Terms

For shoppers: itsPass terms of use

Version 1.0, 10 November 2026

1. About these terms

These terms are an agreement between you and ITSolver Ltd (registered in England and Wales as IT SOLVER LTD, company number 15142116, registered office 108 Tunstall Crescent, Nottingham NG8 5PT), the company behind itsPOS. We run itsPass, which you use in the itsPass app, at pass.itspos.io or at a shop's till.

Please read them. They're written to be clear. If anything isn't, ask us at support@itspos.io.

How we use your personal data is explained in the itsPass privacy notice (pass.itspos.io/privacy).

2. What itsPass is

itsPass is a free account you can use at any shop that uses itsPOS. With it you can:

• join the shops you like and show one code at each of them;
• collect each shop's points or stamps, and see your store credit, gift cards and tab at that shop;
• get your receipts in one place;
• get offers from a shop, only if you choose to.

You never need itsPass to buy. Every shop still serves you without it.

itsPass is free. We don't charge you for it, and nothing in the app is for sale.

3. Who can use itsPass

• You must be 16 or over, and tell us truthfully whether you are 16 or 17, or 18 and over.
• itsPass is for people in the United Kingdom for now.
• One account per person. Don't make extra accounts, or accounts for other people (unless you're helping them sign up for themselves, with them present).

4. Your account

• Your mobile number. Every itsPass account starts with your UK mobile number, confirmed by a text code (card-only accounts made at a till are the only exception). Keep it up to date in Account.
• Keep your sign-in safe. itsPass has no password: you sign in with a text code to your mobile, or with Apple, Google or a passkey if you add one. Once you've added one of those, a text code alone won't open your account. Don't share any of these.
• Your code and your PIN are personal. Your code changes every 30 seconds. Your 4-digit PIN lets you spend points and balances at a till without the app. Don't tell anyone your PIN, and type it yourself; a cashier should never ask you to say it out loud or type it for you.
• You can use itsPass on up to 3 devices at once.
• Tell us straight away at support@itspos.io if you think someone else has used your account, your code or your PIN. Shops can't undo spending made with your PIN before you tell us, but we'll help.

Card-only accounts. If you have no mobile phone, a shop can create an itsPass account for you at the till. You get a printed member slip and choose a 4-digit PIN. You can add an email or phone later at pass.itspos.io/c. Because you can't sign in to the app, you leave a shop, download your data or delete your account through our support team (support@itspos.io, or ask the shop to contact us for you). We'll check your slip number and PIN first.

5. Joining shops: the shop's programme is between you and the shop

When you join a shop through itsPass, you become a member of that shop's programme. The shop decides and is responsible for:

• its points, stamps, rewards, tiers and perks, what they're worth and when they expire;
• its store credit, gift cards and tabs;
• its offers, prices and member prices;
• its goods and services, refunds and returns.

The shop's own rules (shown on its card in the app) apply to these, along with your normal rights as a consumer. We are not a party to your agreement with the shop and we are not responsible for what the shop sells or promises. If you have a question about your points, a purchase or a refund, contact the shop (its details are on its card).

Some things are true at every shop:

• Points, stamps, store credit and gift cards belong to one shop and can only be used there. They are not money, can't be moved between shops, and can't be exchanged for cash unless that shop says so.
• Points and stamps used at a shop are a discount on that sale.
• Joining is free and never needs you to agree to offers.

6. Fair changes to a shop's programme

Shops can change their programmes, but only fairly. itsPOS makes every shop follow these rules:

• If a change is worse for you (for example points are worth less, you need to spend more to earn them, they expire sooner, a reward needs more stamps, a perk is removed, or the programme closes), the shop must give you at least 30 days' notice. We tell you by push and email.
• Points and stamps you've already earned keep their value and expiry until the change starts, and you can use them under the old rules until then.
• Changes that are better for you can start straight away.
• If a shop closes its programme, you have at least 30 days to use your points and stamps.
• You'll see any upcoming change on the shop's card. If you don't like a change, you can leave that shop.

The full wording is in "Fair changes to loyalty programmes" (pass.itspos.io/terms#fair-changes).

7. Tabs

Some shops let members buy now and pay later on a tab. A tab is an agreement between you and the shop, under the shop's tab terms, which you accept in the app (or at the till). Every itsPOS tab is interest-free with no fees of any kind, and you pay what you owe in one payment per period of up to 3 months. The shop decides whether to offer you a tab, your limit and your pay-by date.

