Agreement to These Terms
These Terms of Service (the "Terms") are a binding agreement between you — the business owner or authorized representative of a retail business (the "Client," "you") — and The Retailer HQ ("we," "us," "our"), operator of the website theretailerhq.com.
By purchasing a subscription, scheduling a consultation, or otherwise using our services, you confirm that you have read, understood, and agree to be bound by these Terms and by our Privacy Policy and Refund Policy. If you do not agree, do not use our services.
Our Services
The Retailer HQ provides done-for-you retail back-office operations. Trained human operators — not bots or automation software — log into your existing retail software (such as your POS back-office, price book, invoicing, inventory, surveillance, lottery, and scan-data systems) and perform agreed daily operational work on your behalf.
For clarity:
- We are a service provider, not a software vendor. We do not sell, license, or host the software we operate for you.
- The specific tasks included in your subscription are those described for your selected plan or à-la-carte services on our Pricing page at the time of purchase, or as otherwise agreed in writing.
- Services are delivered remotely during our standard working schedule. Turnaround expectations for specific tasks are described on our Solutions and Process pages.
Eligibility
Our services are offered to businesses, not consumers. By subscribing, you represent that:
- You are at least 18 years old and legally able to enter into contracts.
- You are the owner of the retail business, or you are authorized to act on its behalf.
- You are subscribing for business purposes, primarily within the United States.
Account & System Access
To perform the services, you will grant our operators login access to the software systems covered by your plan. You agree that:
- You have the authority to grant us access to each system, and doing so does not violate any agreement you have with your software vendors, franchisor, or other third parties.
- You will provide credentials through the secure method we specify, and keep the access our team needs active for the duration of the subscription.
- Where possible, you will create dedicated user accounts for our operators rather than sharing owner credentials.
- You remain the owner of your systems, your accounts, and all business data in them at all times.
We use encrypted connections, strict credential-handling protocols, and compartmentalized access. Our team accesses your systems only to perform the contracted work.
Subscription & Billing
- Monthly, per store. Fees are charged monthly in advance, per store location, at the rates shown on our Pricing page or agreed in your custom quote.
- No setup fees. Onboarding and the initial operational audit are included at no extra charge.
- Payment processing. Payments are processed by third-party payment processors. We do not store your full card details on our systems.
- Auto-renewal. Subscriptions renew automatically each month until cancelled in accordance with the Cancellation section below.
- Price changes. We may change subscription pricing with at least 30 days' advance written notice. Changes apply from your next billing cycle after the notice period; if you do not agree, you may cancel before the new price takes effect.
- Late or failed payments. If a payment fails and is not resolved promptly after notice, we may suspend services until the balance is settled.
Refunds are governed by our Refund Policy.
Cancellation
Subscriptions are month-to-month with no long-term contract. To cancel, send written notice to contact@theretailerhq.com at least 30 days before you want services to end.
- Services and billing continue through the 30-day notice period, during which we complete open work and hand your back-office over in an orderly state.
- Fees already billed — including any billing cycle that begins during or because the notice period was not given — are non-refundable, as described in our Refund Policy.
- Upon termination we deactivate our access to your systems and, on request, confirm the removal of any operator accounts.
5-Day Onboarding Guarantee
We aim to have your stores under full daily management within 5 business days of receiving complete system access and the information we request during onboarding. This guarantee refers to service commencement — it is a commitment of speed, not a monetary or performance guarantee. Delays caused by missing credentials, vendor approvals, or information we are waiting on from you extend this timeline accordingly.
Client Responsibilities
Our work depends on accurate inputs and timely cooperation. You agree to:
- Provide accurate, current information about your business, stores, vendors, and systems.
- Respond to reasonable requests (approvals, missing invoices, vendor contacts) in a timely manner.
- Use our services only for lawful business purposes and in compliance with the laws and regulations that apply to your business, including tobacco, lottery, alcohol, and fuel regulations where relevant.
- Review the weekly reports we send and raise discrepancies promptly.
- Maintain your own subscriptions, licenses, and agreements with your software vendors — those remain your responsibility.
Confidentiality & Data Handling
We treat your business data — sales figures, margins, vendor pricing, credentials, and everything else we see inside your systems — as confidential. We do not sell it, share it with other clients, or disclose it to third parties except as needed to deliver the services, comply with the law, or as described in our Privacy Policy.
Both parties agree to protect each other's confidential information with at least the same care they use for their own, and no less than reasonable care.
No Professional Advice
The Retailer HQ provides operational support. We are not a law firm, accounting firm, or tax advisor, and nothing we deliver — including payroll processing support, reconciliation reports, or compliance-related data entry — constitutes legal, tax, or accounting advice. We recommend retaining a licensed CPA or attorney for tax filings and legal matters. You are responsible for your business's regulatory and tax compliance.
Disclaimers & Limitation of Liability
We work carefully and stand behind our processes, but retail operations involve factors outside our control (vendor errors, software outages, data you or third parties provide). Accordingly:
- Services are provided "as is." Except as expressly stated in these Terms, we disclaim all other warranties, express or implied, including fitness for a particular purpose.
- Statistics and outcomes shown on our website (such as average margin recovery) are historical averages across clients, not a promise of your specific results.
- We are not liable for indirect, incidental, consequential, or punitive damages, or for lost profits or lost revenue.
- Our total aggregate liability arising out of or relating to the services is limited to the fees you paid us in the three (3) months preceding the event giving rise to the claim.
Some jurisdictions do not allow certain limitations, so parts of this section may not apply to you.
Intellectual Property
The Retailer HQ name, website, content, processes, templates, and reporting formats are our intellectual property. Your business data always remains yours; work product we create inside your systems (price book updates, reconciled records, reports delivered to you) is yours to keep, including after cancellation.
Termination
You may cancel as described in the Cancellation section. We may suspend or terminate services with written notice if you materially breach these Terms — including non-payment, unlawful use of the services, or withdrawal of the system access needed to perform the work — and the breach is not cured within a reasonable period after notice. Sections that by their nature should survive termination (confidentiality, disclaimers, limitation of liability, governing law) survive.
Governing Law
These Terms are governed by the laws of the State of Texas, United States, without regard to conflict-of-law principles. Any dispute arising out of these Terms or the services will be brought in the state or federal courts located in Texas, and both parties consent to their jurisdiction. Before filing any claim, both parties agree to first attempt to resolve the dispute informally by contacting the other party.
Changes to These Terms
We may update these Terms from time to time. When we do, we will update the "Last updated" date at the top of this page, and for material changes we will notify active clients by email before the changes take effect. Continued use of the services after changes take effect constitutes acceptance of the updated Terms.
Contact Us
Questions about these Terms? Reach us at:
- Email: contact@theretailerhq.com
- Phone: +1 (346) 698-4935
- WhatsApp: wa.me/13466984935