Upsenso Privacy Policy

Effective Date: October 7, 2026 Version: 2026-10-07

The short version

We process account details, business records, device and service data needed to operate and secure Upsenso.

Your business controls the customer and employee information it enters; Upsenso processes that information to provide and protect the Service and meet legal obligations.

We do not sell personal information or include advertising trackers in the inspected app and website source.

In the app, cloud AI is off until you allow it, and on-device AI and receipt text recognition stay on your device. The support chat on upsenso.com is separate: what you type there is sent to OpenAI to write a reply (Section 7).

You can ask to access, correct, or delete your information at support@upsenso.com.

1. Who We Are

This Privacy Policy explains how the operator of the Upsenso product and service ("Upsenso", "we", "us") collects, uses, shares, and protects personal information when you use the Upsenso app, website, and related services (the "Service"). We do not use this Policy to claim a corporate form, government registration, tax registration, or principal office that has not been established. It forms part of the Upsenso Terms and Conditions.

We process personal information subject to the Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and Regulations, and applicable issuances of the National Privacy Commission (NPC).

2. Our Two Roles

• For your own account information (for example your name, email, and sign-in details), Upsenso is the Personal Information Controller.
• For information your business enters about other people (its customers, employees, and suppliers), your business is the Personal Information Controller and Upsenso is a Personal Information Processor acting on its behalf. Questions or requests about that information should go to the business first; we will help the business respond.

3. Information We Collect

Account information. Name, email address, phone number (if given), authentication credentials handled by Supabase Auth, profile photo (if uploaded), and your Google account name and email if you sign in with Google. When an authorized administrator creates an employee, a temporary password may pass through the credential-delivery function and may be shown to that administrator if email delivery fails.

Business information. Business name, logo, address, TIN and receipt details you enter, branches, plan and subscription status, and settings.

Business records. Products, inventory and stock movements, recipes, sales transactions, refunds, payments recorded at the counter, expenses, purchase orders, suppliers, customers, employees, branches, shifts, and reports. This includes the information that appears on the receipts Upsenso produces for a sale, such as the items, amounts, date, cashier, and any customer attached to it. These records may contain personal information, such as:

• customer names, phone numbers, email addresses, addresses, and notes;
• employee names, email addresses, roles, branch assignments, and permissions; and
• supplier contact details.

Activity and audit logs. Which user performed which action, when, on which device and branch, including actions reviewed by the unusual activity features.

Uploaded business documents and images. Images of receipts you scan or attach to expenses, and the text and line items read from them, as well as your business logo and product images.

AI assistant inputs. The questions you type to the AI assistant and selected business or conversation context used to answer them, handled as described in Section 7.

Synchronization data. When your plan includes cloud synchronization, copies of the records above, with the time, device, and status of each sync.

Device information. A device identifier and name used to enforce plan device limits and to manage signed-in devices, app version, platform, push notification token, and synchronization status and errors.

Purchase information. Google Play purchase tokens and subscription status, used to verify and manage your subscription. We do not receive or store your card or bank details; Google Play handles payment.

Support communications. What you send us when you contact support by email or through the form on upsenso.com: your name (optional), email address, topic, and message. If you choose to attach your support-chat conversation, we keep it with the request, together with a short summary of it. We also keep a keyed hash of your IP address (not the address itself) to limit spam and abuse, and a record of whether our notification email was delivered.

Website support chat. Messages you type into the "Ask Upsenso" chat on upsenso.com. The conversation is held in your browser and is not saved by Upsenso unless you choose to send it with a support request. We keep technical details of each chat turn, such as its outcome, which help articles were used, response time, and a random session identifier, without the text of your messages. If you rate an answer, we keep the rating and the articles it used, not your text. We may also keep short versions of questions the assistant could not answer, with email addresses, phone numbers, links, and long numbers removed and with no session or visitor identifier, to improve the help content. Spam-protection counters are kept under keyed hashes of your IP address and, on the form, your email address.

Legal acceptance records. Which version of the Terms and this Policy you accepted, when, and from which platform.

The inspected app and website source does not request precise location or contacts and does not include advertising or third-party analytics trackers. Infrastructure providers may still process ordinary request, device, security, and access-log data.

4. Device Permissions

• Camera — to scan barcodes and photograph receipts. Used only when you open those features.
• Photos and files — to choose a logo, product image, or receipt image, and to save exports.
• Notifications — to alert you to low stock, plan limits, approval requests, and similar events. You can turn these off in the app or in your device settings.
• Bluetooth / nearby devices — to connect to receipt printers.

5. How We Use Information

We use personal information to:

• create and secure accounts and verify sign-ins;
• provide the Service's features, including recording transactions and producing receipts and other sales documents for your records;
• synchronize and back up your data across devices and branches;
• generate reports, summaries, forecasts, and exports from your records;
• detect unusual activity in your records and alert the people your business has authorized;
• enforce roles, permissions, and plan limits;
• verify and manage subscriptions;
• send service messages, such as verification codes, employee login details, and alerts you have turned on;
• provide AI-assisted features, as described in Section 7;
• detect, prevent, and investigate fraud, abuse, and security incidents;
• provide support and respond to requests;
• keep records of acceptance of our Terms and this Policy; and
• meet legal, tax, and regulatory obligations.

Our legal bases under the Data Privacy Act are: performance of our contract with you, our legitimate interests in securing and improving the Service (balanced against your rights), compliance with legal obligations, and your consent where we ask for it, such as for cloud AI.

We do not sell personal information and do not use it for advertising.

