Privacy Policy

Draft for attorney review. Not legal advice.

Effective: [EFFECTIVE DATE]

This policy explains what Mehlman and Associates, LLC d/b/a Supplier Advocates ("Supplier Advocates," "we," "us") collects through our website and Undeduct, our platform, how we use it, and the choices you have.

In plain English:

• Your data is yours. We use it to find and recover money owed to you.
• We never sell it.
• We share it with a retailer only when you tell us to.
• You can ask us to delete it any time.

What we collect

• Account info. Your company's name and address, and your users' names, work emails, phone numbers and job titles. Our payment processor handles card details, so we never store full card numbers.
• Files you upload. Remittances, payment and deduction detail, invoices, purchase orders, retailer agreements and correspondence. If you use a factor, the chargeback, deduction, collections or remittance reports it gives you, and the factor's name.
• Retailer portal data. If you give us access to a retailer portal, we pull your account's data from it, such as payments, deductions, invoices and dispute status. Any portal sign-in details you give us are stored encrypted.
• Retailer contacts. Names and work emails of retailer staff in the disputes we handle for you.
• Calls and messages. What you tell us by email, phone or video. We'll always tell you before we record a call.
• Usage data. Sign-ins, pages used, device, browser and IP address. Our site uses cookies to keep you signed in and to see how the site is used.
• Your agreement to our terms. When you sign up or finish setup, which versions of our Terms of Service and this Privacy Policy you agreed to, when, and who agreed.

How we use it

• Running checks. To read your remittances and show your deductions, deadlines and what's still disputable.
• Disputes. To prepare disputes, and to pursue charges with your retailers when you ask us to.
• Credit tracking. To match retailer credits to your disputes until they post.
• Your account. To sign you in, keep your account secure, bill you and help you.
• Updates. To send service messages, and now and then news about our services. You can opt out of marketing emails any time.
• Product improvement, in aggregate only. We use combined data that doesn't identify you, such as how often a type of deduction gets reversed, to make the platform better.
• Legal reasons. To meet our legal duties and protect our rights.

We don't use your data for anything else without asking you first.

Expert review

Your free trial, and your account, include our team's expert review. When you start your trial, you agree that Supplier Advocates may review your data for money owed to you beyond your deductions, and file what we find for you, for a share of what's collected, paid only after it reaches you. Your rate is in your setup terms.

• People on our team, not just software, look at your data, your factor's reports included.
• Each item we file shows on your dashboard as we work it (amount, retailer and status only). If an item depends on an agreement you have with the retailer, we ask you first.
• If nothing comes back, you owe nothing.
• You can turn it off any time in Settings.

A free scan includes this review too. On the scan we show you one total. We use what our team found only to follow up with you about it.

Who we share it with

• No one buys it. We never sell or rent your data, and we don't share it for advertising.
• Service providers. Companies that help us run the platform, such as hosting, storage, email, payments, and AI tools that help draft disputes. They may use your data only to serve us, under contracts that require them to protect it. AI providers may not train their models on your data. For our current list, email [email protected].
• Retailers, only as you direct. We share data with a retailer only when you send a dispute or ask us to pursue a charge, and only what that dispute needs.
• People you choose. Such as your factor or accountant, when you ask us to.
• When the law requires it. Such as a court order. Where the law allows, we'll tell you first.
• If our business changes hands. If we merge or are sold, your data may move with the business, still protected by this policy.

We never share one client's data with another client.

How we protect it

• Encryption. Your files are encrypted when stored and when sent.
• Two-step sign-in. Required for every user, yours and ours.
• Per-client access. Each client's data is kept separate. Only the people working on your account can see it.
• Bound to confidentiality. Everyone on our team must keep client data confidential.

No system is perfectly secure. If a breach affects your data, we'll tell you promptly. Our Data Processing Addendum sets the timing for business clients.

How long we keep it

• Free scan files. Deleted as soon as your scan is done.
• Free scan results. We keep what your results page shows (the totals, the 10 deductions closing soonest, your company name, and your first name and email if you gave them) and our team's own findings from your scan, for 12 months if you don't become a customer, so we can follow up. Our team's findings are encrypted, and only our team sees them.
• Follow-up emails. After a free scan, Tim may send you up to five short notes over about 30 days. Reply, ask for access, start your trial or tell us you're not interested, and they stop. During a free trial, he may send you a note a week before it ends and one when it ends.
• Trial files. Deleted within 90 days if you don't become a customer.
• While your account is open. We keep your data to run the services.
• After your account closes. You can export it for 30 days. We then delete it within 60 days. Backup copies are erased within 35 days after that.
• What we keep longer. Billing records, the record of which terms you agreed to, anything else the law requires, and combined data that doesn't identify you.
• Sooner, if you ask. Email [email protected] to have your data deleted sooner. If we're pursuing a charge for you, we'll explain what we need to finish it first.

Your choices

• See, correct and export your data in the platform, or ask us.
• Turn expert review on or off.
• Remove our access to a retailer portal any time.
• Opt out of marketing emails with the link in each one.
• Depending on where you live, you may have more rights. Contact us to use them.

The fine print

• For businesses. The platform is for businesses. We don't knowingly collect data from anyone under 16.
• Where your data lives. In the United States.
• Changes. We'll post updates here, and email account admins about material changes.

Contact us

• Email: [email protected]
• Mail: Mehlman and Associates, LLC d/b/a Supplier Advocates, 4234 Drake Street, Suite B, Houston, Texas 77005