Privacy Policy

Information We Collect

Depending on how you use ClubMerch, we may collect:

• Contact and organization information, such as your name, email address, telephone number, organization, club, program, role, and account details.
• Order and store information, including product selections, variants, sizes, quantities, personalization, pricing, fundraising details, deadlines, approvals, and order status.
• Billing, shipping, and transaction information, including addresses, payment status, taxes, refunds, disputes, shipment methods, tracking, and fulfillment records.
• Artwork, logos, mockups, reference files, production files, notes, and other content you upload or send to us.
• Tax-exemption information and supporting certificates when an organization requests tax-exempt treatment.
• Communications with us, including inquiries, support messages, approvals, rejections, and other customer-service records.
• Technical and security information, such as IP address, browser and device details, timestamps, request logs, session information, and fraud, audit, or error records.

How We Use Information

• Respond to inquiries, prepare quotes, and provide customer support.
• Set up and administer customer, organization, club, and store accounts.
• Configure products, review artwork, produce merchandise, and fulfill orders.
• Process payments, taxes, refunds, disputes, shipping, tracking, and fundraising.
• Send transactional messages about requests, orders, approvals, and accounts.
• Protect customers and ClubMerch from fraud, abuse, security threats, and errors.
• Maintain business, accounting, audit, and legal records.
• Improve site reliability, workflows, and customer experience.

Orders and Transactions

We retain records needed to manage quotes, Direct Orders, Bulk Orders, Group Stores, Fundraising Stores, marketplace purchases, production, approvals, fundraising attribution, payments, refunds, disputes, shipping, and customer support. Order records may remain associated with the customer, organization, club, or store involved so we can provide accurate service and maintain financial and operational history.

Uploaded Artwork and Files

Files you upload may be stored and shared with authorized ClubMerch staff and service providers involved in design, production, storage, or fulfillment. Please upload only files you are authorized to use and avoid including sensitive personal information unless it is necessary for the requested service. We may preserve final production files and approval records to support reorders, resolve disputes, and document what was authorized.

Payments

ClubMerch uses Stripe to process supported online payments and related payment, tax, fraud-prevention, refund, and dispute activity. Payment credentials entered in Stripe-hosted checkout are processed by Stripe. ClubMerch receives transaction identifiers, amounts, status, and related records needed to complete and support the transaction, but does not store complete card numbers or card security codes.

Shipping and Fulfillment

We use shipping addresses, contact details, package information, and order details to calculate shipping, purchase labels, fulfill orders, and provide tracking. ClubMerch uses Shippo and applicable carriers for shipping and tracking services. Information is shared only as needed to perform those services.

Communications

We use contact information to answer inquiries and send service-related email, account, quote, order, artwork, payment, shipping, and support communications. Resend supports transactional email delivery. You may opt out of promotional email if offered, but we may still send messages necessary to complete a transaction, protect an account, or provide requested service.

ClubMerch SMS Messaging Policy

By providing your mobile number and consenting to receive text messages from ClubMerch, you agree to receive customer service and support-related SMS messages from ClubMerch.

Message frequency may vary. Message and data rates may apply.

Reply STOP at any time to opt out of future text messages. Reply HELP for assistance.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

Cookies, Analytics, and Technical Data

ClubMerch does not currently use a separate advertising-cookie or behavioral advertising system. The site and its service providers may use essential cookies, browser storage, session identifiers, and similar technologies to keep accounts and carts working, remember choices, prevent abuse, and operate the service. Hosting and security systems may also create technical logs for reliability, diagnostics, and protection. If ClubMerch later introduces materially different analytics or advertising technologies, this policy and any required notices will be updated.

Service Providers

We use service providers to operate ClubMerch. Current provider categories include hosting and deployment through Vercel; database, authentication, and file storage through Supabase; payment processing through Stripe; shipping and tracking through Shippo and carriers; transactional email through Resend; and limited operational notification, monitoring, and production-support tools. Providers receive only the information reasonably needed to perform their services and are subject to their own privacy and security obligations.

Data Sharing

We may share information:

• With service providers that help us operate, process, produce, and fulfill.
• With authorized representatives of the customer or organization connected to an order, store, approval, or fundraising program.
• When required by law or reasonably necessary to protect customers, ClubMerch, or others from fraud, security threats, or harm.
• In connection with a merger, acquisition, financing, or sale of business assets, subject to appropriate handling of the information.

ClubMerch does not sell personal information. We do not share mobile opt-in information or consent for third-party marketing or promotional purposes.

Data Retention

We retain information for as long as reasonably needed to provide services, support reorders and customer service, maintain accurate transaction and approval history, comply with tax, accounting, legal, and security obligations, and resolve disputes. Retention periods vary by record type. We may keep limited records after an account or request is closed when required for those purposes.

Security

We use administrative, technical, and organizational safeguards designed to protect information, including access controls, authentication, encrypted connections, audit records, and restricted staff access. No system can guarantee absolute security. If you believe your account or information has been compromised, contact us promptly.

Customer Choices and Rights

You may ask to access, correct, or delete personal information associated with you, or object to certain uses, by emailing us. We may need to verify your identity and may retain information when required for transactions, legal obligations, security, fraud prevention, or legitimate business records. Account holders may also update certain information through available account tools. Email and SMS choices are described in the applicable message or section above.

Children's Privacy

ClubMerch services are intended for adults and authorized organization representatives, not children under 13. We do not knowingly collect personal information directly from children under 13. Parents or guardians who believe a child provided information should contact us so we can review and address the request.

U.S. Operations

ClubMerch operates in the United States. Information may be processed and stored in the United States and other locations where our service providers operate, subject to applicable law and provider safeguards.

Policy Updates

We may update this Privacy Policy as our services or legal obligations change. The effective date at the top of this page identifies the current version. Material changes will be communicated through the website or another appropriate method.

Contact Information

Questions or privacy requests may be sent to print@clubmerch.org. You may also visit clubmerch.org.