Privacy Policy

1. Who we are and what this policy covers

MERCHED Golf LLC (MERCHED, we, us, or our) provides merchandise planning and decision-support services for golf shops and golf retail operations. This policy describes personal information handled through merchedgolf.com, our platform, consultation scheduling, business communications, and related services.

Personal information is information that identifies or can reasonably be linked to an individual. Client Data includes the sales, inventory, purchasing, vendor, merchandise, budget, club, and other business information a client provides or connects to MERCHED. Some Client Data may contain personal information; other Client Data is confidential business information.

When we process personal information within Client Data on a club’s behalf, we do so to provide the service under that club’s agreement and applicable instructions. The club is responsible for its collection of that information and its authority to share it. We handle our own account administration, billing, inquiries, security, and website operations as described here. This policy does not reduce confidentiality protections in a signed client agreement or rights provided by applicable law.

2. Information we collect

We receive information directly from you, from your club or its authorized users, from service providers involved in a transaction or interaction, and automatically when our services are used.

• Account and contact information: name, email address, club or company, role, account identifiers, login/session information, and contact details you supply.
• Planning and uploaded information: sales and purchase history, inventory, vendor orders, product/style/color/size details, budgets, brand preferences, club context, planning notes, files, images, and generated plans. Uploaded files can contain employee, vendor representative, customer, or member information if the sender includes it.
• Communications and scheduling: inquiries, support messages, consultation details, meeting time and time zone, and information you choose to share during our work together. Careers inquiries may include a résumé or other application materials you send.
• Billing and agreement information: subscriptions, invoices, payment status, transaction references, billing contacts, and contractual records. Payment processors collect payment credentials through their own payment flows; do not send card numbers or bank credentials in planning uploads or support messages.
• Technical and usage information: IP address and connection information, browser/device characteristics, requested pages or actions, timestamps, session identifiers, and error or performance data. See the Cookie Notice for cookies and browser storage.

3. Why we use information

We use information to create and administer accounts; verify access; onboard clubs; process, organize, validate, and analyze inputs; prepare recommendations, plans, reports, and exports; support human review; schedule consultations; provide support; administer subscriptions, invoices, notices, and any applicable referral credits; and respond to inquiries.

We also use information as reasonably necessary to maintain, secure, troubleshoot, and improve the service; investigate misuse; enforce agreements; comply with legal obligations; and address disputes. Data validation does not independently verify the accuracy or completeness of a client’s records.

Clients retain ownership of Client Data. Our right to use it is limited to the purposes authorized by the client agreement. We may create aggregated or de-identified information to improve the platform, evaluate performance, develop analytical methods, and understand general merchandising trends, provided it does not reasonably identify the client or disclose its confidential business information. We do not publicly identify a client or disclose client-specific performance information without authorization.

4. AI-assisted processing and recommendations

MERCHED uses business rules, analytical methods, and AI-assisted features to support planning and document processing. Relevant portions of Client Data, such as planning context, historical summaries, or uploaded order images, may be transmitted to authorized technology providers when needed for a feature. Current integrations include OpenAI models and Vercel’s AI gateway for routing model requests.

MERCHED does not authorize OpenAI to use Client Data submitted through MERCHED’s API integration to train OpenAI’s general-purpose models. This commitment does not mean that all providers retain no data: processing, security monitoring, and retention depend on the service, applicable provider terms, and configuration. Contact us with questions about a specific feature before submitting sensitive information.

AI outputs may be inaccurate, incomplete, inconsistent, or unexpected. MERCHED does not place merchandise orders, enter vendor commitments, or make purchasing decisions on a client’s behalf. Clients retain final authority to review, change, reject, or act on recommendations.

5. Access and disclosure

Identifiable Client Data is available to authorized workspace users and to MERCHED personnel, contractors, and authorized service providers who reasonably need it to perform services on our behalf. We do not sell Client Data or give one client access to another client’s identifiable or confidential business information.

