Privacy Policy

Effective 6 October 2026 · Rewardfinity is operated by Anhad Singh, a sole proprietor based in Etobicoke, Ontario, Canada. Contact: info@rewardfinity.com.

This policy explains, in plain language, what personal information Rewardfinity collects, why we use it, who helps us process it, how long we keep it, and the rights you have. It covers our website, the merchant dashboard, the Rewardfinity Staff app, the Rewardfinity Shopify app, and the member pages and cards we host for businesses.

Who we are

Rewardfinity is operated by Anhad Singh, a sole proprietor based in Etobicoke, Ontario, Canada. In this policy "we" and "us" mean Rewardfinity and its operator. Our privacy officer is Anhad Singh, who is accountable for how we handle personal information. Contact: info@rewardfinity.com.

The short version

  • We collect what we need to run loyalty and staff-incentive programs: account details for businesses and their staff, and the details customers give when they join a business's program.
  • We do not sell personal information. We do not show ads, and our website has no analytics or advertising trackers.
  • A business that runs a program on Rewardfinity decides how its members' information is used. We process that information on the business's behalf.
  • You can ask us to access, correct, export or delete your information at info@rewardfinity.com.

Our role

For merchant accounts, our website and our own business email, we decide how personal information is used. We are the organisation accountable for it under Canadian law, and the "controller" in EU and UK terms. For a merchant's member list, the merchant is the data controller and Rewardfinity is its service provider or processor: we use that information only to provide Rewardfinity to that merchant, on its instructions and as described here. Our Data Processing Addendum sets out those processor commitments in full. If you are a member of a business's program, contact that business first. We will help it answer, and you can also contact us directly.

Information we collect

From merchants: business name, account email, country and currency, shop domain, the program you configure (names, rules, rewards, branding and artwork), support messages, and security and audit records such as sign-ins, API key creation and two-factor settings. We also keep the business mailing address and contact you enter for anti-spam identification, which is printed in the marketing messages your members receive and shown where customers are asked to agree to them, so your members can see it. If you sign in with Google, Apple or Microsoft, we receive an account identifier and the email address that provider shares. The provider account identifier is stored only as a one-way hash, so we can recognise you next time; the email it shares becomes your account email if you create an account. API keys and one-time sign-in codes are stored only as hashes.

Billing for web plans: Stripe collects payment details on its own hosted checkout. Rewardfinity never receives or stores card numbers. We send Stripe your account email and an internal account reference, and we keep the Stripe customer and subscription references, plan, currency, monthly amount, billing period, invoice status and paid-through date. Shopify app plans are billed by Shopify.

Staff and devices: owner-entered labels for staff access keys and devices, which staff key recorded each counter action (earning, redemptions and check-ins), staff invitation links and the customer sign-ups and first purchases credited to them, and staff reward wins and gift-card hand-overs. When a merchant pairs Rewardfinity Staff, Rewardfinity stores a pseudonymous stable device identifier, its merchant and permission association, the owner-entered device label, app and operating-system versions, last-seen time, and bounded operational details needed for security and support. Staff scans send the member identifier encoded in the Rewardfinity QR or Apple Wallet pass; purchase-award actions also send the exact total entered in integer cents, and kiosk enrollment sends the customer's email. Award, redemption, pairing, and revocation actions are retained in the merchant's audit trail. Camera frames are interpreted on the device and are not uploaded or retained by Rewardfinity.

From staff-incentive participants: if a business invites you to a staff or partner incentive, you sign in with your email address and a one-time code. We keep your email, sign-in records, the codes and claims credited to you, and the status of any reward payout the business sends you.

From members (customers who join a program): email address or, where the business allows it, phone number; optional name and birthday (month and day only, never the year); answers to any extra questions the business adds to its join form, which can include a photo; when you agreed to join and any messaging permissions you gave or withdrew; points, stamps, visits, purchases the business records (amount and time), rewards, redemptions, referrals and gift cards issued to you; and, if you add them, your Wallet pass and browser push subscription. Join-form photos are resized to a small square image, stripped of location and other embedded metadata, and stored privately for that business.

