Privacy Policy

This policy explains how [Legal entity name, e.g. “Scoutt Professional Services, LLC”] (“Scoutt,” “we,” “us”) handles information when a mall, consignment shop, or vendor co-op (“you,” a “customer”) uses Scoutt Professional Services (the “Service”) — the point-of-sale and vendor-settlement software at scouttpos.com and its associated pages.

It covers information about your business, your staff, the vendors/dealers whose booths you manage, and, where applicable, information entered about your customers at the register (for example, on a gift card or layaway).

About your business. Your mall or shop name, address, and the contact details of the staff who sign up and use the Service.

Staff accounts. Staff sign in by name and email through our authentication provider (Clerk). We don’t see or store staff passwords ourselves — Clerk handles that.

Vendor/dealer information. Name, phone number, email address, and, where you choose to collect it for tax reporting (such as a 1099), a Social Security or Employer Identification Number. Tax ID numbers are encrypted at rest — only the last four digits are ever stored or shown in plain text.

Sale and settlement records. What was sold, for how much, to which vendor’s booth, and the resulting commission and payout math. Vendor payouts are made by printed check — we do not collect or store bank account or routing numbers.

Customer information at the register. For features like gift cards or layaway, a customer’s name and contact information may be entered so you can reach them — this is entered by your staff, not collected by us directly, and is only as much as you choose to record.

Automatically collected. Standard technical information (IP address, browser type, timestamps) generated by using a web application, used only for security and troubleshooting.

To run the Service: process sales, compute settlements, print statements and 1099s, send the nightly sales emails to vendors, and provide the vendor portal.

To keep the Service secure and working — troubleshooting, fraud/abuse prevention, and support.

To communicate with you about the Service — for example, a reply to a support request, or (if you’ve asked) a walkthrough of switching from another system.

We do not sell personal information, and we do not use it for advertising.

Tax ID numbers are encrypted at rest (AES-256-GCM); connections to the Service are encrypted in transit (TLS). Your data lives in an isolated database scoped to your business — other Scoutt customers cannot see it. We run nightly encrypted backups so a technical failure never means losing a day’s records.

No system is perfectly secure, and we can’t guarantee absolute security — but we treat vendor tax information and sales records as sensitive by design, not as an afterthought.

We use a small number of service providers to run the Service, each only for the purpose of running it — never to sell or advertise:

• Clerk — staff sign-in and account security.
• Neon — the database that stores your records.
• Railway — hosts the application.
• Resend — delivers the emails the Service sends (nightly vendor emails, receipts you choose to email, support replies).

Card payment processing. We never touch card payments. If your mall accepts card payments, that runs through a processor you choose and connect directly (for example, Square) — we facilitate the connection but never see or store card numbers ourselves.

We may disclose information if required by law, or to protect the rights, safety, or property of Scoutt, our customers, or others.

We keep your records for as long as your account is active, so your sales history, settlements, and statements stay complete and available. If you close your account, we’ll retain backups for a reasonable period as required for financial recordkeeping and legal compliance, then delete or de-identify the data.

You can export a full copy of your data — every sale, settlement, and vendor record — at any time, at no charge, directly from the Service. We built it that way on purpose: your data is never held hostage.

To request a correction, ask a question about what we hold, or request deletion of information we’re not otherwise required to keep, email us at [email protected].

The Service is business software intended for use by adults operating or working at a mall, shop, or vendor booth. It is not directed at children, and we do not knowingly collect information from anyone under 18.

If we make a material change to this policy, we’ll update the date at the top of this page and, where appropriate, let account holders know directly.

Questions about this policy or your data: [email protected].