Pocket Theory HQ, LLC ("Pocket Theory HQ," "we," "our," or "us") operates the Pocket Theory HQ software platform — a point-of-sale and operations management system for cue sport businesses, distributed through the Clover App Market. This Privacy Policy describes how we collect, use, share, and protect information in connection with our services.
By installing or using Pocket Theory HQ, the operator ("you") agree to the practices described in this policy.
When you onboard via Clover, we receive your merchant identifier, business name, and the employee records your Clover account exposes. We use this to configure your workspace and sync staff access roles.
If you use the Memberships or Check-In features, you may enter or collect:
The Check-In feature optionally reads the PDF417 barcode on the back of a government-issued ID (driver's license or state ID) using a connected barcode scanner. The data extracted from a scan includes:
ID scan data is used only to perform age verification and member matching at the time of check-in. Raw scan payloads are not permanently stored. Derived fields (name, DOB, document hash) may be retained in audit logs for compliance and dispute resolution purposes.
We record table session data — start/stop times, duration, rate plan applied, and the resulting charge — to power your revenue reports and to post charges to Clover orders. This data is associated with your merchant account, not with end customers unless a member is linked to the session.
We collect operational logs, error events, and diagnostic telemetry to monitor service health and investigate failures. These logs contain system identifiers, timestamps, and error codes — not personally identifiable customer information.
Pocket Theory HQ sends SMS text messages via Twilio on the operator's behalf to customers who provide explicit written consent. There are two distinct opt-in programs, each collected via its own checkbox — consent is not a condition of any purchase.
When a customer joins a participating venue's table waitlist and provides their mobile number with SMS consent, we send notifications to alert them when their table is ready or when they are next up. Consent is collected at the time of waitlist entry via a dedicated opt-in checkbox. Message frequency: no more than 2 messages per visit.
When a venue creates a customer's membership on the Clover point-of-sale device, the customer may separately opt in via SMS and email checkboxes to receive membership-related messages. These may include:
Message frequency: no more than 3 messages per month per member.
Consent to receive SMS messages is not a condition of any purchase. Msg & data rates may apply. Reply STOP to any message to unsubscribe immediately. Reply HELP for assistance. Carriers are not liable for delayed or undelivered messages. Phone numbers are never sold or shared with third parties for their own marketing purposes.
Customers who reply STOP are opted out immediately and will not receive further SMS messages from that operator's account. Operators can also remove a member's phone number or disable SMS from the membership management console.
We do not sell personal information. We share data only in these circumstances:
We use the following third-party processors to deliver the service:
Each provider is bound by data processing agreements and may not use your data for their own purposes.
We may disclose information if required by law, court order, or government authority, or if we believe disclosure is necessary to protect the rights, property, or safety of Pocket Theory HQ, LLC or others.
If Pocket Theory HQ, LLC is acquired or merges with another entity, your information may be transferred as part of that transaction. We will notify you before your information is subject to a materially different privacy policy.
We retain your data for as long as your subscription is active plus a 90-day grace period following cancellation. After that period, merchant data is queued for deletion. Audit logs may be retained for up to 3 years to satisfy financial record-keeping obligations. You may request earlier deletion by contacting us at privacy@pockettheoryhq.com.
We protect your data using industry-standard safeguards: TLS 1.2+ in transit, AES-256 encryption at rest, token encryption for Clover OAuth credentials, role-based access controls, and audit logging on all state-changing operations. For a detailed description of our security practices, see our Security page.
If you are a California resident, you have the right to know what personal information we collect, request deletion of your personal information, and opt out of sale (we do not sell personal information). To exercise these rights, contact us at privacy@pockettheoryhq.com.
You may request a copy of the data we hold about your merchant account, correct inaccurate information, or request account deletion at any time. Requests are processed within 30 days.
Pocket Theory HQ is a business software platform not directed to individuals under 18. We do not knowingly collect personal information from minors. The ID scanning feature is designed specifically to identify and prevent service to minors under applicable age thresholds, not to collect their data.
We may update this Privacy Policy from time to time. When we do, we will revise the effective date above and, for material changes, notify you via the Pocket Theory HQ application or by email. Continued use of the platform after the updated policy takes effect constitutes acceptance of the revised terms.
For privacy inquiries, data requests, or to report a concern: