Privacy Notice

Effective date: 2026-09-25

Cactus Wash Systems LLC, doing business as Tip Box ("Tip Box," "we," "us," or "our"), operates the Tip Box service — tipping and donation devices, the hosted platform, and the merchant dashboard — and related websites. This Privacy Notice explains how we collect, use, and protect personal information in connection with the Tip Box service. It is incorporated by reference into the Tip Box Merchant Terms of Service.

1. Information We Collect

We may collect the following types of information:

  • Merchant account information: name, email address, phone number, and business details when you request a quote, create an account, or use the merchant dashboard.
  • Transaction records: tip and donation amounts, timestamps, device identifiers, and related transaction metadata generated when your customers use a Tip Box device.
  • Usage data: pages visited, features used, session duration, and device/browser information.
  • Website form submissions: your name, organization, email address, phone number, what the box is for, how you heard about us, and your message when you use the contact form on www.tipboxhq.com; or your name, email address, phone number, area, and message when you ask about selling Tip Box. We keep these in our customer relationship management (CRM) system, HubSpot, to answer your request.
  • Payment information: payment card and bank-account details are collected and processed by the payment processor — for your subscription billing, by our billing processor, and for tips and donations at your devices, by the payment processor and sponsoring bank under your own merchant processing agreement. We do not store full card numbers on our servers.
  • Communications: emails, support requests, and other messages you send to us.

2. How We Use Your Information

  • Provide and improve the Tip Box service
  • Process subscription billing and manage your account
  • Report gross gratuity and donation amounts to you through the dashboard
  • Communicate with you about your account, updates, and support
  • Respond to contact requests and sales-agent inquiries from our website
  • Measure whether our own online ads lead to contact requests
  • Analyze usage patterns to improve performance and user experience
  • Comply with legal obligations and card network rules

3. Your Customers' Information

Amounts your customers tip or donate at a Tip Box device are processed by the payment processor under your merchant processing agreement; cardholder data is handled by the processor and its sponsoring bank, not stored by Tip Box. We retain the resulting transaction records (amounts, timestamps, device identifiers) to provide your reporting. You are responsible for any disclosures you owe your customers and employees in connection with the tips and donations you collect.

4. Data Sharing

We do not sell your personal data. We may share information with:

  • Service providers: payment processors, payment gateway providers, and sponsoring banks involved in processing transactions; hosting providers; error-reporting and diagnostics services; email and SMS delivery providers; analytics services that help us operate the service; customer relationship management and website analytics providers (HubSpot, Google Analytics); and our advertising platform (Google Ads).
  • Advertising measurement: we do not use your personal information to target third-party advertising. To measure our own ads, we may share a one-way hashed (scrambled) copy of the email address or phone number from a website form with Google Ads, so Google can report whether an ad click led to that request.
  • Legal requirements: when required by law, subpoena, or to protect our rights and safety.
  • Business transfers: in connection with a merger, acquisition, or sale of assets.

5. Data Security

We implement industry-standard security measures including encryption in transit (TLS), secure authentication, and role-based access controls. However, no system is completely secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your data for as long as your account is active or as needed to provide the service, and as required by law, card network rules, or our records retention practices. On request after termination, we will provide an export of your transaction history in a commercially reasonable format for ninety (90) days, as described in the Merchant Terms of Service.

7. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, delete, or port your personal data. To exercise these rights, contact us at support@cactuswashsystems.com.

8. Cookies

Our platform uses essential cookies for authentication and session management. Our website, www.tipboxhq.com, uses cookies from Google Analytics and HubSpot to count visits, see which pages are read, and learn how visitors found us, including which of our ads they clicked; if you send us a form, HubSpot connects it to the pages you viewed. You can control cookie settings through your browser, and the website still works without these cookies.

9. Changes to This Notice

We may update this Privacy Notice from time to time. We will notify you of material changes by posting the updated notice on our website with a revised effective date.

10. Contact Us

If you have questions about this Privacy Notice, contact us at:

  • Email: support@cactuswashsystems.com
  • Mail: Cactus Wash Systems LLC