Legal

Privacy Policy

Last updated: September 3, 2026

Also see our Terms of Service or the combined Privacy and Terms page.

This Privacy Policy explains how Chartpool USA, Inc. ("Chart Pool USA," "we," "us," or "our") collects, uses, shares, and protects personal information when you visit chartpool.com, create an account, place an order, use live chat or help forms, or otherwise communicate with us. It applies to our website, related online services, and customer communications. It does not cover third-party websites that we do not control.

If you do not agree with this Policy, please do not use the site. For questions, privacy requests, or complaints, contact us using the details in Section 14.

1. Who we are

Chartpool USA, Inc. is a United States company that sells recording charts, disposable pens, inks, and related industrial marking products. We operate from Portage, Indiana and ship throughout the United States and internationally.

Chartpool USA, Inc.
5695 Old Porter Road
Portage, IN 46368
United States
Email: jake@chartpool.com
Phone: 219.763.1541

2. Information we collect

2.1 Information you provide

Account details: name, email, company, phone, password, preferred payment method, and tax-exemption information or certificates you upload.
Order and shipping details: billing and shipping addresses, order contents, special instructions, and communications about fulfillment.
Customer support: messages sent through contact forms, department email, live chat, and help tickets, including files you attach.
Marketing and account preferences you choose, such as whether to save a payment method on file.

2.2 Payment information

Card payments are processed by PayRoc using hosted fields or tokenization. We do not store full payment card numbers (PAN), CVV, or PIN on our servers. We may store a payment-processor token, the card brand, and the last four digits so you can reuse a saved card. Check payments are arranged by phone; we do not collect bank account numbers through the website for check pay.

2.3 Information collected automatically

Device and log data: IP address, browser type, general location derived from IP, pages viewed, referring URL, and timestamps.
Cookies and similar technologies used for sign-in sessions, cart contents, storefront settings, chat visitor identity, and basic security (including rate limiting).
Approximate usage of catalog search, cart, and checkout so we can operate and improve the store.

2.4 Information from others

We may receive confirmation or decline results from PayRoc, shipping quotes or tracking from carriers or EasyPost when calculated shipping is enabled, and messages you send from your email provider. If an employer or colleague creates an account for your company, they may provide your business contact details.

3. How we use information

Create and manage customer and staff accounts, including approval of new self-serve registrations.
Take, price, tax, pay for, fulfill, ship, and support orders.
Quote shipping, apply Indiana sales tax when an account is marked taxable, and issue invoices or confirmations.
Provide live chat and help during published hours and route department emails.
Detect fraud, abuse, and security incidents; enforce our Terms; and comply with law.
Send transactional email (order confirmation, account status, password or account notices). We do not sell your personal information.
Improve catalog search, product data, and site performance.

4. Legal bases (EEA/UK visitors)

If European or UK data-protection law applies, we process personal data as needed to perform a contract (orders and accounts), to pursue legitimate interests (security, service improvement, B2B communications) that are not overridden by your interests, to comply with legal obligations (tax and recordkeeping), and, where required, based on consent (optional cookies or marketing). You may withdraw consent at any time without affecting processing already carried out.

We share personal information only as needed to run the business:

Payment processor: PayRoc, for card authorization, capture, and optional card-on-file tokens.
Hosting and database: our website host (Vercel) and data platform (Supabase) under confidentiality and security obligations.
Email delivery: our configured SMTP provider, to send order and account messages.
Shipping: carriers and, when enabled, EasyPost, using the address and package details required to quote and ship.
Professional advisers and authorities: accountants, insurers, or government agencies when required by law, legal process, or to protect rights, safety, and the integrity of orders.
Business transfers: if we merge, sell, or reorganize, information may transfer to the successor, still subject to this Policy or a successor notice.

We do not sell personal information for money. We do not share personal information for cross-context behavioral advertising as those terms are used under California law.

6. Cookies and similar technologies

We use cookies and local storage that are necessary to operate the site:

Authentication cookies so you stay signed in.
Cart contents stored in your browser so items persist between visits.
A visitor cookie for live chat so guest conversations stay isolated.
Security and load-control cookies or headers.

You can block cookies in your browser. If you do, sign-in, checkout, cart persistence, and chat may not work. We do not use third-party advertising pixels to track you across unrelated sites.

7. Retention

We keep account, order, tax, and shipping records for as long as needed to fulfill the order, provide support, meet accounting and tax rules, and resolve disputes. Chat and help messages are kept while the conversation is active and for a reasonable period afterward for quality and follow-up. Saved payment tokens remain until you or we delete them. When information is no longer needed, we delete or de-identify it.

8. Security

We use HTTPS, access controls, staff-only admin tools, and industry-standard payment tokenization. No method of transmission or storage is completely secure. Please use a unique password and protect your login. Tell us promptly at jake@chartpool.com if you believe an account was misused.

9. Children

The site is intended for business purchasers and adults. We do not knowingly collect personal information from children under 16. If you believe a child provided information, contact us and we will delete it.

10. International visitors

We are established in the United States. If you access the site from another country, your information will be processed in the United States and any other locations of our service providers. Those countries may have different data-protection laws than your own. By using the site you understand that transfer. International shipments may also require sharing address data with carriers and customs.

11. Your privacy rights

Depending on where you live, you may have the right to request access, correction, deletion, a portable copy of your information, or restriction of certain processing; to appeal a denial; and to opt out of sale or sharing (we do not sell or share as described above). California residents may also request that we disclose the categories of personal information collected, sources, purposes, and categories of recipients in the prior 12 months.

To exercise a right, email jake@chartpool.com or call 219.763.1541. We will verify your request (for example by matching email or order details) and respond within the time required by law. You may use an authorized agent with proof of authorization. You will not be discriminated against for exercising privacy rights.

You may also update account details after signing in, or ask us to close an account. We may retain records we must keep for law, tax, fraud prevention, or outstanding orders.

12. Do Not Track and global privacy control

The site does not currently respond to browser Do Not Track signals. If you send a legally recognized opt-out preference signal, we treat it as a request not to sell or share personal information. Because we do not sell or share for advertising, no additional change to our practices is required.

13. Changes to this Policy

We may update this Policy to reflect operational, legal, or regulatory changes. The "Last updated" date at the top will change. Material changes may also be noted on the site or by email to account holders. Continued use after an update means you accept the revised Policy.

14. Contact us about privacy

Send privacy questions, access or deletion requests, and complaints to: