itsPass privacy notice

Version 1.1, 11 Nov 2026

The short version

We are ITSolver Ltd, the company behind itsPOS. We run itsPass, the free account you use at shops that use itsPOS.
We keep your itsPass account: your mobile number (needed to sign up), your first name, any quick sign-in you add (Apple, Google or a passkey), your email if you give it, the shops you've joined and the choices you've made.
Shops keep what you buy. Each shop you join keeps its own record of you: your purchases there, your points, balances and receipts. We never see one shop's records on behalf of another, and no shop can see which other shops you use.
A shop you join sees your first name. It sees your email, phone or birth month only if you choose to share them with that shop.
No offers unless you say yes, shop by shop, for push messages and email separately. You can stop at any time with one tap.
We never sell your data. We don't use advertising trackers and we don't track your location. Only if you tap Shops near me do we use roughly where you are, once, to list shops nearby, and we don't keep it.
You can download or delete your data in the app, at pass.itspos.io, or by emailing privacy@itspos.io.
itsPass is for people aged 16 and over.

The rest of this notice gives the details.

1. Who we are

itsPass is run by ITSolver Ltd ("we", "us"), registered in England and Wales as IT SOLVER LTD, company number 15142116, registered office 108 Tunstall Crescent, Nottingham NG8 5PT. We are registered with the Information Commissioner's Office (ICO), registration number ZB826515.

For anything about your privacy, contact us at privacy@itspos.io. For help with the app, contact support@itspos.io.

We are the controller of your itsPass account. That means we decide how your account data is used and we are responsible for it.

Each shop you join is the controller of its own customer record about you (your purchases, points, balances, receipts and the offers it sends you). Shops use itsPOS to run their tills, back office and online store. When we run itsPOS for a shop, we act only on the shop's instructions (we are its "processor"), and the shop is responsible for that data. To ask a shop about its records, contact the shop: its details are on its card in the app. You can also tap Ask this shop for my data in Privacy and choices, and we'll pass your request on.

2. What we collect and why

Your first name
Why we use it
So shops can greet you and so your account has a name
Our lawful basis
Contract: you asked for an itsPass account
Your mobile number (required: every itsPass account starts with a UK mobile number confirmed by a text code; the only exception is a card-only account made at a till for someone with no mobile)
Why we use it
To find you at the till when you give your number; to keep one account per person; to sign you in and recover your account (with your PIN or our support team if you also use a quicker sign-in); to send you text codes. We never share it with a shop unless you choose to
Our lawful basis
Contract
Quick sign-in you add (optional): your Apple or Google account id, your passkeys (the public part only)
Why we use it
To let you sign in quickly and safely without a password
Our lawful basis
Contract
Your email address (optional)
Why we use it
To send account messages (such as "new device signed in" or "your account was deleted") and receipts by email, and, if you choose, share it with a shop
Our lawful basis
Contract
Your age group (16 or 17, or 18 and over; never your birth date), and the version of our terms you accepted, with the time
Why we use it
To show that you can use itsPass and agreed to our terms, and so that under-18s don't get offers for age-restricted products such as alcohol. Shops don't see your age group
Our lawful basis
Contract; legal obligation (keeping proof, and the rules on marketing age-restricted products)
The shops you've joined: which shop, when, how you joined (for example the counter QR or at the till), and what you chose to share with each shop
Why we use it
To run your memberships and pass the right details to each shop
Our lawful basis
Contract
Your choices for each shop: offers by push or email (yes or no), service message types, paper receipts or not
Why we use it
To make sure shops only send what you agreed to. The shop keeps the proof of your choice in its own records
Our lawful basis
Contract; the shop relies on your consent for offers
Your devices: a device id, the app's integrity check result (Apple App Attest or Google Play Integrity), push tokens, your Wallet cards
Why we use it
To make your rotating code work on your phone only (at most 3 devices), send you messages, and keep your Wallet card up to date
Our lawful basis
Contract; legitimate interests (security)
Your code book and code checks: the codes your app shows, and a log of which shop's till checked your code and when
Why we use it
So a till can recognise you, and so we can spot a stolen or copied code
Our lawful basis
Contract; legitimate interests (preventing fraud)
Your 4-digit PIN (stored only as a scrambled "hash"), your member slip number
Why we use it
So you can spend points and balances at a till without the app
Our lawful basis
Contract
Text code records: a scrambled version of your phone number, the shop, the time and whether the code was used
Why we use it
To stop text message fraud and limit how many texts are sent
Our lawful basis
Legitimate interests (preventing fraud)
Receipt pointers: the shop's name, the date and time, the total and a reference
Why we use it
To list your receipts in the app. The receipt itself stays with the shop and is opened live from the shop's system
Our lawful basis
Contract
Help requests, complaints and data requests you send us
Why we use it
To answer you and keep a record of what we did
Our lawful basis
Contract; legal obligation (data requests, complaints)
Crash reports from the app (what went wrong, the app version and phone model; not linked to your account)
Why we use it
To find and fix faults
Our lawful basis
Legitimate interests (a working app)
Roughly where you are, only when you tap Shops near me in Find shops and allow it on your phone: your phone rounds its location to about 1 kilometre before sending it
Why we use it
To list the itsPOS shops nearest to you, that once. We don't keep it, it isn't linked to your account (you don't need one), and it isn't in our logs. Shops never see it. If you say no, search by town or postcode instead
Our lawful basis
Legitimate interests (showing the shops you asked for); your phone asks your permission first

