Privacy
How we use personal data. There's one notice for shoppers who use itsPass, and one for shops that use itsPOS.
For shoppers: the itsPass privacy notice
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.
- 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
| What | Why we use it | Our lawful basis |
|---|---|---|
| Your first name | So shops can greet you and so your account has a name | 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) | 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 | Contract |
| Quick sign-in you add (optional): your Apple or Google account id, your passkeys (the public part only) | To let you sign in quickly and safely without a password | Contract |
| Your email address (optional) | 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 | 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 | 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 | 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 | To run your memberships and pass the right details to each shop | Contract |
| Your choices for each shop: offers by push or email (yes or no), service message types, paper receipts or not | To make sure shops only send what you agreed to. The shop keeps the proof of your choice in its own records | 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 | 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 | 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 | So a till can recognise you, and so we can spot a stolen or copied code | Contract; legitimate interests (preventing fraud) |
| Your 4-digit PIN (stored only as a scrambled "hash"), your member slip number | So you can spend points and balances at a till without the app | Contract |
| Text code records: a scrambled version of your phone number, the shop, the time and whether the code was used | To stop text message fraud and limit how many texts are sent | Legitimate interests (preventing fraud) |
| Receipt pointers: the shop's name, the date and time, the total and a reference | To list your receipts in the app. The receipt itself stays with the shop and is opened live from the shop's system | Contract |
| Help requests, complaints and data requests you send us | To answer you and keep a record of what we did | 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) | To find and fix faults | Legitimate interests (a working app) |
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, 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.
5. Who else we share data with
- Shops you join, as described in section 3.
- Our suppliers, who process data only on our instructions and under contract:
| Supplier | What they do for us | Where |
|---|---|---|
| Google Cloud | Hosts itsPass, its databases and backups | London (UK) |
| Google (Identity Platform) | Sends text message codes | UK and other countries |
| Apple | Push messages to iPhones, Sign in with Apple, Apple Wallet cards | Worldwide |
| Google (Firebase Cloud Messaging, Google sign-in, Google Wallet, Firebase Crashlytics) | Push messages to Android phones and browsers, Sign in with Google, Google Wallet cards, crash reports | Worldwide |
| Resend | Sends our emails (from mail.itspos.io) |
United States |
| Expo | Delivers app updates to your phone | 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
| Data | How long |
|---|---|
| Your itsPass account | 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 | Codes 7 days; code check logs 90 days (after that we keep counts only) |
| Text code records | 12 months |
| Push tokens | Until you sign out or uninstall, or after 270 days without use |
| Receipt pointers | While you are a member of that shop, at most 6 years |
| Your choices per shop (our copy) | While your account exists (the shop keeps its own proof) |
| Help requests, complaints and data requests | 3 years after they are closed |
| A record that an account was deleted (a scrambled account id and the date) | 6 years, to prove we did it |
| Backups | Up to 35 days, then overwritten |
| Crash reports | 90 days |
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.
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 1.0, 10 November 2026.
For shops: itsPOS and your customers' data
Who is responsible
When your business uses itsPOS (the till, the back office at app.itspos.io, the online store and Core), you are the controller of your customers', members' and staff's data, and ITSolver is your processor. We use that data only to run itsPOS for you, on your instructions, under our data processing terms.
When your customers use itsPass, ITSolver and your business are separate controllers: we look after the itsPass account, you look after your customer record. The itsPass schedule explains who does what.
Your itsPOS account
For your own account with us, ITSolver is the controller. We keep the names, work emails and phone numbers of the people who sign in, your business details, your licences and tills, and records of the help we give you. We use them to provide itsPOS, keep it secure, and contact you about your account. Our lawful basis is our contract with your business, and our legitimate interest in keeping itsPOS secure.
We keep this data while you use itsPOS, then for up to 6 years for our accounts and legal claims. When you leave, your shop data is kept for 90 days so you can export it, then deleted.
Our suppliers
Google Cloud hosts itsPOS in London. Resend sends emails from mail.itspos.io (United States). Google Maps Platform looks up addresses when you type one in an address field. Where data leaves the UK, we use the UK–US data bridge or the UK's international data transfer agreement.
Cookies
This website (itspos.io) uses no cookies and stores nothing on your device. Our cookies page explains what itsPass and the itsPOS back office store, and why.
Contact and complaints
ITSolver Ltd, 108 Tunstall Crescent, Nottingham NG8 5PT. ICO registration ZB826515.
Privacy questions and requests: privacy@itspos.io. We reply within one month.
You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.