Privacy Policy

Effective date: May 18, 2026 · RetailerSoft, Inc. / Quorum™

1. Introduction

Quorum is a member survey and engagement platform for private clubs, developed and operated by RetailerSoft, Inc. ("RetailerSoft," "we," "us," or "our"). This Privacy Policy describes how we collect, use, and protect information when you use Quorum through your club's deployment of this platform.

In this relationship, your club is the data controller — it decides what surveys are created and who participates. RetailerSoft is the data processor — we store and process information solely as directed by your club to provide this service.

2. Information We Collect

From your club:

Member roster data: names, email addresses, and membership type/category
Club configuration: branding, contact information, and operational settings

From you as a member:

Survey responses you submit
Anonymity preference (whether your identity is linked to your responses in reports)
Profile information such as display name

Automatically:

Authentication session data (login tokens, session identifiers)
Basic browser and device information for security and compatibility purposes

3. How We Use Your Information

We use collected information only to:

Deliver survey results and reports to your club's authorized administrators
Authenticate and maintain your member account
Send you survey invitations and notifications on behalf of your club
Operate, maintain, and improve the platform
Provide support to club administrators and members

We do not use your information for advertising, profiling unrelated to the survey service, or any purpose outside the scope of delivering Quorum.

4. Club Edition Data Provisions

Because Quorum is purpose-built for private clubs, we make the following explicit commitments regarding club and member data:

Club ownership of membership data. Your club's member roster — including names, email addresses, membership categories, and related records — is and remains the exclusive property of your club. RetailerSoft does not sell, license, redistribute, analyze for unrelated purposes, or otherwise use club membership data except as necessary to deliver this service.
Club isolation. Data belonging to one club is logically isolated from all other clubs in our multi-tenant architecture. No club can access another club's members, surveys, or responses.
Survey response ownership. Survey response data belongs to the club that commissioned the survey. RetailerSoft does not aggregate, benchmark, or publish response data across clubs without express written consent.
No cross-club profiling. We do not match, link, or cross-reference a member's identity or behavior across different club deployments of Quorum.
No redistribution. Membership lists and response data imported into or generated within Quorum are not redistributed, exported to third parties, or used to build derivative datasets by RetailerSoft.

5. Anonymous Responses

Quorum allows members to participate in surveys anonymously. When anonymous mode is enabled, your name and contact information are withheld from all survey reports and exports visible to club administrators. Your text comments will not be attributed to you.

For fraud prevention and service integrity, RetailerSoft may retain a technical association between a session and a response at the infrastructure level, but we do not disclose member identities to club administrators for responses submitted anonymously.

6. Data Sharing

We share data only with the following categories of sub-processors, strictly as needed to operate Quorum:

Microsoft Azure — database hosting and cloud infrastructure (United States). Your data is stored in Microsoft-managed data centers subject to Microsoft's security and compliance certifications.
Twilio/SendGrid — transactional email delivery (survey invitations, notifications). We transmit only the recipient email address and message content necessary to deliver each email.

We do not sell, rent, or trade member data to any third party. We do not share data with advertisers, data brokers, or analytics platforms outside of the sub-processors listed above.

We may disclose information if required to do so by law, regulation, or valid legal process, and will notify your club to the extent permitted by law.

7. Data Retention

We retain member and survey data for as long as your club's subscription to Quorum is active. Upon subscription termination, we will delete or anonymize your club's data within 90 days, unless a longer retention period is required by law or requested by your club in writing for transition purposes.

Individual member data may be removed earlier upon request by your club administrator.

8. Security

We implement industry-standard safeguards to protect your data, including:

TLS encryption for all data in transit
Encrypted storage on Microsoft Azure SQL
Role-based access controls limiting data access to authorized personnel
Authentication controls to prevent unauthorized member account access

No method of transmission or storage is completely secure. We encourage you to report any suspected security issues to support@retailersoft.com.

9. Your Rights as a Member

Depending on applicable law, you may have the right to:

Access — request a copy of the personal data we hold about you
Correction — update your profile name or contact information
Anonymity — opt into anonymous survey participation at any time via your Profile page
Deletion — request removal of your personal data from the platform

To exercise these rights, contact your club administrator or email us directly at support@retailersoft.com. We will respond within 30 days.

10. Children's Privacy

Quorum is not directed at or designed for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently received information from a child under 13, contact us immediately at support@retailersoft.com.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated to club administrators by email or by posting a notice within the platform. Continued use of Quorum after the effective date of a revised policy constitutes acceptance of the updated terms.

12. Contact

Questions or requests regarding this Privacy Policy:
RetailerSoft, Inc.
support@retailersoft.com