From Shopify: signed Shopify order webhooks and refund webhooks provide the shop domain, order identifiers and times, order currency and totals, refund amounts, the customer's email and name when present, and a stable Shopify customer identifier when Shopify supplies one. Rewardfinity uses that identifier to keep the same loyalty member linked after an email change, associate customer-specific POS rewards, and fulfill verified privacy requests. It is included in the customer's data export and deleted on a verified customer or shop redaction. The required Shopify permission is read_orders. Merchants who enable POS reward redemption can separately grant optional read_customers and write_discounts permissions to issue a single-use discount for the selected Shopify customer. Rewardfinity records the signed Shopify account associated with an owner-approved POS access grant and reward action; this identifies the Shopify account, not an individual using a shared POS PIN. Rewardfinity never receives payment-card numbers.

From Square: when a business connects Square, Square sends us its payment notifications. Rewardfinity uses the payment amount, time and identifiers and the customer email on the payment to award points and to match or enrol that customer. The merchant's Square credentials are stored encrypted. For a card payment these notifications include card details, which can include the card type, the last 4 digits, the expiry date and the name on the card. We do not store your card number, expiry date or the name on the card. If the business turns on "earn automatically by card", a card payment that doesn't match a member is kept so staff can add it to the right customer: the card type, the last 4 digits and a protected code made from Square's card identifier for up to 3 hours, and the payment record (amount, time and location) for 48 hours. This applies to every such payment, whether or not the person paying has turned on card earning. If you turn it on in your rewards card, we also keep the card type, the last 4 digits and the protected code for each card linked to you, so we can recognise it and add your points without a QR scan. You can unlink a card or turn this off at any time on your rewards card, and removing your data unlinks every card.

Messaging channels: when a member explicitly opts in, the email address and/or phone number needed for that requested channel, plus consent and revocation timestamps, may be used to queue a merchant-composed Message. Messages can use an enabled Rewardfinity provider connection or a merchant-owned Resend or Twilio connection configured in the dashboard. Platform SMS and WhatsApp sending require separate activation; saved credentials alone do not enable sending. Merchant-owned connections retain encrypted provider credentials and the sender and callback configuration needed to process that merchant's messages and delivery or opt-out events. Sending checks the member's channel permission and suppression status. Disconnect stops new work while bounded callback and cleanup records may remain to reconcile earlier messages. Rewardfinity records provider acceptance separately from delivery, and provider callbacks supply delivery evidence for Resend and Twilio.

Merchant-selected email platforms: when a merchant connects Mailchimp audience sync, Rewardfinity can send the email addresses of members with explicit active email consent and no suppression to that merchant's selected audience, and check or update their subscription status. Mailchimp unsubscribe and bounce events can revoke local email permission or suppress further email. Disconnect stops synchronization and queues removal of Rewardfinity's webhook; contacts already in the merchant's Mailchimp audience remain there. A member deletion queues removal of previously exported contacts while the connection remains available. This connector does not send Mailchimp campaigns.

When a merchant connects Klaviyo loyalty-profile sync, Rewardfinity can use the email address of a member with explicit active email consent and no suppression to find or create a profile and write Rewardfinity custom properties: merchant, member, and program identifiers, current points balance, lifetime points, tier, and referral link. Existing Klaviyo flows or segments may react to profile changes and send communications under the merchant's own configuration. Rewardfinity does not grant or override Klaviyo subscription consent or send Klaviyo campaigns. Disconnect and member deletion queue clearing Rewardfinity's custom properties from affected profiles; other Klaviyo profile data and subscription settings remain. Provider cleanup that cannot be confirmed stays pending for review.

Reward payouts: when a merchant connects Tremendous to send gift-card or similar rewards, Rewardfinity sends Tremendous the recipient's email, the reward amount, currency and product, and keeps the payout status. Connecting also shares the merchant's account email with Tremendous. The merchant funds payouts directly with Tremendous; Rewardfinity never holds reward funds.

