Data Usage & Security Statement

1. Overview

This Data Usage & Security Statement applies to all advisory engagements, strategy calls, questionnaire submissions, and ongoing client relationships with TenEightOne Ventures LLC, operating as TenEightOne Advisory.

This statement is separate from our Privacy Policy, which covers personal information collected through our website. This statement specifically addresses how we handle business and operational data you share with us in the context of receiving advisory services — including Amazon account information, financial data, distribution details, competitive intelligence, and any other proprietary business information.

By engaging our services, submitting a contact form or questionnaire, or participating in an advisory session, you acknowledge that you have read this statement and understand how your business data is handled.

2. Business Data We Handle

In the course of providing advisory services, we may receive or discuss the following categories of business information:

2.1 Amazon Account Data

• Revenue figures, unit sales, and account performance metrics
• Buy Box win rates, conversion rates, and traffic data
• Advertising spend, ACoS, TACoS, and campaign structure
• Account health status, policy violations, and suspension history
• ASIN catalog details, pricing, and inventory information
• Seller Central or Vendor Central account structure

2.2 Business and Operational Data

• Revenue, margin, and profitability information
• Distribution chain structure and key relationships
• Reseller and unauthorized seller information
• MAP policy details and enforcement history
• Supplier relationships and sourcing details
• Pricing strategy and channel architecture
• Internal team structure and responsibilities

2.3 Communication Data

• Email correspondence related to your engagement
• Session notes and action items
• Recordings of advisory sessions (where applicable — see Section 5)
• Questionnaire responses and intake information

3. How We Use Your Business Data

Business data you share with us is used exclusively for the following purposes:

• Delivering advisory services — analyzing your situation, developing recommendations, coaching your team, and providing guidance relevant to your specific account and business
• Preparing for sessions — reviewing information shared in advance so sessions are productive and specific rather than generic
• Session follow-up — documenting action items, summarizing recommendations, and maintaining continuity across sessions
• Internal record-keeping — maintaining engagement records as required for business operations and legal compliance

3.1 What We Do Not Do With Your Data

• We do not sell your business data to any third party
• We do not share your specific account metrics, revenue figures, or operational details with other clients
• We do not use your data for advertising, marketing, or lead generation purposes
• We do not publish case studies, testimonials, or success stories using your identifiable information without your explicit written consent
• We do not use your data to benchmark or compare clients to one another in any identifiable way

4. AI Tools Disclosure

4.1 How AI Tools May Be Used

• Research and analysis — analyzing Amazon marketplace trends, policy changes, and competitive dynamics
• Drafting — preparing session summaries, action item lists, strategic recommendations, and communications
• Note processing — organizing and summarizing information discussed in sessions
• Advisory preparation — reviewing and analyzing information you share to prepare more specific guidance
• Educational content — developing articles, guides, and training materials

4.2 What This Means for Your Data

When we use AI tools in connection with your engagement, business information you have shared with us may be included in prompts or queries submitted to those AI platforms. This means your data may be processed by third-party AI providers subject to their own privacy and data handling policies.

Relevant policies for the AI tools we use:

• Anthropic (Claude): anthropic.com/privacy
• OpenAI (ChatGPT): openai.com/policies/privacy-policy

We use business-tier or API access to these tools where available, which typically provides stronger data protection terms than consumer-facing products. We do not intentionally submit information that could directly identify your customers, employees, or other third parties.

4.3 If You Have AI Data Restrictions

If your organization has internal policies restricting how your business data may be processed by AI systems, please notify us in writing before your engagement begins. We will work with you to structure our engagement in a way that respects those restrictions — which may limit certain aspects of our service delivery. We cannot guarantee that AI tools will not be used in any capacity without specific advance agreement in writing.

5. Session Recording Policy

5.1 Purpose of Recordings

• Record-keeping — maintaining an accurate record of advice given, commitments made, and action items assigned
• Note-taking — generating accurate session summaries and follow-up documentation
• Internal training — improving advisory quality and consistency through internal review
• Dispute resolution — providing an accurate record if questions arise about session content

5.2 Recording Storage and Access

Session recordings are stored securely and accessible only to TenEightOne Ventures LLC personnel directly involved in the advisory relationship. Recordings are not shared with third parties except as required by law or as necessary for the AI-assisted processing described in Section 4.

Google Meet recordings are governed by Google's data retention and security policies in addition to this statement. Recordings stored in Google Drive are subject to Google's Privacy Policy.

5.3 Your Options

If you do not wish to be recorded during a specific session, please notify us in writing before the session begins. We will make reasonable accommodations where possible, which may include conducting the session without recording or adjusting the format. However, note-taking and session documentation will continue regardless of recording status.

We will always provide notification at the start of a recorded session. Participants will be informed that recording is in progress via the Google Meet recording indicator.

5.4 Retention of Recordings

Session recordings are retained for the duration of the engagement plus 24 months, after which they are deleted unless there is an ongoing legal, compliance, or dispute resolution reason to retain them longer.

6. Confidentiality Commitments

We treat all non-public business information shared with us as confidential. Specifically:

• We do not disclose your specific revenue, margin, or account performance data to any third party without your consent
• We do not discuss your business strategy, reseller situation, or competitive position with other clients or publicly
• We do not use your brand name, company name, or identifying details in marketing materials, social media, case studies, or testimonials without your explicit written consent
• We instruct any personnel or contractors involved in your engagement to maintain the same confidentiality standards

6.1 Limitations

Our confidentiality commitment does not apply to information that:

• Is or becomes publicly available through no breach by us
• Was already known to us before you disclosed it
• Is required to be disclosed by applicable law, court order, or regulatory requirement
• Is independently developed by us without reference to your confidential information

6.2 Formal NDA

Our standard advisory engagement does not include a formal mutual non-disclosure agreement. If your organization requires a written NDA before sharing sensitive business information, please request one before your engagement begins. We are willing to execute reasonable mutual NDAs for client engagements. Contact info@teneightone.com to discuss.

7. Third-Party Tools We Use

In delivering advisory services, we use the following categories of third-party tools that may process your data:

7.1 Communication and Scheduling

• Email — standard email communication, not end-to-end encrypted by default
• Google Meet — video conferencing and session recording
• Calendly — session scheduling; collects name and email for booking

7.2 AI and Productivity

• Claude (Anthropic) — AI-assisted analysis, drafting, and note processing
• ChatGPT (OpenAI) — AI-assisted analysis, drafting, and research
• Other AI tools — we may use additional AI platforms as they become relevant to delivering advisory services; this statement will be updated to reflect any material changes

7.3 Membership and Payments

• MemberSpace — membership and subscription management
• Stripe — payment processing; does not receive advisory data

7.4 Form Processing

• Formspree — contact form and questionnaire submission processing

Each of these tools is subject to its own privacy policy. We select tools that maintain reasonable data security standards, but we cannot guarantee the security practices of third-party providers.

8. Data Retention

We retain business data shared during engagements according to the following schedule:

• Active engagement records — retained for the duration of the engagement and 7 years thereafter, consistent with standard business record-keeping practices
• Session recordings — retained for the duration of the engagement plus 24 months
• Email correspondence — retained for 3–7 years depending on the nature and content of the correspondence
• Questionnaire and intake submissions — retained for 3 years from the date of submission
• Payment records — retained as required by applicable tax and financial regulations

When data is no longer required under these schedules, we delete it or anonymize it in a manner that makes re-identification reasonably infeasible.

9. Your Rights

You have the following rights with respect to business data we hold about you and your organization:

• Access — you may request a summary of what business data we hold in connection with your engagement
• Correction — you may request correction of inaccurate information in our records
• Deletion — you may request deletion of your data, subject to our legal obligations to retain certain records and the retention schedules above
• Recording access — you may request a copy of a session recording from your own engagement
• Opt-out of AI processing — you may request, in writing before engagement, that we limit AI tool usage in connection with your data

To exercise any of these rights, contact info@teneightone.com with the subject line "Data Request." We will respond within 30 days.

10. Client Responsibilities

You are responsible for the following in connection with your advisory engagement:

• Authorization to share — ensuring that you have the authority to share any business data you provide to us, including ensuring that other parties whose information may be discussed (employees, partners, distributors) are appropriately informed
• Credential security — never sharing your Amazon account login credentials, API keys, or other access credentials with us via email or during sessions. We do not need and will not ask for these.
• Email security — understanding that standard email communication is not end-to-end encrypted. Avoid sending highly sensitive financial or personal data via unencrypted email.
• Third-party information — exercising discretion when sharing information about third parties (competitors, suppliers, distributors, employees) that you would not want disclosed beyond this engagement
• Informing participants — if others from your organization join advisory sessions, ensuring they are informed of this recording policy before the session

11. Changes to This Statement

We may update this Data Usage & Security Statement as our tools, practices, or applicable laws change. When we make material changes — particularly to our AI tool usage or recording practices — we will:

• Update the "Last Updated" date at the top of this page
• Notify active advisory clients by email of material changes
• Post the updated statement at this URL

Continued engagement with our advisory services after the effective date of any changes constitutes acceptance of the updated statement. If you have concerns about any changes, contact us before your next session.

12. Contact Us

Questions about this statement, requests to exercise your rights, or requests for a formal NDA:

This statement should be read alongside our Privacy Policy and Terms of Service, which together govern our relationship with clients and website visitors.