Legal & compliance

Privacy Policy

Last updated: September 19, 2026 Effective: January 1, 2026

1. Introduction

Vending Route Hub ("we," "us," "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains what information we collect, how we use it, when we share it, and the choices and rights you have.

This policy applies to information collected through our website at vendingroutehub.shop, through our service operations, and through any other interaction you have with us — including phone calls, emails, and in-person service visits.

By using our website or services, you agree to the practices described in this policy. If you do not agree, please do not use our website or services.

2. Information we collect

We collect information you provide directly, information collected automatically when you use our website, and information from third-party sources.

Information you provide directly

Contact information: name, company name, phone number, email address, mailing address, and ZIP code
Service details: machine count, machine models, facility type, service history, access instructions, and site-specific notes
Payment information: billing address, purchase order numbers, and payment method details (credit card numbers are processed by our PCI-compliant payment processor and are never stored on our servers)
Communications: messages you send through our contact forms, emails, or phone calls, including any attachments
Employment information: if you apply for a job with us, we collect your resume, work history, and any information you provide in an application

Information collected automatically

IP address and approximate geographic location derived from it
Browser type, operating system, and device type
Pages visited, time spent on each page, and referring URL
Session identifiers and cookie data (see our Cookie Policy for details)

Information from third parties

Referral information from partner organizations who introduce a client to us
Business contact information from public directories and professional networks
Verification data from background-check providers (for job applicants and federal-site technicians only)

3. How we use information

We use the information we collect to:

Provide, maintain, and improve our vending route services
Schedule service visits, dispatch technicians, and manage emergency callouts
Process payments, send invoices, and manage accounts
Respond to inquiries, service requests, and support tickets
Communicate about your account, including service updates and route changes
Send you marketing communications about our services (you can opt out at any time)
Detect, prevent, and address technical issues, fraud, and security incidents
Comply with legal obligations, including tax, accounting, and insurance requirements
Evaluate job applications and manage employment relationships

We do not sell your personal information to third parties, and we do not use your information for automated decision-making that produces legal or significant effects without your consent.

We share personal information only in the limited circumstances below:

Service providers

We share information with vendors who help us run our business — payment processors, cloud hosting providers, email platforms, and route dispatch software. These vendors are contractually bound to use your information only for the services they provide to us.

Insurance & legal

We may share information with our insurance carriers, legal counsel, auditors, and accountants as required to operate our business and respond to claims.

Government & legal process

We may disclose information when required by law, subpoena, court order, or other legal process, or when necessary to protect our rights, property, or the safety of our employees, clients, or the public.

Business transfers

If we merge with, are acquired by, or sell substantially all our assets to another company, your information may transfer as part of that transaction. We will provide notice before your information becomes subject to a different privacy policy.

With your consent

We may share information for other purposes with your explicit consent.

5. Cookies and tracking

Our website uses cookies and similar technologies to keep the site working, remember your preferences, and measure how visitors use our pages. We use four categories of cookies: strictly necessary, functional, analytics, and marketing.

You can control cookies through your browser settings, and you can change your consent choices at any time through the cookie banner at the bottom of the site. For complete details on every cookie we use, its purpose, and its retention period, see our Cookie Policy.

6. Data retention

We retain personal information only as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. Specific retention periods are:

Client service records: 7 years after the end of the service relationship (required for tax and insurance purposes)
Route and machine data: 7 years for performance history and warranty tracking
Payment records: 7 years (IRS and state tax compliance)
Marketing contact lists: Until you opt out, plus a suppression record kept indefinitely to honor your opt-out
Job application materials: 2 years after the application date unless you ask us to delete sooner
Website analytics: 26 months, then aggregated and anonymized

7. Your privacy rights

Depending on where you live, you may have the following rights regarding your personal information:

Right to know what categories of personal information we collect and how we use and share it
Right to access the specific personal information we hold about you
Right to correct inaccurate or incomplete personal information
Right to delete your personal information, subject to certain legal exceptions
Right to opt out of marketing communications at any time
Right to non-discrimination for exercising your privacy rights

To exercise any of these rights, email [email protected]. We will verify your identity before processing a request and respond within 45 days, or sooner if required by applicable law.

8. California privacy rights

If you are a California resident, the California Consumer Privacy Act (CCPA) as amended by the CPRA grants you additional rights. In the preceding 12 months, we have collected the following categories of personal information:

Identifiers: name, email, phone, IP address, company name
Commercial information: service history, purchase records, transaction details
Internet activity: browsing history on our website, interaction with our pages
Geolocation data: approximate location derived from IP address
Professional information: job title, employer, business contact details

We do not sell personal information as defined by the CCPA. We do not share personal information for cross-context behavioral advertising.

California residents may request to know, delete, or correct their personal information, and may designate an authorized agent to make requests on their behalf. Send requests to [email protected] with "California Privacy Request" in the subject line.

9. Data security

We use administrative, technical, and physical safeguards to protect personal information from unauthorized access, disclosure, alteration, and destruction. These safeguards include:

Encryption of data in transit (TLS 1.3) and at rest (AES-256)
Role-based access controls limiting employee access to personal information
Multi-factor authentication for all internal systems
Regular security assessments and vendor reviews
Employee training on data protection and phishing awareness
Written incident response procedures with mandatory breach notification

No method of transmission or storage is 100% secure. While we take reasonable steps to protect your information, we cannot guarantee absolute security. If you have reason to believe your interaction with us is no longer secure, please notify us immediately at [email protected].

10. Children's privacy

Our website and services are intended for business customers and are not directed to children under the age of 13. We do not knowingly collect personal information from children. If we learn that we have inadvertently collected information from a child under 13, we will delete it promptly. If you believe a child has provided us with personal information, please contact [email protected].

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will:

Update the "Last updated" date at the top of this page
Notify active clients by email at least 14 days before the changes take effect
Post a summary of key changes on our website homepage for 30 days

Your continued use of our website or services after changes take effect constitutes acceptance of the updated policy.

12. Contact us

If you have questions about this Privacy Policy, want to exercise your privacy rights, or need to report a concern, contact our privacy team:

Privacy inquiries

Email: [email protected]
Phone: (410) 488-9200
Mail: Vending Route Hub, Attn: Privacy Team, 6715 Electronic Dr, Baltimore, MD 21224