Privacy Policy

PsTally (“PsTally”, “we”, “us”, “our”) provides management software for gaming lounges and console centres. This Privacy Policy explains what information we collect when you use our website, dashboard, staff console and monitoring software (together, the “Service”), how we use and protect it, and the choices and rights you have. It applies to lounge owners, their staff, and visitors to our website, across every country in which we operate.

By using the Service, you agree to this Policy. If you do not agree, please do not use the Service.

Who we are

PsTally is a gaming lounge management platform operated from Kenya and serving lounges across Africa. For any privacy question, or to exercise your rights, contact us at [email protected], on +254 725 559654, or by WhatsApp.

Information we collect

Account information. When you create a lounge account we collect your name, email address, phone number, lounge name and location, and the country you operate in.

Operational data you enter. Through normal use, the Service stores the business records you and your staff create: gaming sessions, payments (cash, mobile money such as M-Pesa, and split payments), shifts and reconciliations, staff accounts, customer records and debts, expenses and cashouts, product sales, tournaments and their registrations. This data belongs to you.

Billing information. We keep records of your subscription, plan and payment history. Where you pay by mobile money, we record the transaction reference. We reconcile M-Pesa and other mobile-money payments; we do not ourselves process or store card details.

Network and device data (Monitor). The optional PsTally Monitor application, installed on a computer in your lounge, detects PlayStation and Xbox consoles present on your local network so it can flag a console running without a recorded session. It reads the presence and local network identifiers of those consoles on your own WiFi. It does not access game content, personal accounts, or anything outside your network.

Information collected automatically. When you visit our website we collect standard analytics: pages viewed, approximate location (derived from IP address, at country level), device and browser type, referring source, and interactions such as button clicks. We use cookies and similar local-storage technologies for essential functionality and analytics.

Communications. When you contact us by email, phone, WhatsApp or our forms, we keep those communications to respond and support you.

How we use your information

We use the information to provide and operate the Service — running your lounge, reconciling shifts and sending shift reports to your WhatsApp; to process and manage your subscription; to provide support; to secure and improve the Service and detect fraud or misuse; to communicate with you about your account, updates and offers; and to comply with legal obligations.

Legal basis

Where applicable law (including the Kenya Data Protection Act, 2019, and comparable laws in the countries we serve) requires a legal basis, we rely on the performance of our contract with you, our legitimate interests in operating and improving the Service, your consent where we ask for it, and compliance with legal obligations.

How we share information

We do not sell your data. We share information only as needed to run the Service:

Service providers. Trusted vendors who host our infrastructure, deliver email, provide website analytics, help us collect payments, and power the optional AI assistant. They may only process data on our instructions and to provide their service to us.

AI features. If you use the AI assistant, the relevant lounge data needed to answer your question is sent to our AI provider (Anthropic) to generate a response. It is not used to train their models, and is processed only to answer you.

Legal and safety. Where required by law, or to protect our rights, users, or the public.

Business transfers. If PsTally is involved in a merger, acquisition or sale of assets, your information may be transferred as part of that transaction, subject to this Policy.

Your data belongs to you, and stays separate

Each lounge’s data is isolated. No other lounge owner can see your sessions, revenue, staff or customers. Your business records are yours; we act as a processor of that data on your behalf, and you remain responsible for the customer and staff information you enter and for obtaining any consents that information requires.

Data retention

We keep your information for as long as your account is active and as needed to provide the Service, then for a reasonable period afterward to meet legal, accounting and dispute-resolution needs, after which it is deleted or anonymised. You can request deletion at any time (see “Your rights”).

Security

We use technical and organisational measures to protect your information, including access controls, encryption in transit, and per-account data isolation. No system is perfectly secure, but we work hard to keep yours safe, and you help by keeping your login credentials and staff PINs confidential.

International transfers

PsTally serves lounges in several countries, and our infrastructure and service providers may process data outside your own country. Where we transfer data across borders, we take steps to ensure it remains protected consistent with this Policy and applicable law.

Your rights

Subject to applicable law, you may ask us to access, correct, export or delete your personal data, object to or restrict certain processing, and withdraw consent where processing is based on consent. To exercise any of these, contact us at [email protected] or on WhatsApp. We will respond within the time required by law.

Analytics and opt-out

Our website uses first-party analytics to understand traffic and improve the site. This is aggregated and used to run our business, not to build advertising profiles. You can limit tracking through your browser settings.

Children

The Service is for gaming lounge owners and their staff, who must be adults. It is not directed to children, and we do not knowingly create accounts for anyone under 18. Players who visit a lounge are your customers, not users of our Service; any information you record about them is your responsibility.

Changes to this Policy

We may update this Policy from time to time. When we do, we will change the “Last updated” date above, and for material changes we will take reasonable steps to notify you. Continued use of the Service after an update means you accept the revised Policy.

Contact us

Questions about privacy or your data? Email [email protected], call +254 725 559654, or message us on WhatsApp.