data Processing and Protection Agreement ("Agreement") governs how RetailMind AI processes personal and business data on behalf of Users in connection with the provision of the Services.
This Agreement supplements the Terms and Conditions and Privacy Policy, and shall be read in conjunction with those documents.
The Data Controller instructs the Data Processor to process personal data solely for the purpose of delivering the retail management, analytics, fraud detection, and AI-powered Services described in the Terms and Conditions.
The following categories of data are processed under this Agreement:
Personal Data of Staff: Names, email addresses, phone numbers, role assignments, attendance records (including GPS coordinates at clock-in/clock-out), shift schedules, performance metrics, and employment-related information.
Customer Transaction Data: Transaction amounts, payment methods, items purchased, discount rates applied, refund records, and timestamps.
Business Operational Data: Product catalogs, inventory levels, batch records, expiry dates, stock movements, pricing information, and supplier details.
Financial Data: Subscription payment references, payment gateway transaction IDs, fee calculations, and billing records.
Location Data: GPS coordinates of business branches, staff clock-in/clock-out locations, and (where applicable) customer delivery addresses.
AI Interaction Data: Chat queries, voice transcriptions, uploaded documents, and AI-generated responses and reports.
The Data Processor performs the following processing activities:
Point-of-Sale Processing: Recording sales transactions, calculating totals, applying discounts, deducting inventory, generating receipts, and processing payment gateway requests.
Inventory Management: Tracking stock levels per branch, managing product batches with expiry dates, recording stock movements, and generating inventory reports.
Staff Management: Recording attendance via GPS-verified clock-in/clock-out, managing shifts, tracking off-day requests, calculating performance scores, and generating staff reports.
AI-Powered Fraud Detection: Analyzing transaction patterns using machine learning algorithms (Isolation Forest and Random Forest), generating risk scores, creating fraud alerts, computing staff baselines, and detecting anomalies including discount abuse, refund patterns, cash shortages, and collusion indicators.
Analytics and Reporting: Aggregating business data to generate dashboards, charts, and downloadable reports (CSV, DOCX, PDF) covering sales, inventory, staff, fraud, financial, and product metrics.
AI Chat Agent: Processing natural language queries against live business data, executing data operations (inventory updates, discount management), and generating narrative insights using OpenAI language models.
Notification Services: Sending email and SMS notifications for system events including fraud alerts, expiry warnings, subscription reminders, and order updates.
The Data Controller (User) shall:
Ensure that all personal data provided to the System has been collected lawfully and with appropriate consent from Data Subjects.
Inform their staff and employees that their data (including GPS location during clock-in) will be processed through the System.
Provide accurate and up-to-date information and promptly correct any inaccuracies.
Comply with all applicable data protection laws in their jurisdiction of operation.
Not upload or process any special category data (health, biometric, genetic, political, religious) through the System unless expressly supported.
The Data Processor (Amuzara AI) shall:
Process personal data only on documented instructions from the Data Controller, as implemented through the System's features and configurations.
Ensure that personnel authorized to process personal data are bound by appropriate confidentiality obligations.
Implement and maintain appropriate technical and organizational security measures, including encryption in transit (TLS/HTTPS), role-based access controls, audit logging, and multi-tenant data isolation.
Not engage additional sub-processors without providing the Data Controller with information about such processors (see Sub-Processor List below).
Assist the Data Controller in responding to Data Subject requests for access, rectification, erasure, or portability, to the extent technically feasible.
Notify the Data Controller without undue delay (and in any event within 72 hours) upon becoming aware of a personal data breach.
Delete or return all personal data to the Data Controller upon termination of the Agreement, subject to legal retention requirements.
The Data Processor engages the following sub-processors:
Google Cloud Platform (Google LLC, United States) — Application hosting, compute infrastructure, and task scheduling. Processes all application data in transit and at rest.
Supabase (Supabase, Inc., United States/EU) — PostgreSQL database hosting. Stores all application data including User accounts, transactions, inventory, and staff records. Servers in EU (eu-central-1).
Paystack (Paystack Payments Limited, Nigeria/Ghana) — Payment processing. Receives transaction amounts, customer payment details, and branch subaccount codes.
