Privacy Policy

Who We Are

The Retailer HQ ("we," "us," "our") provides human-operated back-office management services to retail and convenience store operators, primarily in the United States. This policy covers both visitors to theretailerhq.com and clients who use our services. It should be read together with our Terms of Service and Refund Policy.

Information We Collect

Information you give us directly

• Contact and inquiry details — when you submit our contact form, book a consultation, email, call, or message us on WhatsApp, we receive the details you provide: typically your name, email address, phone number, business name, number of stores, and the software platforms you use.
• Account and onboarding details — when you become a client, we collect the information needed to deliver the services: store locations, vendor lists, system access credentials, and your service preferences.

Information collected automatically

• Our hosting provider keeps standard server logs (IP address, browser type, pages requested) for security and reliability. We do not use these logs to profile visitors.

Payment information

• Subscription payments are processed by third-party payment processors. Your card number goes directly to the processor — we never receive or store your full card details. We receive only confirmation of payment, the amount, and limited billing details needed for our records.

How We Use Information

We use the information we collect to:

• Respond to inquiries and schedule consultations and audits.
• Deliver, operate, and improve the back-office services you purchased.
• Send service communications — onboarding steps, weekly accountability reports, billing notices, and policy updates.
• Process payments and maintain accurate business records.
• Protect the security of our services and comply with legal obligations.

We do not use your information for third-party advertising, and we do not send marketing on behalf of anyone else.

Who We Share It With

We share information only with the service providers we need to operate, and only what they need to do their job:

• Payment processors — to process subscription payments securely.
• Form and communication providers — our website contact form is delivered via a form-processing service (Web3Forms), which transmits your submission to our inbox.
• Hosting providers — our website and email run on third-party hosting infrastructure.

Beyond that, we disclose information only if required by law, to protect our legal rights, or with your direction or consent. We never sell your personal information, and we never share one client's business data with another client or any outside party.

Client Business Data

Delivering our services means our operators work inside your systems — your POS back-office, price book, invoices, surveillance, lottery, and related platforms. Everything we see there (sales, margins, vendor pricing, employee schedules, footage) is your data, processed on your behalf and at your direction.

• We access it solely to perform the contracted work described in your plan.
• Access is compartmentalized: operators see only the systems for the stores they manage.
• We treat it as confidential under our Terms of Service, and we do not copy it out of your systems beyond what is needed for the reports and records we deliver to you.
• When your subscription ends, we deactivate our access and, on request, confirm removal of our operator accounts.

Cookies & Tracking

Our website is intentionally light on tracking. We do not run advertising trackers or sell data to ad networks. The site loads fonts from Google Fonts and may set only the minimal technical cookies required for it to function. If we add analytics in the future, we will update this policy first.

How We Protect Data

• Encrypted connections (HTTPS/TLS) for our website and for access to client systems.
• Strict credential-handling protocols — credentials are stored securely and shared only with the operators assigned to your account.
• Compartmentalized, least-privilege access for our team.
• No storage of full payment card details on our systems.

No method of transmission or storage is 100% secure, but if we become aware of a breach affecting your information, we will notify you promptly and take appropriate remedial action.

Data Retention

We keep personal information only as long as needed for the purposes above: inquiry details for as long as the conversation is active (and a reasonable period after), client records for the duration of the subscription plus the period required for tax, accounting, and legal purposes. When information is no longer needed, we delete or anonymize it.

Your Rights & Choices

You can contact us at any time to:

• Access the personal information we hold about you.
• Correct inaccurate or outdated information.
• Delete your information, subject to records we are legally required to keep.
• Opt out of non-essential communications.

To exercise any of these rights, email contact@theretailerhq.com. We respond to verified requests within 30 days. Depending on your state of residence, you may have additional rights under applicable US state privacy laws; we honor those requests in accordance with the law that applies to you.

Children's Privacy

Our website and services are intended for business use by adults. They are not directed to anyone under 18, and we do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

Changes to This Policy

We may update this Privacy Policy from time to time. We will update the "Last updated" date at the top of this page, and for material changes we will notify active clients by email. Continued use of the website or services after changes take effect constitutes acceptance of the updated policy.

Contact Us

Privacy questions or requests:

• Email: contact@theretailerhq.com
• Phone: +1 (346) 698-4935
• WhatsApp: wa.me/13466984935