From Apple Wallet: when a member adds and registers a pass, Rewardfinity stores the Apple device library identifier, APNs push token, registration timestamps, and bounded update-delivery state. These records are used only to install, register, and update that member's pass. A verified customer or shop redaction removes the affected pass registrations and pending deliveries. If the same Apple device still has another Rewardfinity pass, its shared device record remains only while that other registration needs it; Rewardfinity deletes the device record automatically after its final registration is removed.

From a network request: Cloudflare passes Rewardfinity the request IP address and an IP-derived country code. Rewardfinity uses the IP address in operational rate-limit records for security and abuse prevention; the country code is used transiently to select regional pricing and is not added to customer profiles. The Shopify server reads the User-Agent header transiently to distinguish automated clients while rendering; Rewardfinity's application code does not persist that header in its database. Shopify's full paid-order webhook can also contain a buyer IP address, browser and operating system details, and address geolocation. Rewardfinity's loyalty validation keeps only the order and customer fields described above and drops those unused fields instead of storing or using them for loyalty processing.

Business outreach: if we emailed your business about Rewardfinity and you unsubscribed, we keep a one-way fingerprint of the address, not the address itself, so we never email it again.

What we do not collect: Rewardfinity Staff does not collect payment-card information, contacts, photos, microphone recordings, advertising identifiers, or data for third-party advertising or cross-app tracking. It does not request device location permission or collect GPS coordinates. Our website uses no advertising pixels and no analytics or cross-site tracking. Advertising measurement and AI-assisted message drafting are not in use; we will update this policy before turning either on.

How we use it

We use personal information only to: create accounts and sign people in; run loyalty and incentive programs (record activity, calculate balances, show member cards and passes, issue and fulfil rewards); send the sign-in and account emails the service needs and the messages a member asked for; connect the stores and tools a merchant chooses; bill merchants for paid web plans; prevent fraud and abuse and keep the service secure; answer support requests; and meet legal obligations such as tax and accounting records. We do not sell personal data, use it for cross-merchant advertising, or share member lists between merchants.

Legal bases in the EU and UK: where the GDPR or UK GDPR applies, we rely on our contract with the merchant (accounts, programs and billing); legitimate interests (security, fraud prevention, reliable service and support, and contacting businesses about Rewardfinity), weighed against your rights; consent (marketing messages and push notifications, which you can withdraw at any time); and legal obligations (accounting and tax records). For a merchant's member list, the merchant decides the legal basis.

Service providers we use

These providers process personal information for us. Providers described as "for merchants who connect" receive data only after a merchant turns that connection on. Each processes data under its own terms and privacy policy.

A member's browser notifications also pass through the push service run by their browser's maker. We will update this list before a new provider receives personal information.

Storage and international transfers

We are based in Canada. Application data is stored and processed on Cloudflare Workers and D1, and our providers can store and process information in Canada, the United States, the European Union and other countries, so your information may be handled outside your own country under different laws. When personal information from the EU, the UK or another region with transfer rules leaves that region, we rely on recognised safeguards: adequacy decisions (Canada has one for commercial organisations) and the standard contractual clauses or equivalent commitments our providers offer. Contact us if you need details of a safeguard, or before use if your organization requires a specific data-residency arrangement.

Retention periods

Merchant account, program and member information is kept while the merchant's account exists, including after a trial ends or a plan is cancelled, so the business can export it, come back, or ask us to delete it. A merchant can remove a member's contact details at any time from the dashboard; the anonymous loyalty ledger stays. When a merchant asks us to close its account, we delete or de-identify its account and member information within 30 days of verifying the request: members' contact details, the business name, account email and mailing address, staff and device labels, exports, and sign-in and API access. We keep only billing records we must keep for tax and accounting law, security audit records, anonymous ledger entries, and the program settings and card artwork of the closed, unnamed workspace. Stripe keeps its own payment records under its legal obligations.

