Privacy Policy
What we collect, why we collect it, and the specific controls that apply to sensitive identity information.
1. Who we are
4Square Systems d/b/a 4Square Distribution, 30 N Gould St, Ste R, Sheridan, WY 82801, is responsible for the personal information described in this notice.
2. Information we collect
From customers: name, contact details, delivery address, order history, and payment-related information necessary to process an order. We do not store full payment card numbers on our systems.
From Regional Distributor applicants: in addition to the above, identity information required for entity formation and bank onboarding, which may include date of birth and a Social Security or tax identification number, together with information about the applicant’s business entity and banking arrangements.
Automatically: limited technical information such as pages viewed and general interaction with the site. We do not send the contents of application or contact forms to analytics providers.
3. Why we collect it
- To process, fulfil and support orders.
- To administer billing, refunds, chargebacks and payment disputes.
- To assess Regional Distributor applications and, for approved applicants, to form the approved LLC and prepare the Regional Distribution Agreement.
- To meet tax and other legal reporting obligations.
- To communicate about orders, applications and support requests.
4. How sensitive information is protected
Social Security and tax identification numbers, and dates of birth, are treated as high-risk information. Specifically:
- They are encrypted and are never stored in plain text.
- They are never placed in logs, analytics, error traces, URLs, emails, or generated contract documents.
- Access is restricted by role, most staff see only a masked value, and every access to a full value is recorded.
- They are retained only for as long as reasonably required for formation, onboarding and legal retention, after which they are deleted or irreversibly tokenised.
All traffic to this site is encrypted in transit. Uploaded documents are stored privately and accessed through short-lived, access-controlled links.
5. Who we share information with
We share personal information only as necessary to operate the business: with approved suppliers and carriers to fulfil orders; with payment and banking service providers to process transactions; with professional advisers; and where required by law or to meet a tax reporting obligation.
We do not sell personal information.
6. Retention
We keep personal information for as long as needed for the purposes described above and to meet legal, tax and accounting requirements. Sensitive identifiers are subject to the shorter retention described in section 4.
7. Your choices
You may request access to the personal information we hold about you, ask us to correct inaccurate information, or ask us to delete information we are not required to retain. Contact us using the details below. We may need to verify your identity before acting on a request.
8. Cookies and analytics
We use privacy-conscious analytics limited to understanding how the site is used. Form contents, names, contact details and identity information are never transmitted to analytics providers.
9. Children
This site and the services described on it are directed to businesses and adults. We do not knowingly collect personal information from children.
10. Changes to this notice
We may update this notice from time to time. Each version carries a version number and effective date, and prior versions are retained.
Contact
Questions about this policy may be directed to Support@4Square-Distribution.com or 877-210-1090.