Privacy Policy

Account information

When you register for NileOS, we collect your name, email address, and authentication credentials managed through Clerk. Hotel owners additionally provide business name, business type (hotel, restaurant, café, or resort), and a unique subdomain slug.

Payment information

Subscription payments are processed through Chapa, a licensed Ethiopian payment gateway. NileOS does not store your card number or bank account details. We retain a transaction reference code, plan level, amount paid (in ETB), and payment timestamp for billing history and invoice purposes.

Operational data

As you use the platform, we collect data generated by your business: menu items, table configurations, staff accounts (name, role, Clerk ID), orders placed by customers via QR code, order status updates, and kitchen display events. This data belongs to your hotel account.

Customer ordering data

When guests scan your hotel's QR code and place an order through the customer interface, we collect their order items, table number, any note they attach to the order, and the timestamp. We do not collect guest names, phone numbers, or email addresses unless they voluntarily provide them.

Usage and technical data

We use Vercel Analytics to collect anonymized page-view and performance data. This includes browser type, device type, country-level location, and pages visited. No personally identifiable information is associated with these analytics records.

To deliver the service

We use your account and operational data solely to run NileOS for you — processing orders, routing them to the kitchen display, tracking staff activity, and powering your hotel dashboard.

Billing and subscriptions

Payment transaction records are used to manage your subscription, send billing confirmation emails via Resend, and display your billing history in the dashboard. We send a renewal reminder email before your 30-day subscription expires.

AI analytics (Level 3 plans only)

On the Premium plan, aggregated operational metrics (order volumes, peak hours, top menu items, revenue totals) are sent to Google Gemini to generate business insights. No personally identifiable information is included in these prompts. Insight results are displayed only to the hotel account owner.

Product improvement

Anonymized, aggregated usage patterns may inform decisions about which features to build or improve. We do not sell individual-level data for this purpose.

Communications

We send transactional emails only — subscription confirmations, renewal reminders, and staff invitation emails. We do not send marketing emails unless you have explicitly opted in.

We do not sell your data

NileOS does not sell, rent, or trade your personal data or your customers' data to any third party for marketing, advertising, or any other purpose.

Service providers

We share data with third-party services that are necessary to operate NileOS: Clerk (authentication and user management), Chapa (payment processing), Cloudinary (menu image storage), Resend (transactional email), Redis via Upstash (real-time messaging), and Google Gemini (AI analytics, Premium only). Each provider processes only the data necessary for their function and is bound by their own data protection terms.

Legal requirements

We may disclose data if required to do so by Ethiopian law, a court order, or a legitimate request from a government authority. We will notify affected users where legally permitted to do so.

Business transfers

If NileOS or TOA Software Group is acquired, merged, or its assets are sold, your data may transfer to the acquiring entity. We will notify you via email and prominent notice on the site at least 30 days before any such transfer.

Active accounts

We retain your account data and operational data for as long as your NileOS account is active.

After cancellation

When you delete your hotel account, operational data (menus, tables, staff, orders) is soft-deleted immediately and permanently removed from our systems within 30 days. Payment transaction records are retained for 7 years as required by Ethiopian tax law.

Inactive accounts

Accounts with no activity and no active subscription for more than 12 consecutive months may be flagged for deletion. We will send an email warning at least 30 days before taking any action.

Access and portability

You may request a copy of the personal data we hold about you at any time by emailing us. We will respond within 14 days.

Correction

You can update your name, email, and business information directly in the NileOS dashboard. For corrections to payment records, contact us.

Deletion

You can delete your hotel account from the Settings page in the dashboard. This removes all operational data. For deletion of your Clerk authentication account, follow the process in your account settings.

Objection to processing

If you believe we are processing your data in a way that is not consistent with this policy, contact us at the email below. We will investigate and respond within 14 days.

What we do

NileOS uses HTTPS for all data in transit, HTTP security headers via Helmet, HTTP parameter pollution protection, Clerk-managed authentication with session tokens, and parameterized database queries to prevent SQL injection. Access to each hotel's data is enforced at the API layer by role — hotel owners, waiters, and kitchen staff each see only what their role permits.

What we cannot guarantee

No system is perfectly secure. While we take industry-standard precautions, we cannot guarantee that unauthorized third parties will never be able to defeat our security measures. If we become aware of a breach affecting your data, we will notify you within 72 hours.

What we use

NileOS uses session cookies placed by Clerk for authentication, and anonymized analytics cookies placed by Vercel Analytics. We do not use third-party advertising cookies or tracking pixels.

Your choices

You can disable cookies in your browser settings. Disabling session cookies will prevent you from logging into the platform. Analytics cookies can be blocked without affecting functionality.

We may update this Privacy Policy as the product evolves. When we make material changes, we will notify all registered hotel accounts by email and update the "Last updated" date at the top of this page. Continued use of NileOS after changes take effect constitutes acceptance of the updated policy.