Last updated: 18 October 2026
This privacy policy applies to Cash Register, the Android point-of-sale app published by Data Operatives, and its connected business service. The Android package is com.dataoperatives.. Cash Register supports sales, stock, loyalty schemes, staff access and business records, including when a till is offline.
Who is responsible
The app is provided by Jamie Gaunt Enterprises Limited, trading as Data Operatives (company number 11352613, registered in England and Wales). For privacy enquiries, contact info@dataoperatives.com, or write to Unit 4, Aynsley Mill, Sutherland Road, Stoke-on-Trent, ST3 1HH.
The business using Cash Register normally decides which staff, customer and supplier information to record and why. It is responsible for that use of personal information; we process its business records to provide the service. We are separately responsible for information we use to administer our own service relationships, handle support and protect our systems. If you are an employee or customer of a business using the app, its own privacy information also applies.
Information the app handles
The information recorded depends on the features your business uses:
- Staff and access information: names, email addresses, optional mobile numbers, staff identifiers, access PINs, roles and the tills a staff member can use. Business Administrators can manage staff access, including viewing assigned PINs.
- Business and till information: business details, configured device names and serial numbers, terminal identifiers, device sign-in details, settings and receipt configuration.
- Sales and financial records: order references, products, quantities, prices, discounts, VAT, payment method and amounts, refunds and any reason entered, cash-drawer sessions, cash movements and cash-up reports. Actions can be associated with a staff member and time.
- Loyalty records: card numbers or codes, stamp balances, rewards and related transactions. The built-in loyalty scheme does not require a customer's name, email address or payment-card details. A business may separately know who holds a card.
- Operational records: products, ingredients, stock, allergens, supplier contact details and deliveries; assets, checks, readings, notes and corrective actions; incidents and their descriptions; staff training, certificate dates and uploaded certificate documents.
- Selected files and technical information: images or documents you choose to upload; app and operating-system versions, device or record identifiers, connection and synchronisation status, timestamps and diagnostic errors. Our server receives connection information, including an IP address, when the app connects. Hosting systems may keep access and security logs.
Information is supplied by the business, its authorised staff and their use of the app. Free-text incident reports, notes and certificate documents can contain information about other people, including sensitive information. Only enter information needed for the business purpose and that you are authorised to provide.
Why information is used
We use information to authenticate tills and staff, enforce access roles, record and retrieve business activity, calculate totals and rewards, maintain stock, print receipts and reports, synchronise records, resolve support issues and protect the service. Staff identifiers and timestamps help the business understand who created or amended a record.
The business is responsible for choosing an appropriate lawful basis for the personal information it records. For our own service administration and support, we rely on performing a contract or taking requested steps towards one where applicable, our legitimate interests in operating and securing the service and managing business relationships, and legal obligations where they apply.
We do not sell personal information or use your staff, sales or loyalty records for advertising.
Offline storage and synchronisation
A signed-in till stores copies of the information it needs locally, including staff access information, the catalogue, operational records and available history. New sales and other changes are saved on the device and queued for upload when a connection is available. Some synced records remain locally so staff can work offline and review history.
Signing out, locking the screen or switching staff is not a request to delete business records. Clearing local pending items, clearing Android app storage or uninstalling the app does not delete records already held by the server, other tills, backups, exports or printed receipts. Unsynced records may be lost if local storage is cleared before upload.
Who can receive information
- The business and its authorised users: records are available according to the app's access rules and the business's configuration. Business Administrators and other permitted staff can manage or review relevant records.
- Data Operatives and service providers: people providing administration, support or security may access information needed for that work. Providers of server hosting, database, storage, backup and communications services may process information to deliver those services. Uploaded images and certificates are stored using Amazon Web Services (AWS) S3.
- Printers and chosen recipients: the app sends receipt or report content and printer commands to the printer you configure. Compatible Android USB printing uses Epson's printer SDK. Administrators can export sync diagnostics through the device's share facility; exported files can contain business/device identifiers, record references, financial totals and error details. The person exporting chooses the recipient or destination app.
- Legal recipients: relevant information may be disclosed where required by law, to respond to a lawful request or to establish, exercise or defend legal claims.
Google Play, Android backup services and other device-platform services operate under their own terms and privacy information. Following a link or scanning a receipt QR code can take you to an external service with its own privacy policy.
Payments and receipts
Cash Register records the payment method, amounts and staff confirmation of a card payment. Card payments are processed separately on the business's card terminal or payment service. Cash Register does not ask for or store a full payment-card number, card security code or bank login details.
Receipts and reports can include the business's configured details, order reference, transaction time, staff name, terminal, purchased items, discounts, loyalty rewards and VAT. Network printer connections use the configured local connection and are separate from the encrypted connection to our server; the business should protect its printer and local network.
