Privacy Policy

This Privacy Policy explains how POS Index ("we," "us," "our") collects, uses, stores, and protects your information when you use our website, app, and related services (collectively, the "Service"). We are committed to being transparent about the data we collect and how we use it.

1. Who POS Index Is

POS Index is a software platform that provides tools for payment professionals, merchant services representatives, ISOs, and sales teams, including merchant CRM, device and POS catalog access, AI-powered assistance, team collaboration features, and related workflow tools.

If you have questions about this Privacy Policy or your data, contact us at support@posindex.org.

2. Information We Collect

2.1 Account Information

When you create an account, we collect your name, email address, and authentication credentials. This information is used to identify you, manage your account, and provide access to the Service.

2.2 Login and Authentication Information

We collect login credentials and session data used to authenticate you and maintain your secure session. We do not store raw passwords — authentication is managed through secure, hashed credential systems.

2.3 Merchant and Contact Data

You may enter merchant records, contact information, business details, sales notes, pipeline stages, residual estimates, volume figures, and other business data into the Service. This data is stored in your individual or team workspace and is used to provide CRM functionality.

2.4 Uploaded Documents and Files

You may upload documents and files to merchant profiles, including merchant statements, processing statements, applications, agreements, contracts, quotes, proposals, equipment documents, screenshots, and related business files. These files are stored securely and are accessible only to authorized users within your workspace or team.

You should avoid uploading unnecessary sensitive information, such as full payment card numbers, Social Security numbers, bank login credentials, or government identification numbers, unless specifically required for a legitimate business purpose and you have the legal right to store that information.

2.5 Payment and Subscription Data

Subscription billing is processed by third-party payment providers such as Stripe. We receive limited subscription and billing status information (such as plan type and subscription status) but do not store full payment card numbers. Payment card data is handled entirely by the payment processor.

2.6 Usage and Log Data

We automatically collect usage data, browser and device information, log data, and analytics information when you use the Service. This includes page views, feature usage, timestamps, and similar technical data used to operate, secure, and improve the Service.

2.7 Support Messages

If you contact us for support, we may collect the content of your support messages, your email address, and any information you provide to help resolve your request.

2.8 Cookies and Analytics

We may use cookies and similar technologies to maintain sessions, analyze usage, and improve the Service. Analytics tools help us understand how the Service is used so we can improve performance and features.

3. How We Use Your Information

We use your information to:

• Provide, operate, and maintain the Service
• Manage your account and authentication
• Store and display your merchant, contact, and document data
• Support you and respond to inquiries
• Process subscription billing and manage plans
• Improve the product, features, and user experience
• Secure the platform and prevent abuse or fraud
• Communicate service updates, account notices, and policy changes
• Comply with legal obligations

We do not sell your personal information or merchant data to third parties.

4. Merchant and Customer Data

You are responsible for the merchant data, contact information, and business records you upload to POS Index. POS Index stores merchant CRM data for your individual or team workspace to provide the Service.

POS Index does not sell user merchant data. Merchant data is stored to provide CRM functionality and is accessible only to authorized users within your workspace or team context.

5. Uploaded Documents and Files

Documents you upload may include merchant statements, processing statements, applications, agreements, contracts, quotes, proposals, equipment documents, gateway or POS setup files, screenshots, and related business files.

Uploaded documents are stored securely and are used only to provide the Service. Access to documents is controlled by workspace and team permissions. You should avoid uploading unnecessary sensitive information that is not needed for merchant workflow management.

POS Index does not automatically analyze the contents of uploaded merchant statements unless a user explicitly chooses to use a document with an AI feature. By default, AI features see only document metadata (such as file name, category, and notes) when merchant context is provided — not full document contents.

6. Team Workspaces

If you use Team Access features, your organization may have a shared team workspace. Team admins may control team members and shared team data, including merchant records, pipeline information, follow-ups, and documents.

Team data is visible to authorized team members within the same team workspace. If a team member is removed from a team, they lose access to team merchant records, team documents, and shared team data.

7. AI Features

POS Index includes AI-powered tools that may process your prompts, selected merchant context, and document metadata to generate responses. User prompts and selected merchant context may be processed by third-party AI providers to generate AI responses.

AI outputs may be inaccurate, incomplete, or inappropriate. You should review and verify AI-generated content before relying on it. You should not upload or submit unnecessary sensitive information to AI features.

By default, document file URLs and full document contents are not included in AI prompts. AI features see document metadata only (file name, category, notes, upload date) when merchant context is sent.

8. Third-Party Service Providers

We use third-party service providers to operate the Service, including:

• Hosting and application platform providers
• File storage providers for uploaded documents
• Payment processors such as Stripe for subscription billing
• AI providers for generating AI-powered responses
• Analytics and email delivery providers

These providers process data on our behalf as needed to operate the Service. They are bound by their own privacy and security commitments.

9. Data Sharing

We may share your information with:

• Service providers who help us operate the Service;
• Legal authorities if required by law, court order, or legal process;
• Third parties in connection with a business transfer, merger, or sale of assets if ever applicable.

We do not sell personal information or merchant data to third parties for marketing or resale.

10. Data Retention

We retain your data as follows:

• Account and workspace data is retained while your account is active;
• Merchant records, documents, tasks, and related data are retained while the workspace or account exists;
• Data may be retained as needed for legal, billing, security, backup, or dispute purposes even after account closure;
• You may request deletion of your account and associated data where applicable.

Deleted or archived documents are removed from the visible document list but may be retained in backups for a limited period as part of normal system operations.

11. Security

We use reasonable administrative, technical, and physical safeguards to protect your information. However, no system is 100% secure, and we cannot guarantee the absolute security of your data. You are responsible for maintaining the security of your login credentials and for the appropriateness of the data you upload.

12. Your Choices and Rights

You may:

• Update your account information through profile settings;
• Delete your account or request deletion of your data;
• Unsubscribe from non-essential emails;
• Manage which documents and merchant data you upload;
• Manage team membership and remove access for departed team members.

Depending on your location, you may have additional rights regarding your personal data, such as the right to access, correct, or delete your data. To exercise these rights, contact support@posindex.org.

13. Children's Privacy

The Service is not intended for individuals under the age of 13, and we do not knowingly collect information from children under 13. If you believe we have collected information from a child under 13, please contact us so we can delete it.

14. U.S. State Privacy Rights

If you are a resident of certain U.S. states, you may have additional privacy rights under state law. These may include the right to know what personal information is collected, the right to delete personal information, and the right to opt out of the sale or sharing of personal information. POS Index does not sell personal information. For questions about your state privacy rights, contact support@posindex.org.

15. Third-Party Links and Integrations

The Service may link to or integrate with third-party websites and services. We are not responsible for the privacy practices or content of third-party services. Your use of third-party services is governed by their own privacy policies and terms.

16. Changes to This Policy

We may revise this Privacy Policy periodically. Updated versions will include a revised "Last Updated" date. Your continued use of the Service after the updated policy becomes effective means you accept the updated policy.

17. Contact

POS Index
Email: support@posindex.org