8. Gift cards and store credit

A shop's gift cards and store credit are under that shop's gift card and store credit terms. You can add a shop's gift card to itsPass with its number and PIN to see its balance. If you delete itsPass while you have store credit at a shop, your store credit at that shop becomes a gift card for the same amount, which we email to you (card-only members get it from our support team), so you don't lose it.

9. Receipts

Your receipts in itsPass are the shop's own receipts, opened from the shop's system. A digital receipt from a VAT-registered shop is a valid VAT receipt for purchases of £250 or less; you can ask for a full VAT invoice in the app. If you choose No paper receipts, the till won't print a receipt when your code is scanned, and you agree to get your receipts electronically. A cashier can always print one if you ask.

10. Joining at a till by phone

A cashier can help you join a shop at the till with your mobile number. We send you a text with a code. By entering that code you agree to these terms (the text links to them). The text also has a link to finish your account. If you don't want to join, just don't give the code.

11. Messages

• Service messages about your account and purchases are part of itsPass. You can mute each type in Privacy and choices.
• Offers come from a shop only if you said yes to that shop, by push or email. You can stop them at any time with Stop offers from this shop.

12. Feedback, reviews and inviting friends

• If a shop asks "How was your visit?", your stars and comment go only to that shop. Be honest and polite; don't include other people's personal details.
• A shop may offer a link to review it publicly. Nobody may reward you for a review or ask you to leave only good ones.
• If a shop runs Invite a friend, share your link only with people you know, personally. Don't post it on coupon sites, send it in bulk, or invite yourself. Bonuses are paid only when the shop's rules are met.

13. Things you must not do

Don't:

• break the law or a shop's rules using itsPass;
• use someone else's account, code, slip or PIN without their permission;
• make several accounts to get extra welcome points or referral bonuses;
• copy, alter or replay codes, or try to get points or balances you didn't earn;
• try to break, overload or get round the security of itsPass, or copy the app's code (except where the law lets you);
• use itsPass to harass anyone, including shop staff.

14. Ending your account

You can stop at any time. Leave a shop from its card, or delete your whole account in Account › Delete account or at pass.itspos.io/delete. Before you delete, we show you what you'll lose at each shop.

We can suspend or close your account if you seriously or repeatedly break these terms, if we must by law, or to stop fraud or protect other people. We'll tell you why, unless the law or a fraud investigation stops us, and you can ask us to look again. If we close your account for a reason that isn't your fault, we'll give you at least 30 days' notice where we can.

If a shop leaves itsPOS, we tell you at least 90 days before so you can save its receipts. If we close itsPass, we give you at least 90 days' notice and a full download of your data.

15. Changes to itsPass and to these terms

We improve itsPass all the time, so features may change. We'll change these terms only for a good reason (for example a new feature, a change in the law, or to make them clearer). If a change is worse for you, we'll tell you at least 30 days before it starts, in the app or by email. If you don't agree, you can delete your account before then. The version and date are at the top.

16. Our responsibility to you

• We provide itsPass with reasonable care and skill. If we don't, contact us and we'll try to put it right.
• itsPass is free, and we can't promise it will always be available or free of faults. We'll fix problems as quickly as we reasonably can. When itsPass is busy, shops can still save your code and add points later.
• We are not responsible for losses we couldn't reasonably have foreseen, or for business losses (itsPass is for personal use).
• We are not responsible for a shop's programme, goods, prices, offers or decisions (section 5).
• Nothing in these terms limits our responsibility where the law doesn't allow it, including for death or personal injury caused by our negligence, for fraud, or for your legal rights as a consumer.

17. Complaints and the law

• Complaints about itsPass: support@itspos.io. We reply within 2 working days (1 working day for security and deletion).
• Complaints about your data: privacy@itspos.io (see the privacy notice).
• Complaints about a shop's programme, goods or refunds: the shop.

These terms are governed by the law of England and Wales. If you live in Scotland or Northern Ireland, you can also bring a claim in your local courts, and the law of your home nation that protects consumers still applies.

18. Contact

ITSolver Ltd, 108 Tunstall Crescent, Nottingham NG8 5PT · support@itspos.io · privacy@itspos.io

Version 1.0, 10 November 2026.

For shops: the itsPass schedule

Version 1.0, 10 November 2026. Part of your agreement with ITSolver for itsPOS, accepted in the back office before your shop takes itsPass members.