Device access and security
The Android app uses internet and network-status access for synchronisation, and access to a selected USB printer when you use that feature. The file chooser gives the app access to files you select for images or certificates. The app does not request access to your contacts, microphone, camera or precise location.
Connections to our app API use HTTPS. Local business-record files are encrypted, with sign-in secrets and encryption keys held using the operating system's secure storage. Public catalogue images, diagnostic files and files deliberately exported or printed are handled separately from those encrypted record files. The app uses device sign-in and staff access roles; the business must also control access to its tills, exported files and printed records.
Eligible app files may be included in Android or device-vendor backups depending on the device and account settings. Those backups are governed by the relevant provider and the device owner's choices.
Where information is processed
Data Operatives is based in the United Kingdom. The Cash Register API, database and service backups are hosted in the United Kingdom. Uploaded images and certificates are stored in AWS's London region.
Device-platform services, the business's own devices and backups, and destinations chosen for exports or external links have their own processing locations and privacy arrangements. Contact us for details of our service providers, their access to information and any applicable international-transfer safeguards.
How long information is kept
Our standard approach is to retain records for the applicable statutory minimum, with longer retention only where another legal requirement or a continuing, justified purpose requires it. There is no single statutory minimum for every type of information in the app. Where several requirements apply to a record, the business must meet each applicable requirement.
Examples relevant to UK businesses include:
- Limited-company accounting records: normally six years after the end of the company financial year they relate to. Longer periods can apply, including for certain long-lived assets, late returns or an HMRC compliance check. See GOV.UK company accounting-record requirements.
- VAT records: normally at least six years; ten years applies to records under the VAT One Stop Shop scheme or the former Mini One Stop Shop scheme. See GOV.UK VAT record-keeping requirements.
- Self-employed business tax records: normally at least five years after the 31 January submission deadline for the relevant tax year, subject to exceptions such as very late returns. See GOV.UK self-employed record-keeping requirements.
- Records required by RIDDOR in Great Britain: at least three years from the date the record entry was made. This applies to records covered by those reporting rules, rather than every note or incident entered in the app. See RIDDOR regulation 12.
Staff access details, loyalty identifiers, certificates and other operational information do not all have a universal fixed statutory period. Where no fixed legal minimum applies, we keep personal information only as long as needed for its stated purpose, such as current staff access, an active loyalty scheme, safety or training records, incident follow-up or a justified legal claim. Information should be reviewed and deleted or anonymised when those purposes and any legal retention duties end, in line with the ICO's storage-limitation guidance.
Retention is managed through the business's instructions and authorised record-management processes. These periods do not trigger automatic deletion in Cash Register. Businesses must preserve records for the required period before using deletion or reset functions.
Queued changes remain on a till until processed or deliberately cleared; synced records can remain as offline history. Local diagnostic logs are limited in size and rotate. We retain our own support, relationship and security records for as long as needed for those purposes or legal obligations. Backup copies, exported files and printed records have their own retention arrangements.
Requesting account or data deletion
To request deletion of a Cash Register staff account or associated personal information, contact the business that manages the till or email info@dataoperatives.com with the subject “Cash Register account or data deletion”. Include the business name, a way to identify your staff account or loyalty card, and what you want deleted. If you cannot contact the business, we can help route your request.
We may need to verify your identity and, for a business-wide request, your authority to act for the business. Do not send PINs, passwords, payment-card details or sensitive incident/certificate documents in an initial email. We will explain what can be deleted and any records that need to be retained, the reason and the applicable retention criteria. Removing access alone does not erase historical records.
Authorised business Administrators also have data-management and reset functions in the app. Deleting records can affect linked records. Cloud-file deletion can take additional processing time, and copies on an offline till may remain until it reconnects or its local data is cleared. Deleting server records does not recall a file already exported, a receipt already printed or a separately held backup.
Your privacy rights
Depending on the circumstances, you can ask for access, correction, erasure, restriction or a portable copy of your personal information, and object to processing based on legitimate interests. Where processing relies on consent, you can withdraw it without affecting earlier lawful processing. Contact the business responsible for the records or info@dataoperatives.com. We will help identify who should respond.
You can also complain to the Information Commissioner's Office.
Children
Cash Register is a business tool for authorised staff and is not directed at children. Businesses should avoid recording children's personal information unless it is necessary and they have an appropriate basis to do so.
Changes and contact
We update this policy when the app or our handling of information changes. The date above identifies the version. For questions about Cash Register privacy, email info@dataoperatives.com. Our separate website privacy notice covers website enquiries and business contact information.