Legal

Privacy Policy

Last Updated: January 16, 2026

1. Introduction

The Pass POS ("Company," "we," "us," or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.thepasspos.com, use our services, or communicate with us.

This policy complies with applicable privacy laws including the California Consumer Privacy Act (CCPA), California Privacy Rights Act (CPRA), Virginia Consumer Data Protection Act (VCDPA), Colorado Privacy Act (CPA), Connecticut Data Privacy Act (CTDPA), Utah Consumer Privacy Act (UCPA), and the General Data Protection Regulation (GDPR) where applicable.

2. Information We Collect

2.1 Personal Information You Provide

We may collect personal information that you voluntarily provide when you:

Fill out contact forms or request information
Sign up for our SMS messaging services
Subscribe to our newsletter
Request a consultation or demo
Make a purchase or payment through our website
Communicate with us via phone, email, or text

This information may include:

Contact Information: Name, email address, phone number, business name, business address
Business Information: Type of establishment, current POS system, business needs
Payment Information: Credit/debit card numbers, billing address, payment account details (processed securely by our payment processors)
Communication Records: Records of your communications with us

2.2 Information Collected Automatically

When you visit our website, we automatically collect certain information, including:

Device Information: Browser type, operating system, device type
Usage Data: Pages visited, time spent on pages, click patterns
Location Data: General geographic location based on IP address
Cookies and Tracking: Information collected through cookies, pixel tags, and similar technologies

2.3 Information from Third Parties

We may receive information about you from third-party sources, including:

Marketing partners and advertising networks
Analytics providers (such as Google Analytics)
CRM and business tools we use to manage client relationships

3. How We Use Your Information

We use your personal information for the following purposes:

Service Delivery: To provide POS consulting, setup, and support services
Communications: To respond to inquiries, send service updates, and provide customer support
Marketing: To send promotional materials, newsletters, and SMS messages (with your consent)
Analytics: To analyze website usage and improve our services
Legal Compliance: To comply with legal obligations and protect our rights
Business Operations: To manage our business relationships and operations

4. SMS/Text Messaging

If you opt in to receive SMS messages from The Pass POS:

We will send you promotional messages, service updates, and appointment reminders
Message frequency varies based on your interactions and preferences
Message and data rates may apply depending on your carrier
You can opt out at any time by replying STOP to any message
For help, reply HELP or contact us at info@thepasspos.com
We do not share your phone number with third parties for their marketing purposes
Your consent to receive SMS messages is not a condition of purchase

For more details, see our Terms of Service.

5. Payment Information

When you make a payment through our website or services:

5.1 Payment Data We Collect

Billing Information: Name, billing address, email address
Payment Card Details: Credit/debit card number, expiration date, CVV (processed directly by our payment processor - we do not store full card numbers)
Transaction Information: Purchase amount, date, description of services purchased
Bank Account Information: For ACH payments, routing number and account number (processed securely by our payment processor)

5.2 How We Process Payments

We use PCI-DSS compliant third-party payment processors to handle your payment information, including:

Authorize.net - A Visa company providing secure payment gateway services
NMI (Network Merchants Inc.) - PCI-compliant payment processing platform
Other PCI-compliant payment processors as needed

These payment processors have their own privacy policies governing the use of your payment information. We encourage you to review their policies.

5.3 Payment Data Security

We are PCI-DSS compliant and follow industry security standards
Full credit card numbers are never stored on our servers
Payment information is encrypted using TLS/SSL during transmission
We use tokenization to reference stored payment methods without storing sensitive data
Access to payment systems is restricted to authorized personnel only

5.4 Payment Data Retention

Transaction records are retained for 7 years for tax and legal compliance
Payment tokens may be stored for recurring billing until you cancel
You may request deletion of stored payment methods by contacting us

5.5 Your Rights Regarding Payment Data

You have the right to:

Request information about what payment data we have on file
Update or correct your billing information
Delete stored payment methods (contact us to remove)
Receive receipts and transaction records for your purchases

We may share your personal information in the following circumstances:

Service Providers: With third-party vendors who perform services on our behalf (e.g., CRM systems, email marketing platforms, SMS providers like Twilio, payment processors like Authorize.net and NMI)
Business Transfers: In connection with a merger, acquisition, or sale of assets
Legal Requirements: When required by law or to protect our rights
With Your Consent: When you have given us permission to share your information

We do not sell your personal information. We do not share your information with third parties for their direct marketing purposes without your explicit consent.

7. Your Privacy Rights

7.1 Rights for All Users

Regardless of your location, you have the right to:

Request access to your personal information
Request correction of inaccurate information
Opt out of marketing communications
Opt out of SMS messages by texting STOP

7.2 California Residents (CCPA/CPRA)

California residents have additional rights under the CCPA and CPRA:

Right to Know: Request disclosure of the categories and specific pieces of personal information we have collected
Right to Delete: Request deletion of your personal information (subject to certain exceptions)
Right to Correct: Request correction of inaccurate personal information
Right to Opt-Out of Sale/Sharing: We do not sell personal information, but you may opt out of sharing for cross-context behavioral advertising
Right to Limit Use of Sensitive Personal Information: Request limits on how we use sensitive personal information
Right to Non-Discrimination: We will not discriminate against you for exercising your rights

To exercise these rights, contact us at info@thepasspos.com or call (970) 802-8200.

7.3 Virginia, Colorado, Connecticut, and Utah Residents

Residents of these states have similar rights including:

Right to access and obtain a copy of your personal data
Right to delete your personal data
Right to correct inaccuracies
Right to opt out of targeted advertising and profiling
Right to appeal our decision regarding your privacy request

7.4 European Residents (GDPR)

If you are in the European Economic Area (EEA) or UK, you have additional rights:

Right to Access: Obtain confirmation of whether we process your data and access to it
Right to Rectification: Correct inaccurate personal data
Right to Erasure: Request deletion of your personal data in certain circumstances
Right to Restriction: Request restriction of processing in certain circumstances
Right to Data Portability: Receive your data in a structured, machine-readable format
Right to Object: Object to processing based on legitimate interests or for direct marketing
Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

8. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

Encryption of data in transit and at rest
Secure access controls and authentication
Regular security assessments and updates
Employee training on data protection

However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

9. Data Retention

We retain your personal information for as long as necessary to:

Provide our services to you
Comply with legal obligations
Resolve disputes and enforce agreements
Support legitimate business purposes

When personal information is no longer needed, we securely delete or anonymize it.

10. Cookies and Tracking Technologies

We use cookies and similar technologies to:

Remember your preferences and settings
Analyze website traffic and usage patterns
Deliver personalized content and advertising
Improve our website and services

You can control cookies through your browser settings. Note that disabling cookies may affect website functionality.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these websites. We encourage you to review the privacy policies of any third-party sites you visit.

12. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn that we have collected information from a child, we will delete it promptly.

13. International Data Transfers

Your information may be transferred to and processed in the United States and other countries where our service providers operate. We ensure appropriate safeguards are in place for international transfers in compliance with applicable laws.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date. We encourage you to review this policy periodically.

15. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

Email: info@thepasspos.com
Phone: (970) 802-8200
Website: www.thepasspos.com

We will respond to your request within the timeframes required by applicable law (typically 45 days for CCPA requests, 30 days for GDPR requests).