In short

• itsPass accounts belong to ITSolver. We look after shoppers' sign-in, their codes and the list of shops they've joined.
• Your customer records belong to you. When someone joins your shop, we send you their first name and only what they chose to share with you. From then on, their purchases, points and your marketing to them are yours to look after, and we run itsPOS for you as your processor, as today.
• Use member details only for your shop. Don't sell them, combine them with another business's list, or try to work out who someone is at another shop.
• Offers only with consent. itsPOS records every member's choice; send offers only to members who said yes, and stop when they say stop.
• When a member leaves or deletes itsPass, we tell you at once and your privacy settings remove their details (sales and VAT records stay, without their name).
• Pass on requests and breaches quickly: requests that belong to the other side within 5 working days; breaches affecting shared data within 48 hours.
• Changes worse for members need 30 days' notice, which itsPOS sends for you. Tabs are always interest-free with no fees.

1. Who this schedule is between and what it covers

1.1 This schedule is between ITSolver Ltd (registered as IT SOLVER LTD, company number 15142116) ("ITSolver", "we") and the business that uses itsPOS ("you"). It forms part of the itsPOS business terms.

1.2 It covers the personal data shared between us when shoppers use itsPass to join your business, earn and spend, get receipts and hear from you.

1.3 It does not change the itsPOS data processing terms. When we run itsPOS (the till, back office, online store and Core) for you, we are your processor under those terms. This schedule covers only the data that passes between ITSolver as controller of itsPass and you as controller of your customer records.

2. Our roles

2.1 ITSolver is the controller of the itsPass account: sign-in details, devices, age confirmation, the list of businesses a shopper has joined, the shopper's choices (our copy), codes and code checks, Wallet cards, push tokens, receipt pointers and text-code records.

2.2 You are the controller of your customer record for each member: the details they shared with you, their purchases, points, stamps, balances, tab, receipts, groups, feedback, consent records and your marketing.

2.3 We each decide our own purposes. We are separate (independent) controllers, not joint controllers. In particular, ITSolver never decides who you market to or what you send, and never uses your customer data for another business or for itself.

3. Why we share data (the purpose)

3.1 We share data only so that a shopper who chooses to join your business can be your member: recognised at your tills and online, earn and spend at your business, receive your receipts and service messages, and hear your offers if they agreed.

3.2 Our lawful basis for sending you a member's details is the shopper's request (contract). Your lawful bases for your own use are yours to decide; for marketing by push or email, you rely on the member's consent (clause 6).

4. What we share

4.1 ITSolver sends you, when a shopper joins: their first name; how and when they joined (route, shop, and the staff member who helped, if any); a private member id for your business only (different for every business); and only the extra details they chose to share with you (email, phone, birth month), plus their offer choices for your business (push, email) with the wording and version they saw. When they change a shared detail or a choice, we send the update.

4.2 You send ITSolver, for each member: a receipt pointer (your shop name, date and time, total, receipt reference) for each sale, so it appears in their app; their wallet summary (points, stamps, tier, store credit, gift cards, tab) when they open your card; your shop profile and offers for the app; and the fact that you removed a member, if you do.

4.3 Neither of us shares anything else. ITSolver never receives your members' purchase lines; you never receive a member's global account id, their other memberships or where else they shop.

5. How you may use member details

5.1 Use member details only for your own relationship with that member: sales and receipts, loyalty, service, tabs, refunds and returns, fraud checks at your business, your reports, and marketing the member agreed to.

5.2 You must not:

(a) try to identify a member at another business, or link your member ids with another business's; (b) combine your member list with another business's list, or share it with another business; (c) sell, rent or pass on member details, except to your own processors acting for you; (d) use a member's details to decide anything with legal or similarly significant effects on them.

5.3 Integrations: apps and API keys you connect never see a member's private member id, and listing customers through an API key needs the "Export customers" permission (crm.customers.export). You are responsible for what your connected apps do with the data.

5.4 Automatic groups and member prices: if you use automatic groups (New, Regular, Best, At risk, Lapsed) in prices or messages, itsPOS shows members why ("Regulars' price"), and you must take a member out of automatic groups if they object.

6. Marketing

6.1 Send offers by push or email only to members who agreed to hear from your business by that channel, or (email only) who are under your own soft opt-in from a sale at your business. itsPOS records every choice and its wording, version, time and route, and Customers › Messages only sends where a matching choice exists.

