Kasongo Privacy Policy

Last updated  

1. About this policy

Kasongo collects only what it needs to run a bar’s daily stock sheet, keeps it on our own website, and does not sell or share it for marketing.

Kasongo is a stock-taking app hosted at ghetto.co.bw. Bar staff use it to record deliveries, sales, stock counts and notes for each trading day. Managers use it to run reports and manage cashier accounts.

This policy explains what personal information Kasongo handles, why, who can see it, and the choices you have. It applies to everyone who uses Kasongo: owners, managers, cashiers and other staff. In this policy, “we”, “us” and “our” mean the operator of Kasongo at ghetto.co.bw, and “you” means a person who uses the app.

2. Information we collect

Kasongo collects work records tied to a named staff account. It does not ask for ID numbers, home addresses, bank details or photos.

What

Examples

Where it comes from

Account details

Display name, username, role (cashier or manager), email address for manager accounts

The manager who sets up your account

Passcode

Your 4-digit sign-in passcode, stored only in scrambled (hashed) form so no one can read it back

You or your manager

Stock records

Opening and closing stock, deliveries, sales and counts, each with the name of the person who entered it and the time

You, as you use the app

Change history

Edits made to a sheet after it was closed: old value, new value, who changed it and when

You, as you use the app

Notes

Free-text notes added to a day’s sheet, with the author’s name and the time

You, as you use the app

Sign-in and security data

Your IP address and a device marker, used to count failed passcode attempts and lock out guessing

Your device, automatically

Bar profile

The bar’s name and settings

The manager

Please keep notes to stock matters. Do not put other people’s personal details, health information or customer details in a note.

3. How we use it

We use the information only to run the bar’s stock control. Specifically, to:

  • Sign you in and keep your account secure, including locking out repeated wrong passcodes.
  • Build each day’s shared stock sheet and carry closing stock forward as the next day’s opening stock.
  • Show who recorded or changed each figure, so differences between expected and counted stock can be checked fairly.
  • Produce variance reports and Excel or PDF exports for the bar’s managers.
  • Fix problems with the app and keep it working.

We do not use Kasongo data for advertising, profiling or automated decisions about you. Variance figures are records for managers to review; the app itself takes no action against any staff member.

We process this information in line with Botswana’s Data Protection Act, 2024. Our grounds are:

  • Employment and service contracts: recording stock and attributing entries is part of the work staff are engaged to do.
  • Legitimate interests: protecting the bar’s stock, finding losses, and keeping the app secure. We have weighed these against your interests and limited the data to work activity only.
  • Legal obligations: keeping business records where the law requires it.

We do not rely on consent for core stock records, because using the app is part of the job. Where we ever ask for consent for something optional, you can withdraw it at any time.

5. Who can see it

Access depends on your role. We do not sell, rent or trade personal information.

Who

What they can see

Cashiers and staff

Stock sheets, deliveries and notes for the days they work, including names of colleagues on the same sheet

Managers and the owner

Everything in the app, including reports, change history, exports and cashier accounts

Our hosting provider

Stores the website and database on our behalf, under a contract that limits them to providing that service

Authorities

Only when the law requires it, for example a valid court order

Exports (Excel, PDF and CSV files) leave the app once downloaded. Managers who download them are responsible for keeping those files safe.

If our hosting provider stores data outside Botswana, we will make sure the transfer is protected as the Data Protection Act requires.

6. Cookies and storage on your device

Kasongo uses only the cookies and device storage it needs to work. There are no advertising or tracking cookies.

  • Sign-in cookies: keep you signed in after you enter your passcode. They end when you sign out or after a set time.
  • Security cookie: helps protect forms from being submitted by other websites.
  • Offline queue (browser storage): if your connection drops, entries you make are held on your device and sent when you are back online. They are cleared once sent.

If you block these, you will not be able to sign in or save entries.

7. How we protect it

We use reasonable technical and organisational measures to keep Kasongo data safe, including:

  • Encrypted connections (HTTPS) between your device and the website.
  • Passcodes stored only in hashed form, never in plain text.
  • Automatic lockouts after repeated wrong passcodes, per device, per network and across the whole app.
  • Role-based access, so cashiers cannot see reports, exports or other staff accounts.
  • A record of every change made to a closed sheet.

No system is perfectly secure. If a breach puts your information at risk, we will report it to the Information and Data Protection Commission within 72 hours of becoming aware of it, and tell affected people where the risk to them is high.

Keep your passcode to yourself. Tell a manager straight away if you think someone else knows it.

8. How long we keep it

Stock records are business records, so we keep them while the bar needs them for stock control, audits and tax.

Information

How long

Stock sheets, deliveries, change history and notes

As long as needed for business and legal record-keeping

Cashier accounts

Until the account is removed. Removing a cashier deletes their sign-in, but their name stays on the sheets they worked so the records remain accurate

Failed sign-in records

About 15 minutes, then cleared automatically

Offline queue on your device

Until the entries are sent

When information is no longer needed, we delete it or make it anonymous.

9. Your rights

Under Botswana’s data protection law you can ask us to:

  • Tell you what personal information we hold about you and give you a copy.
  • Correct information that is wrong or incomplete.
  • Delete information we no longer have a valid reason to keep.
  • Restrict or object to how we use it, where the law allows.

To make a request, email us at the address in section 10. We will confirm who you are before acting, and reply within the time the law allows. Some requests may be limited where we must keep records for legal or audit reasons; if so, we will explain why.

If you are unhappy with how we handle your information, you can complain to Botswana’s Information and Data Protection Commission.

10. Children, changes and contact

Children. Kasongo is a workplace tool for adult bar staff. It is not meant for anyone under 18, and we do not knowingly collect information about children.

Changes. We may update this policy when the app or the law changes. We will change the “Last updated” date at the top and, for significant changes, tell users in the app.

Contact. For questions or requests about this policy or your information:

Sources