Chart PoolUSA

Legal

Privacy and Terms

Last updated: September 3, 2026

This page collects our Privacy Policy and Terms of Service in one place. You can also open them separately: Privacy Policy and Terms of Service.

Privacy Policy

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.

5. How we share information

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:

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

Related documents: Terms of Service, Shipping Policy, and Returns & Refunds.

Terms of Service

These Terms of Service ("Terms") govern access to and use of chartpool.com and purchases from Chartpool USA, Inc. By browsing, creating an account, or placing an order, you agree to these Terms, our Privacy Policy, Shipping Policy, and Returns & Refunds policy. If you are buying for a company, you represent that you have authority to bind that company.

1. Eligibility and accounts

You must be at least 18 years old and able to form a contract. Self-serve registrations require a stated payment method and stay pending until we approve the account. Pending users may sign in but cannot complete checkout or use account tools until approved. We may refuse, suspend, or close an account if information is inaccurate, credit or fraud risk is unacceptable, or these Terms are violated.

You are responsible for keeping login credentials confidential and for activity under the account. Notify us immediately at jake@chartpool.com or 219.763.1541 if you suspect unauthorized use.

2. Catalog, descriptions, and availability

Product names, SKUs, OEM compatibility, cross references, images, and specifications are provided to help you identify industrial recording charts, pens, and related goods. We strive for accuracy but do not warrant that descriptions, images, or cross references are complete or error-free. Always confirm fit for your instrument before relying on a listing.

Listing a product does not guarantee immediate warehouse quantity. You may add items to the cart and place an order even when on-hand quantity is zero. We may fulfill from later production or incoming stock, split shipments, substitute an equivalent product with your consent, or contact you to adjust or cancel a line. We may limit quantities or refuse an order.

3. Pricing, taxes, and quotes

Prices are in United States Dollars (USD). Guest checkout uses List pricing. Approved accounts may receive List −15%, Dealer A, Dealer B, or other contract pricing we assign. Displayed prices exclude shipping and applicable tax unless stated. Indiana sales tax may apply to taxable Indiana accounts that are not tax-exempt. You are responsible for providing accurate exemption certificates.

We may correct obvious pricing or typographical errors even after an order is submitted. Quotes, made-to-order charts, and custom work may have additional plate fees, minimums, and lead times stated at the time of quote.

4. Orders and acceptance

An order submitted on the site is an offer to buy. We accept when we send an order confirmation or begin fulfillment. We may reject orders that fail payment, appear fraudulent, cannot be shipped to the address given, or conflict with export or other law.

Order desk hours are Monday through Friday, 8:00 am to 4:00 pm Central Time. The website may accept orders at any time. Same-business-day handling, when offered, depends on cutoff, carrier pickup, and operations — it is not a guarantee on every SKU or every day.

5. Payment

We accept cards processed by PayRoc (including Visa, Mastercard, and American Express where enabled) and, for approved check-pay accounts, payment by check arranged by phone. Card charges occur at checkout unless a processor decline or review occurs. Check-pay orders remain pending until we receive payment. Call 219.763.1541 to complete check payment. Credit terms (including 1%-10, net 30 where offered) require an approved credit application and may be changed or withdrawn.

You represent that you are authorized to use the selected payment method. Chargebacks made in bad faith, or use of stolen cards, may result in account closure and collection of amounts owed plus costs allowed by law.

6. Shipping, title, and risk of loss

Orders ship from Portage, Indiana, USA unless we tell you otherwise. Shipping charges are calculated at checkout using published flat rates or carrier quotes. Delivery dates are estimates. Title and risk of loss pass when we deliver the goods to the carrier, except where mandatory law provides otherwise.

International customers are the importer of record and are responsible for duties, VAT, brokerage, and customs delays. Those amounts are not collected on our checkout unless we expressly state otherwise. See our Shipping Policy and Delivery pages.

