Privacy Policy

This policy describes what information Syracuse Antiques Exchange ("SAE," "we," "us") collects through the SAE Dealer Portal (the website at vendors.syracuseantiques.com and the SAE Dealer Portal app), why we collect it, who sees it, and how you can change or delete it.

The portal is for dealers who rent booth space at SAE. It is not for shoppers. If you are a customer in our rewards program, that program has its own policy: SAE Rewards privacy policy.

What we collect

Your account

• Email address - required. It is how you sign in and where we send your sale notices and statements.
• Your name, booth number, dealer tag, and phone number - the same details SAE already keeps for your booth rental. The portal shows you the records that belong to your booth. Records belong to the booth, so anyone SAE has given access to your booth number sees the same records you do.
• Sign-in links and codes - you sign in with a one-time link emailed to you, or the one-time code from the same email. There is no password. Your browser or the app keeps a session token so you stay signed in on that device; signing out clears it.

Your sales and payouts at SAE

• Sales of your items - each sale rung up at SAE's register for your booth: date, stock code, description, price, and the customer's payment type. These come from SAE's point-of-sale system. The portal does not see the customer's card details or identity.
• Payout statements and rent - your monthly payout, the deductions on it, and any balance owed, as SAE's bookkeeping records them.
• Things you buy at SAE - if you buy an item in the store against your seller credit, we record the purchase (date, invoice number, amount, and what it was) so it can be deducted from your payout and, if you want, pulled into your inventory.

Business records you enter yourself

Everything in this group is optional and exists only if you choose to use that part of the portal:

• Inventory and estates - stock codes, descriptions, costs, quantities, tagged prices, categories, and notes.
• Buy sheets - lists of items you are considering or have bought, with prices, and (if you use it) the plain-text list you email to yourself from your own mail app.
• Expenses, income, mileage, and business assets - amounts, dates, categories, vendor names, odometer readings, equipment you depreciate, and estimated tax payments, for your own tax bookkeeping.
• Receipt photos - if you attach a photo to an expense or asset, we store the image. The app only uses your camera or photo library when you choose to attach one, and the photo is shrunk before upload in a way that removes the camera's hidden location and device details.
• People you owe - names you enter for consignors or partners you share proceeds with. These are your records about other people; enter only what you need.
• Statement imports - if you import a bank or card statement to check against your books, the statement file itself stays on your device and is never uploaded. To let you work through it, we do save on our server the date, amount, and bank description of each line in the statement, plus the file's name and a per-line fingerprint, so a re-import doesn't create duplicates. The fingerprint is a one-way hash: your account number is never stored. Lines you accept become expenses or income; lines you skip are marked skipped and kept only for that duplicate check.

Communications and settings

• Messages with SAE staff - the messages you exchange with us inside the portal, and which ones you have read.
• Notification settings - which emails you want, one extra email address you can add to receive copies, and, if you turn on push sale notifications, a push subscription for each device you enable. The push subscription is a delivery address for that device (we also note the device's browser and device type so you can tell your devices apart); it does not identify you to anyone else.
• Display settings - your theme choice is saved to your account so it follows you between devices.
• Kept on your device - the email addresses you have signed in with on that device, so the sign-in box can offer them; your session token; and, if you use Buy sheets, the buy sheets themselves, which are stored on the device first so the page works with no signal and then sync to your account. Signing out clears the saved addresses. Buy sheets stay on the device until they have synced and you delete them.
• In-store tag printing - when you print price tags in the store, the tag text (booth, stock code, description, price) goes to SAE's own label printer on the store's local network. It does not leave the building.

What we don't collect

• Card or bank details. The portal never asks for a payment card. If you choose the Paid plan, the fee is taken out of your monthly SAE payout, the same way rent is.
• Location tracking. The portal does not use your phone's location. Mileage is whatever you type in.
• Contacts, calendar, or files other than a receipt photo or statement file you pick yourself.
• Advertising data. No ad networks, no advertising cookies, no data brokers, and no linking your account to social media.