6.2 Every offer must name your business and have a one-tap stop. Stop as soon as a member says stop; itsPOS records it straight away.

6.3 Invitations to join your programme (for customers you bring from another till system) are marketing: email them only to people who agreed to your email marketing or are under your soft opt-in; invite everyone else in your shop.

6.4 Keep to the fixed limits (at most 2 offers per member per week, none between 21:00 and 08:00) and your plan's allowance. ITSolver may pause your offers if complaints reach 0.3% (clause 12).

7. Telling shoppers

7.1 ITSolver tells shoppers, in the itsPass privacy notice and on the join screen, what you will see and that you are responsible for your records.

7.2 You tell your members how you use their data, in your own privacy notice (itsPOS shows a link to it on your shop card if you add one in Business details). Don't change the privacy wording on the store materials itsPOS provides.

7.3 Your staff: if you link staff members' own itsPass accounts to their staff records for fraud checks, tell them, using the wording itsPOS provides for your staff privacy notice.

8. Accuracy

8.1 Shared details come from the member and change only when they change them. Don't edit a member's shared details yourself; ask them to update itsPass.

8.2 If you find that a member's details are wrong, tell them or tell us.

9. Keeping data and ending a membership

9.1 When a member leaves your business, ITSolver tells you at once, their offer choices are withdrawn and your marketing stops. Your leave rule (Settings › Customers and privacy) then removes their details after 30 days, unless money is owed either way.

9.2 When a member deletes itsPass, ITSolver tells you at once, and your delete rule removes their details (at once by default; kept while money is owed either way, then removed). Any store credit becomes a gift card, which ITSolver emails to the shopper.

9.3 In both cases you keep sales and VAT records for 6 years as the law requires, with the member's name removed. itsPOS does this for you.

9.4 If you remove a member ("Remove personal details"), itsPOS tells ITSolver, which removes your card and receipts from their app. Their itsPass account stays.

9.5 Your other retention settings run as you set them.

10. Security

10.1 Each of us keeps the shared data secure. ITSolver runs itsPass on its own databases, separate from Core; you keep staff access to member details to those who need it, using itsPOS roles.

10.2 Members' spending without the app needs their PIN, typed by the member. Never ask a member for their PIN or type it for them.

11. Changing your loyalty programme

The clause in "Fair changes to loyalty programmes", Part B (clauses 11.1 to 11.7), applies.

12. Tabs

12.1 If you offer tabs, you are the lender. Use the itsPOS tab terms template, which members accept before you can charge a tab.

12.2 A tab must be interest-free with no fees of any kind (including late fees and a higher price for buying on tab), with one payment per period of no more than 3 months. itsPOS refuses anything else. You are responsible for your tab terms and for following them.

13. Requests, complaints and breaches

13.1 Requests (access, correction, deletion, objection) and complaints go to whichever of us is responsible. If one of us gets a request or complaint that belongs to the other, it passes it on within 5 working days and tells the person it has done so. itsPass shows members an "Ask this shop for my data" button that sends requests to you through itsPOS.

13.2 Each of us answers its own requests within the legal time limits (one month for requests; complaints acknowledged within 30 days).

13.3 Breaches: each of us tells the other within 48 hours of becoming aware of a personal data breach that affects shared data, and helps the other with its own notice to the ICO and to members. Each of us decides and makes its own notifications as controller.

14. Our right to pause

14.1 ITSolver may pause new joins, offers or your listing in Find shops if there are complaints, misleading listings or offers, a marketing complaint rate of 0.3% or more, or abuse of members. We tell you the reason and how to fix it, and lift the pause when it's fixed.

15. If you leave itsPOS

15.1 If you leave itsPOS, ITSolver tells your members 90 days before your leaving date, so they can save your receipts. On the leaving date the links end and your card disappears from their apps.

15.2 Your customer records go back to you as set out in the itsPOS data processing terms.

16. Review

16.1 We review this schedule at least once a year, and whenever the law, the ICO's guidance or itsPass changes in a way that affects it. We tell you about changes 30 days ahead; a change that is required by law may start sooner.

17. Responsibility

17.1 Each of us is responsible for its own processing as controller and for its own breaches of this schedule and of data protection law.

17.2 The limits of liability in the itsPOS business terms apply, except that neither of us limits liability where the law doesn't allow it.