Legitimate interests means we use the data because we have a good reason that you would expect and that doesn't override your rights. Ours are keeping itsPass secure and stopping fraud. You can read our assessment by asking privacy@itspos.io.

What we don't collect: your location (apart from Shops near me, above: roughly, once, when you ask, never kept), your contacts, your photos, advertising ids or browsing history. The app uses your camera only to read a shop's QR code; the picture stays on your phone. We use no advertising trackers and the app shows no tracking request.

3. What each shop sees

When you join a shop, we send that shop:

your first name (always);
how and when you joined;
your email, phone or birth month, only if you tick them for that shop;
your choices about offers from that shop.

Each shop gets a different private member number for you. Shops can't use it to recognise you at another shop. No shop can see which other shops you've joined.

The shop then keeps its own record: what you buy there, your points, stamps, store credit, gift cards, tab and receipts, and any private feedback you give it. Some shops put members into groups automatically (for example "New", "Regular" or "Lapsed") based on how often you visit and how much you spend, so they can give group prices or send offers. You'll see why ("Regulars' price") on your shop card and receipts. You can stop a shop's offers at any time, and ask a shop not to put you in automatic groups by contacting it or through Privacy and choices. None of this has legal or similarly serious effects on you, and shops can't refuse to serve you because of it.

4. Offers and messages

Service messages tell you about your own account and shopping: a receipt arrived, points added, a reward is ready, your tab statement, a change to a shop's rules. You can mute each kind, but they never contain offers.
Offers come from a shop only if you said yes to that shop, for that channel (push or email). Nothing is ticked for you, and saying no never stops you joining. Every offer names the shop and has Stop offers from this shop. At most 2 offers a week from each shop, and none between 9pm and 8am.
We don't send you our own marketing. If we ever want to, we'll ask you first.

Shops you join, as described in section 3.
Our suppliers, who process data only on our instructions and under contract:

Google Cloud
What they do for us
Hosts itsPass, its databases and backups
Where
London (UK); an encrypted backup copy of the itsPass database in Belgium (EU), for disaster recovery
Twilio
What they do for us
Sends text message codes (it gets only your mobile number and the text)
Where
United States (UK International Data Transfer Addendum, in Twilio's data protection terms)
Cloudflare (Turnstile)
What they do for us
Checks that a person, not a program, asks for a sign-in text
Where
Worldwide (UK–US data bridge)
Apple
What they do for us
Push messages to iPhones, Sign in with Apple, Apple Wallet cards
Where
Worldwide
Google (Firebase Cloud Messaging, Google sign-in, Google Wallet, Firebase Crashlytics)
What they do for us
Push messages to Android phones and browsers, Sign in with Google, Google Wallet cards, crash reports
Where
Worldwide
Resend
What they do for us
Sends our emails (from mail.itspos.io)
Where
United States
Expo
What they do for us
Delivers app updates to your phone
Where
United States

When the law requires it, for example a court order, or to protect someone from serious harm.
If ITSolver's business is sold, the buyer would take over itsPass under this notice, and we'd tell you first.

Outside the UK: some suppliers handle data in the United States or elsewhere. We use the UK–US data bridge where the supplier is certified, and otherwise the UK's International Data Transfer Agreement or Addendum, so your data has the same protection.

6. How long we keep it

Your itsPass account
How long
Until you delete it. If you don't sign in or buy anything for 3 years, we text or email you, and delete the account 60 days later unless you sign in
Code book and code checks
How long
Codes 7 days; code check logs 90 days (after that we keep counts only)
Text code records
How long
12 months
Push tokens
How long
Until you sign out or uninstall, or after 270 days without use
Receipt pointers
How long
While you are a member of that shop, at most 6 years
Your choices per shop (our copy)
How long
While your account exists (the shop keeps its own proof)
Help requests, complaints and data requests
How long
3 years after they are closed
A record that an account was deleted (a scrambled account id and the date)
How long
6 years, to prove we did it
Backups
How long
Up to 35 days, then overwritten
Crash reports
How long
90 days
Roughly where you are (Shops near me)
How long
Not kept: used for one search, then forgotten

Shops keep their own records for as long as their settings say, and keep sales and VAT records for 6 years because the law requires it. When you leave a shop or delete itsPass, the shop removes your name and details from those sales.

