Privacy Notice

TFM NEXUS (“Nexus”, “we”) is a business operating from Bulawayo, Zimbabwe, and is the data controller for the personal data described in this notice. That means we decide why and how the data is used.

This notice covers two groups of people: the businesses and individuals who use TFM Nexus (workspace owners, managers and staff), and visitors to our marketing website. It explains what we collect, why, who we share it with, how long we keep it, and the rights you have.

Contact us at tatendamahowabuz@gmail.com for anything privacy-related, including a request to access or delete data.

• Account and contact data — name, email address, phone number, password (stored only as a secure hash), and the sign-in method you use.
• Business and workspace data — business name, industry or department you choose at sign-up, branches, addresses, trading hours, currency and tax settings.
• Staff and role data — the staff and cashier accounts you create, their names, roles, permissions, branch assignments, PIN codes and attendance records.
• Business records you enter — customer names and contact details, credit accounts, sales, purchases, suppliers, stock, accounting entries, leave, payroll and HR records. You control most of this data; it is entered by you or your staff.
• Device, connection and usage data — IP address, browser and device type, operating system, app version, screen size, pages and screens used, timestamps, error and crash reports, and offline queue and sync activity.
• Support and correspondence data — messages, WhatsApp conversations, demo requests, and anything you tell us when you report a problem.
• Marketing preferences — whether you have asked to receive product news, and your consent choices.

Payment card details are not collected by us. Checkout, card data, tax and receipts are processed by our payment gateway, Paynow (see "Who we share data with").

• Providing the service — creating and securing your account, provisioning your workspace for your industry, running tills, sync, reports, notifications and the AI assistant: performance of our contract with you.
• Billing — subscription status, invoices, plan limits and entitlements: contract performance and legal obligation.
• Security and fraud prevention — authentication, PIN checks, session and device monitoring, rate limits, audit trails and investigation of abuse: legitimate interests.
• Support — diagnosing problems you report and answering requests: legitimate interests and contract performance.
• Reliability and improvement — aggregated, usually anonymised usage and error data to find faults and improve speed: legitimate interests.
• Marketing — product news and offers where you have asked for them: consent, which you can withdraw at any time.
• Legal compliance — responding to lawful requests, and keeping records required of us: legal obligation.

We do not sell personal data. We share it only with the following recipients:

• Your own team — people in your workspace see the data their role and branch permissions allow, as configured by you or your manager.
• Payment gateway — Paynow processes subscription payments and receives only what it needs to take the payment and pay back refunds: your email, the amount, the order reference and the payment method you choose on Paynow.
• Hosting and infrastructure providers — the cloud platform that runs our database, file storage, backups and application hosting.
• AI model providers — for AI features, the text you or your staff submit is processed by our model gateway to generate the answer, subject to our usage terms.
• Email and messaging providers — to deliver receipts, password resets, alerts and notifications you have asked for.
• Error monitoring — so we can see and fix crashes and failed requests.
• Professional advisers — our auditors, accountants and lawyers, under confidentiality duties.
• Authorities — police, regulators or courts, where we are legally required to disclose, and to protect the rights, safety or property of our users or the public.

TFM Nexus is hosted on cloud infrastructure outside Zimbabwe, so personal data may be stored and processed in other countries. We use established providers and keep disclosures to the minimum the service needs, and we ask you to make your own assessment where the law of your country requires specific safeguards for transfers.

We keep personal data only as long as we need it for the purposes above, then delete or anonymise it. In practice:

• account, workspace and business records: for as long as your workspace is active, and for a short window after it ends so you can export your data (about 30 days);
• invoices, tax and accounting records: for the periods financial and tax law in Zimbabwe requires;
• security logs and audit trails: for up to 12 months to investigate incidents and abuse;
• support conversations: for up to 24 months after the issue is closed;
• marketing consent and suppression records: until you withdraw them, so we can honour your choice.

Subject to the law that applies to you, you can ask us to:

• tell you what personal data we hold about you and give you a copy of it;
• correct data that is wrong or incomplete;
• delete data we no longer need, or that you have withdrawn consent for;
• restrict or stop particular processing, including direct marketing;
• give you your data in a usable format so you can move it elsewhere;
• explain automated or AI-assisted processing that affects you.

If you are a staff member or cashier, these requests are usually made through your employer, who controls the data in your workspace — but you can also write to us and we will help where we can.

Write to tatendamahowabuz@gmail.com. We respond within 30 days and may need to verify your identity first. If you are not satisfied with our answer you may complain to the data protection authority in Zimbabwe, the Postal and Telecommunications Regulatory Authority of Zimbabwe (POTRAZ), or to the authority in the country where you live.

We use technical and organisational measures appropriate to the risk: encrypted connections, hashed passwords, session and PIN controls with lockout after repeated failures, role-and-branch based access rules enforced at the database level, audit trails of sensitive actions, regular backups, and restricted staff access to production systems. No system is perfectly secure, so we also keep incident response procedures and will tell you promptly if a breach is likely to affect you and the law requires it.

TFM Nexus uses strictly necessary browser storage and cookies to keep you signed in, protect your session, remember your workspace and branch, and — for the mobile and offline till — to queue sales on the device and sync them later. These do not need your consent because the service cannot work without them.

We do not run advertising or cross-site marketing cookies on our website. You can clear or block storage in your browser settings, but doing so will sign you out and may stop offline sales from being recorded.

TFM Nexus is a business tool for registered businesses and is not directed at children under 16. We do not knowingly collect their data. If you believe a child has given us personal data, tell us at tatendamahowabuz@gmail.com and we will remove it.

We may update this notice as the product or the law changes. The current version is always published here with its effective date, and we will highlight material changes to workspace owners by email or in the app.