User guide › Privacy and safety

Privacy and safety

• Staff only see the shops and branches they were given, and only do what their role allows. Only the owner and managers switch branches, change the shop's settings or approve; only accountants (and the owner and managers) see the books.
• A worker belongs to one shop. While on a shop's team they can't open their own shop, join another shop, switch shops or change the shop's settings. Once the owner removes them from the team, they are free to start their own shop or join another.
• Sales are never deleted or edited. Mistakes are corrected with returns, and important actions are kept in the Activity log.
• Removing someone from the team logs them out at once and closes their login. Nothing they recorded is deleted: their sales, shifts and payments stay in your books, and Team & Roles > Former staff shows how each of them did.
• Never share your password. If a phone or computer is lost, the owner removes the person or the computer.
• If the owner dies or can no longer act (Settings > Business continuity): the company must never be locked away with one person's password.
  1. The owner names up to three successors from the team and a waiting period (7 to 60 days, 14 by default). Each successor is emailed that they were named.
  2. If the owner dies, becomes unable to act, or can't be reached and the business is stuck, a successor opens Business continuity and files a claim: the reason, what happened, and a document reference (a death certificate number, a medical or court document).
  3. The owner and the other successors are emailed at once. A living owner taps I'm here, stop this and nothing changes.
  4. BlueDuka checks the documents with the successor and verifies or rejects the claim. Nothing moves without it.
  5. When the waiting period is over, the successor taps Take over the company and confirms with their own password. Ownership moves; the business stays exactly as it was (records, M-Pesa and bank set-up, subscription). If the owner died, their login is closed, they are signed out everywhere and the API keys they made stop working. Everyone who should know is emailed, and every step is in the Activity log.
  6. Nobody ever needs the owner's password. With no successor named, the family or partners contact BlueDuka support with the documents; ownership can then go to an existing member of the team after checks.
  7. A living owner can also hand the company over (retiring, selling, a new CEO): **Business continuity > Hand over**, choose the person and confirm with the owner's password.
• Two-step login (Settings > Your account > Two-step login): after your password, a 6-digit code from an authenticator app (Google Authenticator, Microsoft Authenticator, Authy; recommended) or from your email.
  • Setting it up gives you 10 backup codes. Keep them away from your phone; each one logs you in once if you lose the phone or can't get the email. Make new ones there at any time.
  • It applies to Google sign-in too. Changing your password ends any login that is waiting for its code.
  • Required for owners of a business system (ERP or manufacturing): after 7 days, the business opens only once it is on, and it can't be switched off (you can switch between the app and email).
• Daily summary email (owner, Settings): each evening at the hour you choose, today's sales, money in by method, expenses, profit, what customers owe and what is running low, to your confirmed email address.

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Need help? Call or WhatsApp the BlueDuka team on +254 727 177 155.