Privacy policy
This explains what Point Pass does with personal data. There are two quite different answers depending on whose data it is, and the distinction matters more than anything else on this page.
The two roles
For a shop’s customers, we are a processor.When someone adds a loyalty card, their name and phone number belong to the shop. We hold and process that data on the shop’s instructions and for no purpose of our own. We do not market to them, we do not sell their details, and we do not use them to improve anything.
For the shops themselves, and for people who contact us, we are a controller. Account details, billing information and anything sent through our contact form are ours to look after, and this policy is the description of how.
What we collect
If you contact us
Your name, business name, email, phone number, and optionally your city, number of branches and whatever you write in the message. We use it to reply to you and to work out whether we can help. Product updates are a separate, unticked box — submitting the form is not consent to be added to a mailing list.
If you are a customer of a shop that uses us
Whatever the shop asks for when you add your card — typically a name, sometimes a phone number or a birthday. The shop decides which of those it collects and which are required. Your stamps, redemptions and which branch you visited are recorded so the card works.
Automatically
Standard server logs, and a hashed record of the network address of anyone submitting the contact form — used only to stop the form being abused, never to build a profile, and discarded shortly after. We set no advertising or tracking cookies.
What we do not do
- We never sell personal data, and we never share it for anyone else’s marketing.
- A customer’s phone number is never shown on a counter tablet and is masked in the shop’s dashboard, revealed one at a time.
- A person’s name is never drawn into the artwork on a card. It lives in a card field, which means it can always be corrected or removed — artwork on an issued card cannot.
- Only customers who explicitly opted in can be messaged by a shop. There is no setting that changes that.
Deletion, and one thing it deliberately does not do
Ask us — or ask the shop — to delete a customer’s data and we anonymize it: the name, phone number and any other identifying detail are erased permanently.
The card itself keeps working.That is deliberate. Deleting the card would take a part-earned reward off someone’s phone in order to honour a request to be forgotten, which serves nobody. The card carries on with no person attached to it.
A shop can export its full customer list at any time. That export is restricted to the account owner and every download is recorded with who did it and when — it is the most sensitive thing the system produces and it is treated that way.
How long we keep things
- Shop account data — for as long as the account exists, and then only as long as we are required to keep records of it.
- Customer data — for as long as the shop keeps it. They decide; we act on instruction.
- Contact-form enquiries — a fixed window, after which they are anonymized automatically. The exact window is being set and will be stated here before we accept our first paying customer.
Who else touches the data
A short list, kept current: see sub-processors. If it changes, that page changes with it.
Your rights
You can ask us what we hold about you, ask for it to be corrected, ask for it to be deleted, and object to us using it. If you are a customer of a shop, the fastest route is usually to ask the shop, because it is their data — but ask us and we will help either way. Use the contact form.
The specific statutory rights you have, and the regulator you can complain to, depend on where you and we are established. That is being settled and will be stated here.
Contact
Everything reaches a person through the contact form at point-pass.com. Write “privacy” in the first line and it gets routed accordingly.