Privacy Policy — SignaPass

1. Who this policy covers

It covers three groups of people:

Businesses that use SignaPass to run a loyalty programme, and the staff who use it at the counter ("merchants").
Customers who collect stamps or points at those businesses ("customers").
Visitors to this website, including people who join the waitlist.

Each business you collect stamps at decides how it runs its own loyalty programme and how it uses its relationship with you. We run the platform on its behalf, and we are responsible for your SignaPass sign-in, for this website and for how the platform itself handles your data.

2. What we collect

If you join the waitlist: your business name, your name, your email address, your type of business and number of branches, and optionally your phone number and city. We also record your language and, if you arrived from a campaign link, which campaign it was.

If you are a merchant: your name, email address and password. Passwords are stored only as a one-way hash, so we cannot read them. We also store your language preference, your business and branch details, your staff members' names and PINs (PINs are also hashed), and your billing records.

If you are a customer:

Your phone number. It is how you sign in and how a business finds your card, and we store it in standard international format together with a one-way hash of it.
A name, email address or birth date, only if you choose to give them.
Your language, so messages reach you in the right one.
Your loyalty activity at each business: stamps and points earned, rewards redeemed, visits, and which branch and staff member recorded them.
A record of your marketing choice: when you agreed to receive offers, when you withdrew, and which language the wording was shown in.

If you visit this website: pages viewed and whether the waitlist form was sent (with the business type, number of branches, language and campaign it came with), through privacy-friendly analytics. We do not record sessions and we do not capture what you type into forms. The site stores a small amount of data in your browser to remember your light or dark theme and for these analytics.

From everyone: technical information such as IP address, browser and device type, kept in server logs to keep the service secure, limit abuse and diagnose errors.

3. How we use it

To run the loyalty programme: recording stamps and points, showing your card, and letting staff confirm rewards.
To sign you in, by sending a one-time code to your phone by SMS.
To send you messages about your card, such as a warning that your points are about to expire.
To send offers from a business, only if you have agreed to receive them.
To prevent fraud and misuse, for example by recording which staff member issued each stamp and limiting repeated sign-in attempts.
To bill merchants, provide support, fix problems and improve the product.
To meet our legal obligations.

We do not sell personal information, and we do not use it for advertising.

4. What each business can see

You have one SignaPass identity, so all your cards can live in one place. Your data, however, is kept separate for each business. A business can see your phone number, the name you gave, and your activity with that business. It can never see your cards, balances or visits at any other business.

If a feature ever lets businesses share anything about you with each other, it will only apply if you explicitly join it, and we will tell you what is shared before you do.

5. Marketing messages

A business can send you offers only if you have agreed. You can stop them at any time by contacting us using the details at the end of this policy. When you opt out, you are opted out for every business on SignaPass, permanently, and we will not ask you to opt back in. Sign-in codes and messages about your own card are not marketing, and are still sent.

We use a small number of service providers to run SignaPass. They process data only on our instructions and only to provide their service:

Render, which hosts our servers.
Vercel, which hosts this website and the SignaPass app.
Neon, which hosts our database.
Cloudflare R2, which stores files such as business logos and photos of gift card receipts.
Twilio, which delivers SMS messages, including sign-in codes.
Resend, which sends emails such as password resets and team invitations.
Anthropic, which reads photos of gift card receipts so staff do not have to type them in.
Sentry, which reports software errors to us. Phone numbers, codes and access tokens are removed before a report is sent.
PostHog, which provides the website analytics described above, hosted in the European Union.

We may disclose information when the law requires it, to protect people's safety, or as part of a sale or merger of our business, in which case this policy continues to apply.

Some of these providers process data outside the country you live in. Where that happens, we rely on their contractual commitments to protect it.

7. How long we keep it

Loyalty activity is kept for as long as the business runs its programme, because balances are calculated from that history and it is how disputes and fraud are checked.
When a customer deletes their account, we anonymise it: the phone number is removed and only an irreversible hash is kept, your name, email and birth date are erased, and the loyalty history is kept without anything that links it to you.
The content of messages sent is kept for 90 days, and a record that a message was sent for 24 months.
Security and audit records are kept for at least 24 months.
When a merchant closes their account, it can be recovered for 30 days. After that it is deleted, and the merchant receives an export of their data first.
Waitlist entries are kept until we launch in your area or until you ask us to remove yours.

8. Your choices and rights

You can ask us for a copy of your personal information, ask us to correct it, ask us to delete it, withdraw your consent to marketing, or object to how we use it.

Customers can delete their account at any time from the profile screen of their card. For anything else, email us at support@signapass.app. We will answer as quickly as we can, and within any time limit the law sets. If a request is about data a business holds about you, we may pass it to that business or help it respond.

Depending on where you live, you may also have the right to complain to your data protection authority.

9. How we protect it

All traffic is encrypted in transit. Passwords and PINs are stored as one-way hashes, repeated wrong PINs lock that staff member out for a while, and each business's data is kept separate in every query the platform makes. No system is perfectly secure, and if a breach affects your data we will tell you and the relevant authorities as the law requires.

10. Children

SignaPass is not directed at children under 13, and we do not knowingly collect their information. If you believe a child has given us their details, contact us and we will delete them.

11. Changes to this policy

If we change this policy, we will update the date at the top of this page. If a change is significant, we will tell merchants by email before it takes effect.

12. Contact

Questions or requests about your privacy go to [LEGAL ENTITY NAME] at support@signapass.app.