18. Law

18.1 This schedule is governed by the law of England and Wales, and the courts of England and Wales decide disputes.

For shops: data processing terms

Version 2.0, 10 November 2026. How ITSolver handles your customers' and staff's data as your processor.

1. Scope and roles

1.1 These terms apply when ITSolver Ltd (registered as IT SOLVER LTD, company number 15142116) ("ITSolver", "we") processes personal data on behalf of the business that uses itsPOS ("you") to provide itsPOS: Core, the back office at app.itspos.io, the till apps, the online store at shop.itspos.io and custom domains, and the services that support them.

1.2 You are the controller and ITSolver is your processor for that data. Data ITSolver controls itself (the itsPass account, the Hub account and licence records, and ITSolver's own billing) is outside these terms.

2. The processing

3. Your instructions

3.1 We process the data only on your documented instructions: these terms, the itsPOS business terms, and what you set up and do in itsPOS. We may also process it where UK law requires; if so, we tell you first unless the law forbids it.

3.2 If we think an instruction breaks data protection law, we tell you.

4. Confidentiality

4.1 Everyone at ITSolver who can access your data is bound by confidentiality, and only accesses it to provide or support itsPOS.

5. Security

5.1 We keep appropriate technical and organisational measures (UK GDPR Article 32), including: your data separated from other businesses' by row-level security in Core; encryption in transit and at rest; keys in Cloud KMS and Secret Manager; least-privilege service accounts and no shared database users; staff access logged; backups with point-in-time recovery, kept up to 35 days; logs without names, emails, phone numbers or receipt contents; security scans in CI and an in-house security review.

5.2 We review these measures as itsPOS changes.

6. Sub-processors

6.1 You give us general authorisation to use the sub-processors listed below. We tell you at least 30 days before adding or replacing one (in the back office and by email to the account owner). You may object for a reasonable data protection reason; we'll then try to find a solution, and if we can't, you may end the affected service.

6.2 We put the same data protection obligations on each sub-processor in a written contract, and we remain responsible to you for them.

6.3 Not sub-processors: Companies House (a public register we look up for you); apps and providers you connect yourself, such as card terminals or accounting software (they work under your own agreement with them); and ITSolver's itsPass service (a separate controller, under the itsPass schedule).

7. International transfers

7.1 Where a sub-processor processes data outside the UK, we use the UK–US data bridge (where the sub-processor is certified), UK adequacy regulations, or the UK International Data Transfer Agreement or Addendum, with a transfer risk assessment.

8. Helping you with people's rights

8.1 itsPOS gives you the tools to answer requests yourself: find, export, correct and remove a customer's data (Customers, "Remove personal details", customer export, consent records). If you need more help, we provide it.

8.2 If a person contacts us directly about data you control, we pass the request to you within 5 working days and don't answer it ourselves unless you ask us to.

9. Helping you with security, breaches and DPIAs

9.1 We tell you without undue delay, and within 48 hours, after becoming aware of a personal data breach affecting your data, with what we know (what happened, data and people affected, likely effects, what we're doing), and we update you as we learn more. You decide whether to notify the ICO and the people affected; we help you.

9.2 We give you the information you reasonably need for your own DPIAs and any consultation with the ICO.

10. When you leave itsPOS

10.1 You can export your data at any time. When you leave, we keep your data for 90 days so you can export it, then delete it (backups roll off within 35 days after that), unless UK law requires us to keep it.

10.2 Your members are told 90 days before you leave (itsPass schedule, clause 15).

10.3 "Remove personal details" removes a customer's personal data from every place itsPOS keeps it: the customer record, trade accounts, delivery notes, invoices, credits, payments, VAT invoice names, remarks, Activity log and event payloads (by id, not name), report dimensions, special-order and pre-order contacts, coupon redemptions, gift recipients, the accounting export's customer column, member links, and on tills the outbox, local sales and parked sales after their next sync. Sales and VAT records stay for 6 years without the name. After any backup restore, itsPOS re-applies the removals from its erasure log.

11. Records and audits

11.1 We keep records of our processing for you (UK GDPR Article 30(2)).

11.2 We give you the information you reasonably need to show these terms are met. You may audit us, or have an independent auditor do so, once a year on 30 days' notice (more often after a breach or if the ICO requires), at your cost, without access to other businesses' data.

12. Liability and law

12.1 The limits of liability in the itsPOS business terms apply, except where the law doesn't allow them.

12.2 These terms are governed by the law of England and Wales.