7. Returns, refunds, and warranty

Returns are handled manually. There is no self-serve return portal. Contact jake@chartpool.com or 219.763.1541 with your order number. We may inspect goods, offer replacement, credit, or refund, or decline returns of used, customized, made-to-order, or non-defective opened product as described in our Returns & Refunds policy.

Unless a separate written warranty applies, products are sold "as is" to the maximum extent permitted by law, provided we will work with you in good faith if an item is dead-on-arrival or materially fails to match the SKU ordered. We do not warrant that OEM brand names used for compatibility mean we are affiliated with that OEM.

8. Acceptable use

You agree not to:

  • Scrape, overload, or interfere with the site or its security.
  • Attempt unauthorized access to accounts, admin tools, or data.
  • Post unlawful, infringing, or misleading content in chat or forms.
  • Use the catalog or pricing to build a competing dataset in violation of law or these Terms.
  • Misrepresent affiliation with Chart Pool USA or OEM brands.

We may throttle, block, or report activity that threatens the site, customers, or our rights.

9. Intellectual property

The site, trademarks, logos, catalog copy, and original graphics are owned by Chartpool USA, Inc. or our licensors. OEM names are used to describe compatibility and remain the property of their owners. You may not copy the catalog wholesale, frame the site, or use our marks without written permission, except for fair use or other rights that cannot be waived.

10. Third-party services

Checkout, hosting, chat, email, and shipping rely on third-party processors. Their terms and privacy notices also apply to the services they provide. We are not responsible for outages or acts of those providers beyond our reasonable control.

11. Disclaimers

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SITE AND PRODUCTS ARE PROVIDED WITHOUT HIDDEN WARRANTIES. WE DISCLAIM IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. INDUSTRIAL RECORDING PRODUCTS MUST BE SELECTED BY YOU (OR YOUR ENGINEER) FOR YOUR EQUIPMENT AND REGULATORY NEEDS.

12. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, CHARTPOOL USA, INC. AND ITS OFFICERS, EMPLOYEES, AND SUPPLIERS ARE NOT LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, DATA, OR BUSINESS INTERRUPTION, EVEN IF ADVISED OF THE POSSIBILITY. OUR TOTAL LIABILITY FOR ANY CLAIM RELATING TO THE SITE OR AN ORDER IS LIMITED TO THE AMOUNT YOU PAID US FOR THE PRODUCTS GIVING RISE TO THE CLAIM IN THE TWELVE MONTHS BEFORE THE CLAIM. SOME STATES DO NOT ALLOW CERTAIN LIMITATIONS; IN THOSE STATES OUR LIABILITY IS LIMITED TO THE FULLEST EXTENT PERMITTED.

13. Indemnification

You will defend and indemnify Chartpool USA, Inc. against claims, damages, and reasonable legal fees arising from your misuse of the site, your violation of these Terms or law, or your use of products in a way that infringes third-party rights, except to the extent caused by our willful misconduct.

14. Governing law and disputes

These Terms are governed by the laws of the State of Indiana, excluding conflict-of-law rules. Except where prohibited, you agree that courts located in Porter County, Indiana (or the federal court whose district includes that county) have exclusive jurisdiction. Before filing a claim, please contact jake@chartpool.com so we can try to resolve the issue. Nothing in these Terms limits consumer rights that cannot be waived in your jurisdiction, or our right to seek injunctive relief for IP or security harm.

15. Export and government use

You will not export or re-export products in violation of U.S. export control or sanctions laws. You are responsible for any licenses required for your destination.

16. Miscellaneous

These Terms are the entire agreement for website use and online purchases, except written quotes or credit agreements we issue. If a provision is unenforceable, the rest remains in effect. We may assign these Terms in connection with a reorganization or sale. You may not assign without our consent. Failure to enforce a provision is not a waiver. Headings are for convenience only. Electronic communications (including email to jake@chartpool.com) satisfy any legal writing requirement.

17. Changes to these Terms

We may update these Terms. The "Last updated" date will change. Continued use after an update constitutes acceptance. If you do not agree, stop using the site and contact us about open orders.

18. Contact

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