We disclose information to providers as necessary to operate the service. Depending on the feature and configuration, these include Vercel for hosting and AI request routing; Supabase for database, file storage, and authentication services; OpenAI for AI processing; Resend for email; Stripe for payments; Google Calendar/Meet for consultation scheduling; and Sentry for error and performance monitoring. External brand-image services may receive a visitor’s IP address and browser request when a remote logo is loaded.

Client-authorized users can download and share outputs with employees, management, vendors, representatives, and consultants for the client’s business purposes. You control disclosures made through your own exports and sharing.

We may also disclose information with authorization, as reasonably necessary to protect service security or integrity, or as required by law or legal process. If a permitted business transfer occurs, any transfer of Client Data remains subject to applicable law and existing confidentiality obligations; this is not permission to disclose identifiable Client Data to unrelated parties for their own uses.

Providers may change as the platform evolves. Using a provider does not transfer ownership of Client Data. Third-party sites and services that you visit or use separately have their own privacy terms.

6. Retention and deletion

We retain information for the time reasonably needed for the purposes described in this policy, taking account of the service relationship, the type and sensitivity of information, accounting and legal requirements, security needs, backups, and disputes. There is not one retention period for all records.

Following termination, Client Data may be retained for a limited period as reasonably necessary for account administration, backups, security, legal compliance, or dispute resolution, and may then be deleted or de-identified in accordance with applicable retention practices and law. Expiration of access does not necessarily cause immediate deletion from every system or backup.

Clients should export data and outputs they wish to keep before access ends. Contact us for retention details or a deletion request. A deletion request is separate from a subscription non-renewal notice; see the Subscription & Cancellation Policy.

7. Security and information you should not upload

We maintain reasonable administrative, technical, and organizational safeguards designed to protect Client Data against unauthorized access, disclosure, alteration, loss, and misuse. No electronic system or transmission can be guaranteed completely secure.

Protect your credentials and promptly report suspected unauthorized access. Upload only information you have authority to provide and that is relevant to merchandising. Avoid unnecessary customer or member identifiers, passwords, payment credentials, government identification numbers, health records, or other highly sensitive personal information.

8. Requests and choices

You can update supported account and club details in your workspace or email contact@merchedgolf.com with a privacy question or request. Depending on applicable law and your circumstances, you may have rights to access, obtain a copy of, correct, delete, restrict, or object to certain processing, withdraw consent where consent is relied on, or appeal a decision on a request. We will handle requests in accordance with applicable law, including any required response periods and exceptions.

Include your name, associated email, club, and the request you want us to address. Do not send passwords or sensitive identity documents with an initial request. We may need proportionate verification of your identity or authority, including for an authorized agent. If the information was supplied by a club, contact that club first; we may refer or coordinate the request with it when acting on its behalf.

To ask us to reconsider a privacy-request decision, reply to the decision or email contact@merchedgolf.com with the subject “Privacy appeal.” Where applicable, you may also complain to a relevant privacy regulator or attorney general. We will not retaliate against you for exercising applicable privacy rights.

You may ask to stop promotional communications or use an unsubscribe mechanism if provided. We may still send necessary account, service, billing, and legal communications. Browser controls can clear or restrict cookies and local storage, although essential features may stop working.

9. Processing locations and business audience

MERCHED operates from the United States. Information may be processed where MERCHED and its authorized providers operate, including outside your state or country. Applicable privacy protections may differ by location. Where legally required, appropriate transfer safeguards must apply; contact us about your account’s processing arrangements.

The service is intended for business users, not children under 13. We do not knowingly seek personal information from children under 13. If you believe a child has provided such information, contact us so we can investigate and address it.

10. Updates and contact

We may update this policy as services, practices, or legal requirements change. The published version will identify its effective or updated date, and we will provide additional notice where required. A policy update does not override the notice or amendment protections in a signed client agreement.

For privacy questions, contact MERCHED Golf LLC at contact@merchedgolf.com.