6. Where Information Is Stored

Upsenso is offline-first. Your records are stored in a database on your device and, when your plan includes cloud synchronization, are also stored on our cloud servers so they can sync between devices and be recovered.

Records that have not yet synchronized exist only on the device that created them. Signing out ends the session but does not by itself guarantee immediate erasure of every local database or cached file from a shared device.

7. AI Features

• On-device AI runs entirely on your device. Your questions and the data it reads do not leave the device.
• Cloud AI is off by default and is used only after you allow online analysis on the device. When used, your prompt and selected business and conversation context are sent through Supabase to OpenAI to generate a reply. This can include product, category, or branch names and information you put in the prompt. Upsenso does not save the prompt or reply in its cloud database. It keeps usage and diagnostic metadata such as business and user identifiers, template, model, tier, token counts, status, latency, routing reason, and turn identifier. Requests tell OpenAI not to store the response. OpenAI states that API data is not used to train its models unless the customer opts in, while limited abuse-monitoring data may be retained under its API data controls. Turning online analysis off prevents later requests from being sent; a request already received by a provider may still finish processing.
• Receipt text recognition runs on your device. The receipt image is uploaded to our storage when you save it to an expense.
• Website support chat is separate from the in-app assistant. It does not use your account or any business data, and it answers only from Upsenso's published product information. It is not on-device and has no opt-in switch: what you type, with the recent messages in the same chat, is sent from our server to OpenAI, together with the matching product information, to write a reply. The request tells OpenAI not to store the response; OpenAI states that API data is not used to train its models unless the customer opts in, while limited abuse-monitoring data may be retained under its API data controls. Upsenso does not save the text of the chat unless you choose to send it with a support request, in which case OpenAI is also used to write a short summary of it for our team. Do not enter passwords, payment details, or business records in the chat. If the assistant cannot answer reliably, it offers to put you in touch with our team.

8. Who We Share Information With

We share personal information only as needed to run the Service, with:

• Supabase — cloud database, authentication, file storage, and server functions (hosting provider), including a separate project that stores website support requests;
• OpenAI — cloud AI replies in the app, only when you have turned cloud AI on, and replies and summaries for the website support chat;
• Google — Google Sign-In, Google Play Billing (subscriptions), and Firebase Cloud Messaging (push notifications);
• Resend — sending emails, such as employee login details and notices of new support requests;
• Cloudflare — delivery or hosting infrastructure for the web app where configured, and Turnstile, which checks that the website's support form and chat are used by a person and may process technical browser and network information under Cloudflare's own terms;
• Vercel — hosting and serving the public upsenso.com website;
• Hugging Face — download hosting for supported on-device AI model files;
• users of the same business, according to the roles and permissions the business sets;
• professional advisers, such as lawyers and auditors, under confidentiality; and
• authorities, when required by law, court order, or to protect the rights, safety, or property of Upsenso, our users, or others.

If Upsenso is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to this Policy.

Service providers process information under their own service terms and privacy commitments. We limit the information sent through product configuration and access controls where supported.

9. International Transfers

Some service providers may store or process information outside the Philippines. Applicable law can require notice, safeguards, and accountability for these transfers. Contact support@upsenso.com for current provider information relevant to your use of the Service.

10. Retention

Different records are kept for different operational and legal needs. Upsenso does not currently publish one fixed deletion period for every record type. You may make a retention or deletion request through Support; the response depends on identity verification, authority over shared-business data, technical capability, and applicable legal duties. Records that may need longer treatment include:

• transaction, financial, and tax-related records, for the period required by Philippine tax and commercial law;
• legal acceptance records and audit logs, for as long as needed to show compliance or to establish, exercise, or defend legal claims;
• security and fraud-prevention records, for as long as reasonably necessary; and
• backup copies maintained by infrastructure providers under their configured backup lifecycle.

Your business decides how long to keep the records it enters while its account is active.

Website support data has fixed periods, applied by an automatic daily job. Support requests are kept for 24 months. A chat conversation or summary attached to a request is removed from our support database after 90 days; a copy in our support email inbox may remain until it is deleted there. Chat event records are kept for 13 months, redacted unanswered questions for 90 days, and spam-protection counters for 2 days.

11. Security

We use measures designed to protect personal information, including encrypted connections, access controls enforced on our servers (row-level security), role-based permissions in the app, hashed passwords, and restricted access for our personnel. No system is completely secure, and you play a part too: protect your passwords and PINs, secure your devices, and give employees only the access they need.

If a personal data breach triggers notification duties, we will provide notices required by applicable law to the appropriate parties and authorities.

12. Your Rights

Under the Data Privacy Act you have the right to be informed, to access, to object, to correct (rectification), to erasure or blocking, to data portability, to claim damages, and to file a complaint with the National Privacy Commission.

You can update some information directly in the app. The CSV export covers selected local business-record tables and may omit images, attachments, server-side records, and unsupported record types. For another request, including an account or erasure request, email support@upsenso.com. We may need to verify your identity and authority before responding. If the information was entered by a business you deal with, contact that business first; Upsenso will respond to a valid request as applicable law requires.

13. Children

Upsenso is intended for adult business users. If you believe a child has provided personal information, contact us so the report can be reviewed and handled under applicable law.

14. Changes to This Policy

We may update this Policy. Each version shows its effective date and version number. For material changes we will notify you in the app or by email and, where required, ask you to review and accept the updated Policy before continuing to use the Service.

15. Contact Us

Upsenso Support: support@upsenso.com

You may also contact the National Privacy Commission at privacy.gov.ph.