7. Your rights

You have the right to:

get a copy of your data (Download my data in the app, or ask us);
correct it (change your name, mobile number or email in Account);
delete it (Delete account in the app, at pass.itspos.io/delete, or ask us);
object to our use of your data for security and fraud checks, or to a shop's automatic groups;
restrict how we use it while a problem is sorted out;
move your data to another service (the download is a standard file);
withdraw your consent to a shop's offers at any time (Stop offers in the app or the message).

To use a right, use the app, go to pass.itspos.io, or email privacy@itspos.io. We reply within one month. We may need to check it's you, by asking you to sign in or (for card-only accounts) to give your slip number and PIN.

If you joined at a till without a mobile phone (a card-only account), you leave a shop, download your data or delete your account through our support team: email support@itspos.io, or ask the shop to contact us for you.

8. Complaints

If you're unhappy with how we use your data, tell us first at privacy@itspos.io or using the complaint form at pass.itspos.io/help. We'll confirm we've received your complaint within 30 days, look into it without undue delay, keep you updated and tell you the outcome.

You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, helpline 0303 123 1113.

9. Age

itsPass is for people aged 16 and over. When you sign up you tell us whether you are 16 or 17, or 18 and over, and a cashier asks the same at the till. If we learn that someone under 16 has an account, we delete it. Under-16s can still buy at every shop and get paper or emailed receipts.

For everyone, and so for members aged 16 and 17, everything is private by default: nothing is shared with a shop and no offers are switched on unless you choose. Members aged 16 or 17 never get offers for age-restricted products, such as alcohol, tobacco, vapes or lottery tickets. Two years after you told us you were 16 or 17, we treat you as 18 or over.

10. Keeping your data safe

itsPass runs on its own servers and databases, separate from the shops' systems. Data is encrypted when it travels and when it's stored. Your code changes every 30 seconds, and only we can tell which account a code belongs to. Our support staff can see your account only to help you, through our own staff tools: they look up one account at a time, can't export accounts in bulk, must re-confirm their identity before deleting an account or changing how you sign in, and every look is logged. If something goes wrong that puts you at risk, we'll tell you.

11. If a shop leaves itsPOS, or itsPass closes

If a shop leaves itsPOS, we tell you at least 90 days before, so you can save your receipts from that shop as PDFs.
If itsPass ever closes, we give you at least 90 days' notice and a full download of your data.

Cookies and storage

We don't use advertising or analytics cookies, and we don't track you. itsPass stores only what it needs to work, so we don't need to ask for your consent and you won't see a cookie banner.

On the web (pass.itspos.io and id.itspos.io)

Sign-in session cookie
Where
id.itspos.io
Why
Keeps you signed in while you use itsPass and protects the sign-in from forgery
How long
Until you sign out, or 30 days without use
Sign-in security cookie
Where
id.itspos.io
Why
Stops forged requests while you sign in
How long
Until you close the browser
Device cookie (itspass_device)
Where
id.itspos.io
Why
A random number that limits how many sign-in codes one browser can ask for, and tells us when you sign in on a new device
How long
400 days
Quick check (Cloudflare Turnstile)
Where
id.itspos.io, from challenges.cloudflare.com
Why
Checks that a person, not a program, is asking for a sign-in text. It sets no tracking cookies
How long
While the page is open
Your session
Where
pass.itspos.io (browser storage)
Why
Remembers that you're signed in, so you don't have to sign in on every page
How long
Until you sign out or the session ends
Your code for offline use
Where
pass.itspos.io (browser storage, encrypted)
Why
Lets "My code" work without signal for up to 7 days
How long
7 days, refreshed when you're online
Offline copy of the app
Where
pass.itspos.io (browser cache)
Why
Lets the web app open without signal
How long
Until the next update
Push notification subscription
Where
Your browser
Why
Only if you turn on notifications, to deliver them
How long
Until you turn them off

In the app (iPhone and Android)

Sign-in tokens (in the iPhone Keychain or Android Keystore)
Why
Keep you signed in safely
How long
Until you sign out or delete the app
Your code book (encrypted)
Why
"My code" works offline for up to 7 days
How long
7 days, refreshed daily
Your last balances and recent receipts
Why
Show your shops and receipts without signal
How long
Until refreshed
Your settings (for example "No paper receipts")
Why
Remember your choices
How long
Until you change them
Crash reporting id (Firebase Crashlytics) and any crash report waiting to be sent
Why
Find and fix faults; not linked to your account
How long
Crash reports kept 90 days. You can turn crash reports off in Account › Privacy

Other websites: shops' online stores (shop.itspos.io and shops' own domains) have their own cookies notices.

Turning things off: you can clear cookies and site data in your browser, or sign out, at any time. itsPass then asks you to sign in again, and "My code" needs a connection to download a fresh code book.

12. Changes to this notice

We'll update this notice when what we do changes. If a change matters to you, we'll tell you in the app or by email before it takes effect. The version and date are at the top.

Version 1.1, 10 November 2026.