Why we collect it

To run your booth at SAE and give you the records you need to run your business: showing you what sold, paying you, answering your questions, and keeping the inventory, expense, and tax records you choose to keep here. Push sale notifications are off until you turn them on for a device. The daily sales email is on by default; you can turn it off on the Account page at any time.

Because SAE operates the store, staff can see your sales, payouts, and account details, the messages you exchange with us, a record of the emails we have sent you, and which devices you have turned notifications on for. Your inventory, expenses, mileage, receipts, buy sheets, and statement imports are locked to your own booth's login: the portal's security rules give staff no way to read them from inside the portal. As the operator of the database, SAE can reach any record for backups and technical support.

Who we share it with

We don't sell, rent, or share your information with anyone for advertising, and we don't share one dealer's records with another dealer. We use a small set of service providers to operate the portal:

• Supabase - our database and file host. Stores the records described above. Access is limited by per-record security rules, so you can only reach your own data.
• Cloudflare - hosts the portal pages. Cloudflare sees basic traffic data (your IP address and which pages load) to serve and protect the site. It does not use cookies for this and does not see the data you enter, which goes directly to Supabase.
• Resend - delivers our emails to you. They see your email address and the email content, and may use it only to deliver our mail.
• Apple, Google, and Mozilla push services - if you turn on sale notifications, the notification is delivered through your device maker's push service. They receive the delivery address for your device and an encrypted message they cannot read. The notification itself never contains an amount or an item description; it only says you have a sale, and the figures load in the app after you tap.
• Google Fonts and jsDelivr - serve the fonts and a few standard code libraries the pages use. They see your IP address when those files load, nothing more.

We will disclose information if the law requires it, for example a valid subpoena or a sales tax audit that covers your booth.

How we protect it

Everything travels over an encrypted connection (HTTPS). Your records are stored with per-record security rules, so one booth's login can only reach that booth's data. Receipt photos are kept in private storage and are viewable only through short-lived links created for your own session.

How long we keep it

Your account stays active as long as you rent space at SAE. After you leave, we keep your sales and payout records for as long as tax and accounting rules require us to keep our own books (generally seven years), because they are also SAE's records of what it paid you. Your inventory, expense, mileage, and other self-entered records stay until you delete them or ask us to.

Your choices and rights

To update your information

Your notification settings and extra address are on the Account page. To change your sign-in email, your name, or booth details, tell us at the counter or email hello@syracuseantiques.com.

To stop notifications

Turn off sale notifications or daily emails on the Account page at any time. Removing the app from a device also ends push notifications for that device.

To delete your records

On the Paid plan you can delete inventory, expenses, and other self-entered records yourself inside the portal. On the Free plan those pages are not available, so email us and we will delete them for you. To close your account entirely, open your Account page in the portal and press "Request account deletion" under "Close your account", or email hello@syracuseantiques.com from the email address on your account with the subject line "Delete my SAE Dealer Portal account." Either way we confirm with you by email first and process the request within 30 days. Your login, notification settings, messages, and self-entered records are removed; sales and payout records are kept for the accounting period described above and then removed.

To get a copy of what we have on you

Email us with the subject "Data export request" from your account email. We'll reply within 30 days with a spreadsheet of everything linked to your account. On the Paid plan you can also export most of it yourself from the portal's Reports and Inventory pages.

Children

The portal is for SAE's booth-rental dealers, who are adults. We don't knowingly collect information from anyone under 18.

Changes to this policy

If we change this policy in a meaningful way, we'll update the "Last updated" date at the top and, for significant changes, message dealers through the portal. Continued use of the portal after a change means you accept the updated policy.

Contact

Syracuse Antiques Exchange
1629 N. Salina St
Syracuse, NY 13208
hello@syracuseantiques.com

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