Privacy Policy

PotatOS is a service of Entrexx Digital (Dhaka, Bangladesh). This policy explains what information we handle, why, for how long, and who else sees it. It covers merchants who use PotatOS to run their shops, the people on their teams, and the shoppers who buy from those shops. We follow the laws of Bangladesh, including the Personal Data Protection Ordinance, 2025.

1. Two roles we play

• For merchants and their teams we decide what we collect (your account, your store settings, your plan) and we are responsible for it.
• For shoppers, the merchant whose shop you buy from decides what is collected and why; we process it on the merchant's behalf, only to run their shop. If you have a question about your data as a shopper, contact the shop first; we will help the shop answer it.

2. What we collect

• Merchant accounts: name, email, phone, password (stored only as a one-way hash), business name, category, country, currency and time zone, team members and their roles.
• Store content: products, photos, prices, store design, delivery areas, discount codes, message templates.
• Orders and shoppers: a shopper's name, phone, email (optional), delivery address, the items ordered and the payment method, and the IP address and anonymous browser ID the order was placed from (to stop fake orders). When a shop opens an order, we also use the shopper's phone number to count that number's orders at other shops (see section 3). On the checkout page, what a shopper has typed is saved once a phone number or email is entered, so the shop can help if the order isn't finished.
• Messages: emails we send for a shop (order updates, campaigns the shopper agreed to), conversations in the shop's inbox, and, when a shop connects WhatsApp, the messages and files exchanged there.
• Store visits: which products are viewed and added to cart, linked to a random browser ID, not to a name. Shops can ask visitors for consent before this is counted, and browsers that send "Do Not Track" are not counted.
• Security records: sign-ins, changes to settings, the IP address they came from.

We do not collect card numbers. Online payments happen on the payment provider's own page, using the merchant's own account; we receive only whether the payment succeeded and its reference.

3. Why we use it

• To run the shops: take orders, send order updates, book couriers, show reports.
• To keep accounts safe: sign-in protection, fraud and abuse prevention, security records.
• Delivery record across shops: when a shop opens an order, it sees how many orders from the same phone number were delivered, returned or cancelled at other PotatOS shops in the last 12 months. Only these counts are shared, never which shop, what was ordered or any name. When a shopper asks a shop to delete their data, that shop's orders stop counting.
• To bill merchants for their plan, once paid plans start.
• To improve PotatOS, using totals and trends, not individual shoppers.

We do not sell personal data, and we never use a shop's customers to market anything of our own. Shops can send promotional messages only to shoppers who agreed to receive them, and every such message has an unsubscribe link.

4. Who else processes data

We use these services to run PotatOS. Each receives only what it needs for its job:

• Amazon Web Services (United States): our servers, database and backups.
• Vercel (United States): hosting of the website and store pages.
• Cloudflare: network security and delivery of our domain.
• Cloudinary: storage of product photos and files.
• Brevo: sending emails.
• Services a merchant connects with their own account, such as a payment gateway (for example SSLCommerz, EPS, Stripe or PayPal), couriers (Pathao, Steadfast, RedX), WhatsApp (Meta), Meta's Pixel and Conversions API for the shop's Facebook and Instagram ads, or TikTok's Pixel and Events API for its TikTok ads. When a shopper pays online, the gateway receives the order number and amount, and the contact details it needs (SSLCommerz: name, phone and address; Stripe: the email, if given); the shopper types card or account details on the gateway's own page, never on PotatOS. When a shop books a parcel, the courier (for example Pathao, Steadfast, RedX, EasyPost or Shippo and the carrier they use) receives the shopper's name, phone and address, and the email when given; for a parcel going abroad, also the items and their value for customs. When a shop uses Meta's Conversions API or TikTok's Events API, Meta or TikTok receives each order's amount and the shopper's email and phone as one-way hashes. These providers work under their own privacy policies.

Some of these services store data outside Bangladesh. We choose providers that protect data with encryption and access controls.

5. How long we keep it

• Store, order and customer records: while the merchant's account is open, and 90 days after it is closed, so a returning merchant finds their shop again; then deleted.
• Unfinished checkouts: 30 days.
• Sent messages (the log of what was sent): 180 days.
• Store visit details: 90 days; after that only daily totals remain.
• The IP address and browser ID an order came from: 90 days. Checkouts a shop's fake-order protection refused: 30 days. A shop's block list keeps a phone number, IP address or browser ID until the shop removes it.
• Database backups: up to 30 days.
• Security records: kept, because they show who changed what.

6. Your rights

You can ask to see, correct or delete your personal data. Merchants can download their store's data and, from a customer's profile, download or delete everything about that customer. Shoppers can unsubscribe from a shop's promotions with the link in any such message, and can ask the shop to delete their details. To ask us directly, write to support@potatos.app; we answer within 30 days.

7. Security

Connections are encrypted (HTTPS). Passwords are stored only as one-way hashes. Payment and courier keys that merchants save are encrypted in our database. Every shop sees only its own data. Staff access to our systems requires two-step sign-in, and every change they make is recorded. No system is perfectly secure; if a breach affects your data, we will tell you and the authorities as the law requires.

8. Cookies and browser storage

We use a sign-in cookie to keep merchants and their teams logged in. On store pages, the browser keeps the cart, the unfinished checkout and the random visit ID locally. PotatOS itself uses no advertising cookies. A shop can turn on Meta's Pixel for its own ads: then Meta's cookies are set on that shop's pages (only after the shopper agrees, when the shop shows a consent banner; never for browsers that ask not to be tracked), and the shop's policy applies.

9. Children

Merchant accounts are for people aged 18 or older. Stores are not directed at children.

10. Changes and contact

If we change this policy in a way that matters, we will tell merchants by email or in the dashboard before it takes effect. Questions: support@potatos.app, +880 1923 71 36 43, Dhaka, Bangladesh.