Privacy Policy

DAXOne is back-office and point-of-sale software for independent convenience stores, gas stations and similar retailers. This policy explains what we do with data when a store signs up for and uses DAXOne.

An important distinction. For your store's own records — your products, invoices, sales and any shopper details your cashiers enter — you are the data controller: it is your data, you decide what goes in, and you decide when it comes out. We are the processor: we store and process it on your behalf, under your instructions, to provide the service. For your account with us (your name, email, billing), we are the controller.

Your account. The email address and password you sign up with, your store name, and your billing details.

Your store's business records. Products and prices, inventory, invoices and supplier documents, fuel deliveries, sales and refunds, cash drawer activity, and your daily book entries.

Your staff. Names and roles, plus a numeric PIN used to sign in at the register. PINs are stored only as a salted bcrypt hash — we cannot read them back, and neither can you.

Shoppers, where your store chooses to collect it. Two cases, both optional and both driven by your cashiers:

• A phone number, if the shopper joins your loyalty programme. It identifies their punch card. A name is optional.
• An email address, if the shopper asks for a receipt by email. It is stored on the order so the receipt can be re-sent.

When a cashier scans a customer's ID for an age-restricted sale, DAXOne reads a single field from the barcode — the date of birth — turns it into a number (their age), and checks it against your minimum age. That value lives in the register's memory for about a second and is then discarded.

It is never written to a database and never leaves the device. We do not read, parse or store the name, address, licence number, or photo on the ID. There is no record of who was checked, or when.

Card payments are handled by Stripe. Card numbers, expiry dates and security codes go directly from the card reader or the shopper's device to Stripe — they do not pass through DAXOne and we do not store them. We keep only what Stripe gives us back: a payment reference, the amount, and whether it succeeded.

If you connect your own Stripe account, your Stripe secret key is encrypted with AES-256-GCM before it is written to our database.

Some DAXOne features use Claude, an AI model provided by Anthropic. Data is sent to Anthropic only when you use one of these features:

• Ask DAX. Your question, plus context from your store: products and prices, recent invoices, recent daily-book entries, and any alerts. This is commercially sensitive information about your business.
• Invoice and fuel-invoice parsing. The invoice image or PDF you upload.
• Photo scanning at the register and for stock counts. The photo taken by the device camera.

We do not send shopper phone numbers, loyalty records, staff PINs, or card data to Anthropic. We do not use your data to train AI models, and we do not sell it. Under Anthropic's commercial API terms, data sent through the API is not used to train Anthropic's models; Anthropic may retain API inputs and outputs for a limited period for abuse and safety monitoring and then deletes them. DAXOne does not currently have a zero-retention arrangement with Anthropic.

Store Listen is an optional add-on, off unless a store owner turns it on. It listens at the counter to surface things a shift would otherwise forget: a product a customer asked for that you were out of, a complaint, a repeated request.

The audio never leaves the device. Speech is turned into text on the till itself, and only that text is sent to us. We do not store, upload or have any way to play back a recording, because none is ever made.

From that text we keep two things. The insights— short notes such as “customer asked for Marlboro Reds, out of stock” — contain no verbatim speech and are kept for as long as your account is active, because they are the point of the feature. The verbatim transcript is kept for 14 days and then automatically erased. That happens on a schedule, not on request.

Fourteen days is deliberately short. A transcript of what people said at your counter is not a business record and is not needed for tax or accounting; it is kept only long enough to check why an insight came out wrong. Your sales, invoices and payroll are governed by the retention rules below, not by this.

Recording laws vary by state, and some require the consent of everyone in a conversation. DAXOne asks a store owner to confirm they have posted notice at the counter before the feature can be switched on, and asks for an additional confirmation in all-party-consent states. Meeting the law in your state remains the store's responsibility. The feature can be turned off at any time in Settings, and turning it off stops all capture immediately.

Store Listen is not used in restrooms or any private area, and must not be placed in one.

We use a small number of providers to run the service, and only for that purpose:

• Supabase — the database and login system.
• Vercel — application hosting.
• Stripe — subscription billing and in-store card payments.
• Resend — sending email, including customer receipts and alerts.
• Anthropic — the AI features described above.

We do not sell your data, and we do not share it for advertising. We have no advertising or analytics trackers in the product at all.

Your data lives on DAXOne's systems, not on the hardware in your store. The register and back office are windows onto it — if the till breaks, nothing is lost with it.

It is held in a managed database hosted in the United States (Supabase, running on AWS), with the application hosted on Vercel. All DAXOne stores share the same database, and each store's rows are separated by row-level security enforced by the database itself. Uploaded documents — invoices and supplier pricing — are kept in per-store folders in file storage, restricted the same way.

It remains your data.You can export your records from the app at any time, and you can ask us for a copy or for deletion. Your data is stored in the United States (our database provider's Virginia region, AWS us-east-1) and is backed up by that provider on a rolling basis; backups are accessible only to us and expire on the provider's fixed schedule.

In transit. Everything travels over HTTPS/TLS, between your browser, our servers and every provider above.

At rest. The database is encrypted at rest on disk by our hosting provider.

Separated by store. Every store's records are isolated at the database level by row-level security, not just by application code. A query for one store's data cannot return another store's rows, even if the application asked it to. The same check governs uploaded invoice files.

Extra protection for the most sensitive values. Staff and manager PINs are salted bcrypt hashes and cannot be recovered. Stripe secret keys are encrypted with AES-256-GCM using a key held outside the database.

To be straight with you about the limits: ordinary business records — product names, sales, loyalty phone numbers, receipt emails — are stored as normal database fields. They are protected by the encryption and isolation above, but they are not separately encrypted field-by-field, which means our systems can read them in order to show them back to you.

We keep your store's records for as long as your account is active, because the software is only useful with your history in it.

Sales, invoices, payroll and cash records are kept for seven years, which is the window tax and audit rules expect. They are not deleted when they age; older transactions are moved to compressed cold storage and stay retrievable.

Store Listen verbatim transcripts are the exception and are erased after 14 days(see above). They are not business records, and a longer archive of what people said at a counter would protect nobody.

After you cancel, your store's data stays in place for 30 daysso you can export it or reactivate, and is then permanently deleted. The exception is our own record of our business with you — invoices we issued, payments we received — which we keep for as long as tax and accounting law requires of us. Your store's sales, invoices and payroll records are yours to export before the 30 days end; we do not keep them for you after that.

You can view, correct and delete your store's data from inside DAXOne at any time — including removing a loyalty customer, which deletes their phone number.

Depending on where you live, you may have additional rights over personal data — to get a copy of it, correct it, delete it, or object to how it is used. If a shopper asks your store to remove their details, you can do that yourself in the app; if you need our help, contact us.

DAXOne is offered to businesses in the United States. We do not sell personal data, we do not share it for advertising, and we honour deletion requests from stores and from shoppers whose details a store holds, whether or not a particular state law requires it. Store owners who need a Data Processing Addendum for their own compliance can request one at the address below.

DAXOne uses cookies only to keep you signed in. We do not use advertising cookies, analytics cookies, or third-party trackers — there are none in the product. The register also stores the signed-in staff member and any held carts locally on that device so a shift survives a page reload.

Questions about this policy, or about data we hold: support@daxone.app.

DAXOne is a product of Jai Ambe Enterprise Corporation, a Tennessee corporation, 3522 East Governor John Sevier Highway, Knoxville, TN 37914, United States. This policy and any dispute arising from it are governed by the laws of the State of Tennessee.