PCI Compliance/Privacy Policy

What PCI Compliance Means

PCI compliance is about protecting cardholder data every time a customer pays you. It follows the Payment Card Industry Data Security Standard (PCI DSS), a global set of rules created by major card brands to make sure any business that processes, stores, or transmits card information does so securely. The goal is to reduce the risk of data breaches and safeguard sensitive payment details.

Why It Matters for Your Organization

Being compliant is mandatory for any organization that accepts major credit and debit cards, regardless of size. Staying compliant helps protect your donors’ and customers’ card data from fraud, avoids potential fines and fees after a breach, and reinforces trust that their payments are handled safely. It is also a condition of maintaining your ability to accept cards through your processor and banking partners.

Core Responsibilities Under PCI DSS

PCI DSS focuses on building and maintaining secure systems, restricting access to card data, and monitoring your environment. This includes securing networks and devices, limiting who can see or handle card data, and keeping logs and records that show you are consistently following required security practices. Treat it as a structured checklist that guides your policies, technology, and staff behavior around payments.

Everyday Security Practices You Should Follow

Avoid storing sensitive card data:
Do not keep full card numbers, CVV codes, or PINs in paper files, spreadsheets, or unencrypted systems. If you do not need it to run your operations, do not store it at all.
Use strong, unique credentials:
Replace default passwords on all payment‑related systems, use complex passwords, and update them regularly. Limit shared logins so activity can be traced to specific users.
Keep systems patched and protected:
Update your POS devices, operating systems, and security software with the latest patches, and run antivirus/anti‑malware tools where appropriate to reduce vulnerabilities.
Train your team:
Teach staff how to handle payment information correctly, recognize suspicious emails or phone calls, and report anything that seems unusual. Human error is often the weakest link.
Protect your payment devices:
Place terminals and PIN pads where they cannot be easily accessed or swapped by unauthorized individuals. Regularly inspect them for signs of tampering or damage.
Separate and secure your networks:
Use secure, private Wi‑Fi for your business systems and a different guest network for visitors. Each network should have its own strong password and appropriate security settings.

How Apollo Merchant Advisers Helps

At Apollo Merchant Advisers, the aim is to simplify PCI requirements by pairing you with secure payment technology and clear guidance. The processing solutions are designed so that sensitive card data flows through PCI‑validated gateways and devices, reducing what your team has to handle directly and helping your organization stay aligned with industry standards over time.

This Privacy Policy explains how Apollo Merchant Advisers (“Company,” “we,” “us,” or “our”) collects, uses, stores, and shares information from individuals (“Users,” “you,” or “your”) who visit or interact with our website and any related products or services (collectively, the “Site”). By using the Site, you agree to the practices described in this policy.

Information We Collect

Personal information

We may request and collect personal information from you in several ways, including when you:

Visit or browse the Site
Submit a contact or inquiry form
Request a quote or apply for a merchant account
Subscribe to our newsletters or email updates
Participate in surveys, promotions, or other Site features
Use live chat or other support tools

Depending on the interaction, the information we collect may include:

Name
Business name
Email address
Mailing address
Phone number
Payment‑related information (such as partial card details when needed for support)
Sensitive business information required for merchant account applications (for example, federal tax ID or Social Security number, where applicable and legally permitted) Providing personal information is voluntary, but if you choose not to provide certain details, some parts of the Site or some services may not be available to you.

Non‑personal information

When you use the Site, we may automatically collect non‑identifying information, such as:

Browser type and version
Device type and operating system
IP address and general location information
Pages viewed, time spent on pages, and click‑stream data
Referral URLs and other technical information about how you interact with the Site

This information helps us understand how visitors use the Site and improve performance and user experience.

Cookies and Similar Technologies

Our Site may use cookies and similar technologies to customize content, analyze traffic, and remember your preferences.

Cookies are small files placed on your device by your browser.
You can usually configure your browser to refuse cookies or alert you when cookies are being set.
If you disable cookies, some features of the Site may not function as intended.