Owner sessions expire after 7 days; member and staff sessions after 30 days; one-time sign-in links after 5–15 minutes. Sign-in and sign-up requests, including the email address entered and, for an account started with Google, Apple or Microsoft, that provider’s account identifier, are deleted about a day after the request expires, whether or not an account was created. A replaced join-form photo is deleted about a day after it is replaced, and an upload that is never attached expires after a day. Operational rate-limit records are kept only for security and abuse prevention and are not used for marketing or joined to customer profiles. Shopify access tokens are made unusable on uninstall and erased on Shopify's shop-redaction request. Verified privacy requests are processed promptly and no later than 30 days. Deleted information can remain temporarily in Cloudflare's encrypted, limited disaster-recovery history before aging out automatically. Anonymous ledger entries and aggregate records can be retained for fraud prevention, reconciliation, and legal recordkeeping because they no longer identify the member.

Your choices and rights

You can ask us at info@rewardfinity.com to access the personal information we hold about you, correct it, give you a copy in a portable format, or delete it, and you can withdraw consent you gave. Members can also stop a business's messages with the unsubscribe link in an email or by replying STOP to a text message, and can turn off notifications in their browser at any time. Self-enrollment records a consent timestamp. We may need to verify the requester and the relevant merchant before disclosing or changing data, and we answer within 30 days. A request about a merchant's member list may be passed to that merchant, which decides how its program data is handled; we will still help.

Shopify stores: Shopify privacy requests are handled through the mandatory customers/data_request, customers/redact, and shop/redact webhooks. A customer data export includes the stable Shopify customer identifier, all associated historical loyalty profiles, and safe Apple Wallet pass status and registration counts, but never pass authentication keys, device identifiers, or push tokens. A customer redaction removes direct identifiers and push subscriptions across those associated profiles, retires their Apple Wallet passes, and removes their device registrations and pending Apple deliveries while preserving an anonymous append-only loyalty ledger needed for reconciliation. A shop redaction removes Shopify access tokens, sessions, webhook delivery data, and identifying shop/customer data.

Canada: under PIPEDA and applicable provincial privacy laws you can access and correct your personal information and challenge how we comply. If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada.

EU and UK: if the GDPR or UK GDPR applies to you, you also have the right to restrict or object to our processing, including processing based on legitimate interests, and to data portability. You can complain to your local data protection authority or, in the UK, to the Information Commissioner’s Office.

Australia: if you are not satisfied with our answer, you can complain to the Office of the Australian Information Commissioner.

United States: we do not sell personal information or share it for cross-context behavioral advertising. Residents of states with consumer privacy laws can use the rights above, and we will not treat anyone differently for using them.

Children

Rewardfinity is a tool for businesses and is not directed to children. We do not knowingly collect personal information from children under 13, or under 16 in the EU and UK, and businesses must not enrol them in a program without the consent the law requires from a parent or guardian. Birthdays are collected without the year, so we cannot tell a member's age. If you believe a child has given us personal information, email info@rewardfinity.com and we will delete it.

Cookies

We use only essential cookies: sign-in session and form-security cookies for merchants, staff, members and incentive participants; short-lived cookies that carry a sign-in or billing step from one page to the next; and one preference cookie, tn-country, that remembers a country you choose in our country menu or on our pricing pages, for up to a year. Visiting a country page does not set it. A light or dark mode choice is stored in your browser. We use no analytics, advertising or third-party tracking cookies, which is why the site shows no cookie banner.

Security

See Security at Rewardfinity for current safeguards and incident reporting.

Changes to this policy

We will post changes on this page with a new effective date. If a change materially affects how we use personal information, we will email merchant account owners before it takes effect.

Contact and privacy officer

Privacy questions and requests go to our privacy officer, Anhad Singh, at info@rewardfinity.com. Rewardfinity is operated by Anhad Singh, a sole proprietor based in Etobicoke, Ontario, Canada.

Trademark notice

Apple, Apple Wallet, iPhone, and Mac are trademarks of Apple Inc., registered in the U.S. and other countries.