KoraPay (Nigeria) — Pan-African payment processing. Receives transaction amounts and payment details.
OpenAI (OpenAI, LLC, United States) — AI language model services. Receives business queries and contextual data for generating responses, explanations, and reports.
Cloudinary (Cloudinary Ltd., Israel/United States) — Media file storage. Stores product images, logos, and uploaded documents.
Resend (Resend, Inc., United States) — Transactional email delivery. Receives email addresses and message content.
Arkesel (Ghana) — SMS notification delivery. Receives phone numbers and message content.
Upstash (Turkey/United States) — Redis caching service. Processes ephemeral cache data including session identifiers.
The Data Processor will notify the Data Controller of any intended additions or replacements of sub-processors, providing the Data Controller an opportunity to object.
Data is retained for the following periods:
Transaction and Financial Records: 7 years (tax and regulatory compliance).
Account and User Profiles: Duration of active account plus 1 year.
Staff Attendance and GPS Logs: 2 years.
Fraud Alerts and Investigation Records: 3 years.
AI Chat Conversations: 3 months or 50 conversations per user (whichever is reached first).
System and Access Logs: 90 days.
Media Uploads: Duration of active account; deleted within 30 days of termination.
Cache and Session Data: Ephemeral; typically expires within 24 hours.
Personal data may be transferred to and processed in jurisdictions outside of Ghana, specifically the United States (Google Cloud, OpenAI, Cloudinary, Resend) and the European Union (Supabase).
Such transfers are made in reliance on the security certifications and data protection commitments of the sub-processors (including SOC 2, ISO 27001, and PCI DSS certifications where applicable).
The Data Processor will ensure that any international transfer of personal data complies with the requirements of the Ghana Data Protection Act, 2012 (Act 843).
The Data Processor shall assist the Data Controller in fulfilling Data Subject rights requests, including:
Providing access to personal data held within the System.
Facilitating rectification of inaccurate data through the System's user interface or API.
Executing erasure requests where technically feasible and not conflicting with legal retention obligations.
Providing data export in structured formats (CSV, JSON) for portability requests.
The Data Controller is responsible for receiving and validating Data Subject requests. The Data Processor will respond to forwarded requests within 15 business days.
The Data Controller has the right to audit the Data Processor's compliance with this Agreement.
Audit requests must be submitted in writing with at least 30 days' advance notice.
The Data Processor shall make available all information reasonably necessary to demonstrate compliance, including security documentation, sub-processor agreements, and incident reports.
Audits shall be conducted during normal business hours and shall not unreasonably interfere with the Data Processor's operations.
In the event of a personal data breach, the Data Processor shall:
Notify the Data Controller without undue delay and in any event within 72 hours of becoming aware of the breach.
Provide sufficient information to enable the Data Controller to meet its own breach notification obligations, including: the nature of the breach, categories and approximate number of Data Subjects affected, likely consequences, and measures taken or proposed to mitigate the breach.
Cooperate with the Data Controller in investigating and remediating the breach.
Maintain a record of all data breaches, including their effects and remedial actions taken.
Each party shall be liable for damages caused by processing that violates this Agreement or applicable data protection law.
The Data Processor shall indemnify the Data Controller against claims arising from the Data Processor's breach of its obligations under this Agreement, subject to the limitation of liability provisions in the Terms and Conditions.
This Agreement shall remain in effect for the duration of the Data Controller's subscription to the Services.
Upon termination or expiration of the subscription, the Data Processor shall, at the Data Controller's choice, return or delete all personal data processed under this Agreement within 30 days, unless retention is required by applicable law.
The Data Controller may request a data export prior to or within 30 days of termination.
This Agreement shall be governed by and interpreted in accordance with the laws of the Republic of Ghana, including the Data Protection Act, 2012 (Act 843).
Any disputes arising under this Agreement shall be subject to the exclusive jurisdiction of the courts of Ghana.
For inquiries regarding this Data Processing Agreement, please contact:
Amuzara AI (Data Processor)
Email: [email protected]
Phone: +233204737363
Location: Accra, Ghana
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