We may also use cookies set by third parties (such as analytics or advertising partners) to help measure the effectiveness of our marketing and understand usage patterns.

Use of Third‑Party Advertising and Analytics

We may work with third‑party providers (for example, advertising networks and analytics tools) to:

Display ads about our services on other websites
Measure the performance of our advertising
Better understand how visitors find and use our Site

These providers may use cookies or similar technologies to deliver ads based on your previous visits to our Site or other websites and to collect non‑personal usage data. You can manage many advertising cookie preferences through your browser settings or applicable opt‑out tools offered by these providers.

How We Use Your Information

We may use the information we collect for purposes such as:

Providing and operating the Site and our services
Responding to your inquiries, support requests, and quote or account applications
Reviewing and underwriting merchant account applications with our processing and banking partners
Processing payments and servicing your merchant relationship
Customizing your experience and presenting content that is relevant to your interests
Improving our Site, products, and services based on feedback and usage patterns
Sending transactional communications (such as account notices, statements, and important updates)
Sending marketing communications you choose to receive, including newsletters, product updates, and promotional offers
Conducting surveys, contests, or other features you choose to participate in
Complying with legal obligations, enforcing our agreements, and protecting our rights and those of our users and partners

If you no longer wish to receive marketing emails, you can unsubscribe at any time by using the link provided in those emails or by contacting us directly. Transactional or service‑related emails may still be sent where necessary.

How We Protect Your Information

We employ reasonable technical, administrative, and physical safeguards designed to protect the information we collect against unauthorized access, alteration, disclosure, or destruction. These measures may include:

Secure server configurations and encryption where appropriate
Access controls and authentication requirements for internal systems
Regular monitoring and updates to our security practices

However, no method of transmission over the internet or method of electronic storage is completely secure. While we work to protect your information, we cannot guarantee absolute security.

Sharing Your Information

We do not sell, rent, or trade your personal information for unrelated marketing purposes. We may share personal and non‑personal information in the following situations:

Service providers and partners
We may share information with trusted third parties who help us operate our business, process payments, underwrite and maintain merchant accounts, deliver communications, host the Site, or perform analytics and other support services. These providers are permitted to use the information only as needed to perform services on our behalf or as required by law.
Business operations and legal reasons
We may disclose information if we believe it is necessary to:
- Comply with applicable laws, regulations, or legal processes
- Respond to valid requests from law enforcement or regulators
- Enforce our agreements and policies
- Protect our rights, property, or safety, or that of our users, partners, or the public
Aggregated or de‑identified data
We may share aggregated or de‑identified information that does not identify individuals, for purposes such as analytics, reporting, or marketing.

If we are involved in a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction, subject to applicable laws and this Privacy Policy (or a successor policy that provides similar protections).

Links to Other Websites

Our Site may contain links to websites, products, or services that are not owned or controlled by Apollo Merchant Advisers. When you follow a link to a third‑party site, your interactions are governed by that site’s own terms and privacy policy. We are not responsible for the content, security, or privacy practices of third‑party websites.

Advertising

Advertisements displayed on our Site may be delivered by third‑party advertising partners. These partners may use cookies or similar technologies to collect non‑personal information about your visits to our Site and other websites to deliver targeted ads they believe may be more relevant to your interests. This Privacy Policy does not govern the use of cookies by any advertisers; you should review their policies for more information.

Children’s Privacy

Our Site and services are intended for use by adults and business entities and are not directed to children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will take reasonable steps to delete it promptly.

Your Choices and Rights

Depending on where you reside, you may have certain rights regarding your personal information, such as:

Accessing or updating the personal information you have provided
Requesting correction of inaccurate information
Requesting deletion of certain information, subject to applicable legal and contractual obligations
Opting out of marketing communications

To exercise these rights or ask questions about your information, you can contact us using the contact details provided on the Site. We may need to verify your identity before fulfilling certain requests.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will update the “Last Updated” date below and may provide additional notice where required by law. Your continued use of the Site after changes are posted means you accept the updated policy.

Last updated: [Insert Date]

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Apollo Merchant Advisers
info@apollomerchant.com