Privacy, Terms and Contact: Who Customers See as Responsible for Their Data

Customers who join your card want to know who has their details. Privacy, terms & contact is where you tell them: your company's legal name, its address and your privacy policy. The page where they get your card shows the company name and a link to your privacy policy; when you offer email, your address and contact email appear only under Details, next to the email-offer tick. You can also ask them to tick that they accept your terms, or that they are old enough.

Where to find it

Open Settings, go to the Business group and choose Privacy, terms & contact. It sits under Brand central.

Admins and the owner can change it. Everyone else on your team can read it and sees "Only admins can change this".

Add your company

Under Your company, fill in:

• Legal name: the official name of your company, as on your own invoices.
• Registered address.
• Privacy policy, one of three:

- Standard policy: customers see a standard privacy policy in your business name. Add your own if you have one. - Link: paste the full address of your policy, starting with `https://`. - Write it here: type the policy in Passtastic. It gets one Language tab per customer language, and the tabs appear once your business has more than one customer language, so you can write it in each language your customers read, up to 20,000 characters per language. A language you leave empty shows the text of your first language.

Press Save. If your cards already ask customers for their details and you have no policy yet, the page shows a note that customers see our standard policy, until you add a link or write your own.

Until you save a company or switch on a tick, the page where customers get your card stays as it was: a short notice under the button with a link to the standard privacy policy.

Your contact details

The page lists your Email, Phone and Website. You don't edit them here: they come from Brand central. Press Edit in Brand central to change them.

The page where customers get your card names the responsible company (your business name until you save one). Your address and contact email appear under Details, next to the email-offer tick, when you offer email. The standard privacy policy shows them at the top, under Responsible for your data: the company name, its registered address and your contact email, each one once you've set it. Your own policy (Link or Write it here) is shown exactly as you wrote it, so add your address and contact details to it yourself.

Your policy and how Passtastic runs the card

Customers can read two documents. The privacy policy is yours: the standard one written in your business name, or your own. How Passtastic runs this card is the same for every business: it lists the companies Passtastic uses to run the card (wallets, text messages, email, payments, hosting) and how the data is stored and protected. The standard policy links to it. With your own policy (Link or Write it here), customers see both links under the button, and this page says "Customers also see a link to how Passtastic runs your card." with See the Passtastic page to open it.

More than one company (franchises)

If different companies run different shops under your brand, press + Add another company (for franchises). This button appears once your main company is saved.

• The first company is the Main one. Press Make main company on another one to change it.
• On each company, Assign shops opens a picker: tick the shops that company runs. You can also open Locations, choose a shop and use Company running this shop. That setting only shows when you have two or more companies.
• Each company has its own legal name, address and privacy policy. A customer of a shop sees the company that runs it. See it next to the policy opens what customers read.
• A company that still runs shops can't be removed: move its shops to another company first. The main company can't be removed either: make another company the main one first.

Email offers are the exception. Customers agree to email offers once, for the whole business, so the email footer and the offers notice use your main company and its policy.

Ask customers to tick: terms and age

Two switches ask a customer to tick a box before they get the card. Find them on a card in Programs → Setup → Card details.

• Customers tick to accept the terms: customers tick that they accept your card terms. It needs terms to exist first. If you see "Write and publish the terms first.", write your Terms & conditions on the same tab and publish the card. This switch is for stamp, points, level and coupon cards.
• Customers confirm they are at least 18 years old: customers tick that they are old enough. Pick the Minimum age from 13 to 21, and check the minimum age that applies in your country. This one works on stamp, points, level, coupon and free membership cards.

Good to know:

• The switches only apply to cards customers join for free. Paid, prepaid and gift cards don't have them.
• They apply at once, without pressing Publish.
• Only admins and the owner can change them. Editors see them but can't switch them.
• While the terms tick is on, the card must keep its terms. If an editor clears the terms, they see "Ask an admin to turn off 'Customers tick to accept the terms' first, or keep the terms."
• Privacy, terms & contact lists every card where a tick is on, with a link to it. If none is on yet, it tells you where to turn one on.

What customers see

On the page where they get your card, the notice under the button starts with who is responsible for their data, then says which details you use and links to your Privacy policy. For example:

With several companies, a customer who could join at any of your shops reads: "Your data is handled by the company running the shop you visit: …" and the list.

If you've switched the ticks on, they see:

• "I accept the card terms of Bean & Co". "Card terms" is a link to your terms.
• "I am at least 18 years old".

They can't continue until the boxes are ticked: "Tick this box to continue." Without a tick, a short notice under the button says that by adding the card they accept the card terms, with a link to your Privacy policy.

You can't edit these lines. They are written for you and translated, so each customer reads them in their own language. See Change the Words on Your Card.

Where to see the proof

Open a customer in Customers. The Terms & privacy row shows what they agreed to and when, for example: "Accepted the card terms on 14 Nov 2026 · Confirmed 15+ · Shown the privacy policy of Bean Group Ltd".

Customers who joined before you turned the ticks on show "No record (joined before these were asked)". Nothing is invented for them.

Questions

Related: Brand central, Managing your locations, Write Your Texts in Several Languages, Offer choices.