Effective October 12, 2026 (updated the same day to add commercial map licenses and the age requirement). This policy replaces the version dated September 2024.
This policy explains what personal information Ajax Cellars LLC, doing business as SommGeo, Aspen, Colorado (“SommGeo”, “we”, “us”) collects, why, who receives it, how long we keep it, and the choices you have. It covers sommgeo.com, the SommGeo apps at app.sommgeo.com and inventory.sommgeo.com (SommGeo Inventory), our emails, and our support. Our Terms and Conditions apply alongside it.
The short version. We collect what we need to run your membership and the apps. We do not sell personal information, and we do not use it for targeted advertising. We do not use your data, or the inventory data your business puts into SommGeo Inventory, to train AI models. You can ask us to see, correct, export or delete your information at any time by writing to support@sommgeo.com (for business data inside SommGeo Inventory, see section 4).
1. What we collect
| What | Examples | Where it comes from |
|---|---|---|
| Account details | Name, email address, username, password (stored only as a one-way hash), membership and subscription history | You, when you sign up or update your account |
| Location | City, state or province, and country. We do not ask for a street address unless the law later requires us to collect sales tax on your purchase, in which case checkout will say so | You, at sign-up or on your Account page |
| Payment details | Card or wallet details, billing postal code, transaction records. Stripe holds your card details; we see only the card brand, last four digits and expiry | You, through Stripe at checkout |
| Messages and support | What you write to us through the contact form, email or the app’s help, and our replies | You |
| SommGeo Inventory data | Products, costs, prices, quantities, counts, invoices and invoice images, sales reports, recipes, wine lists, supplier names, and the names, email addresses and roles of the people your organization invites. See section 4 | You, your team, and systems you connect |
| Commercial license details | Business name, websites and pages where maps appear, places pinned on the map, contact name and email | The business, when it applies for a commercial map license (section 5) |
| Usage and device data | Pages viewed, features used, approximate location derived from IP address, browser and device type, referring site, error reports, sign-in and security logs | Automatically, through cookies, analytics and server logs (section 3) |
We do not collect government ID numbers, and we do not knowingly collect sensitive information such as health, biometric or precise location data. Please do not send it to us.
2. How we use it
- To create and run your account and membership, give you access to maps, tools and apps, and process payments and renewals.
- To send service messages: receipts, renewal reminders, sign-in links, security alerts and notices about changes to our terms or this policy. These are part of the service and are not marketing.
- To send occasional news about SommGeo products. Every such email has an unsubscribe link, and unsubscribing does not affect your account.
- To answer questions and provide support.
- To understand how the site and apps are used so we can fix problems and improve them, using analytics described in section 3.
- To keep the service secure, prevent fraud and spam, and enforce our terms.
- To determine which taxes apply to a purchase, keep accounting records, and meet other legal obligations.
If you are in the European Economic Area, the United Kingdom or Switzerland, our legal bases are: performing our contract with you (account, membership, apps, support and service emails); our legitimate interests in securing SommGeo and preventing fraud and spam, and in emailing customers about similar SommGeo products, with an unsubscribe link in every email; your consent for analytics cookies, which you can refuse or withdraw at any time on our Opt-out preferences page; and legal obligation (tax and accounting records).
To create an account you must give your name, email address, username, city and country, and your state if you are in the United States. Without them we cannot provide a membership. Everything else is optional.
3. Cookies, analytics and tracking
We use cookies and similar technologies to keep you signed in, remember your choices, protect forms from spam, and measure how the site is used. You can see the cookies we use and change your preferences on our Opt-out preferences page, and you can block or delete cookies in your browser.
- Analytics. We use Google Analytics (through Google Site Kit), Jetpack Stats from Automattic, and Metricool to see which pages are visited and where visitors come from. These services set cookies and receive your IP address and device information. Google explains how it uses this data at How Google uses information from sites or apps that use its services, and you can opt out of Google Analytics with Google’s browser add-on.
- Embedded content. Our maps, 3D tours and videos are served from Esri ArcGIS, Cesium and Automattic (VideoPress). When you view them, those providers receive your IP address and device information to deliver the content.
- No advertising trackers. We do not run advertising networks or retargeting pixels, and we do not sell or share personal information for cross-context behavioral advertising.
- Browser signals. We treat a Global Privacy Control signal as a request to opt out of any sale or sharing of your personal information. Because we do neither, the signal does not change how the site works. Our site does not respond to “Do Not Track” signals, because no common standard exists for them. Third-party analytics providers named above may collect information about your activity over time and across different websites.
- SommGeo Inventory. inventory.sommgeo.com uses only the cookies and browser storage needed to keep you signed in and remember your settings. It has no advertising or analytics trackers. It sends error reports to Sentry when something breaks.
4. SommGeo Inventory
SommGeo Inventory is a business tool. Two kinds of information pass through it, and we handle them differently.
- Account and billing information about the people who subscribe and sign in (names, email addresses, roles, sign-in records). We decide how this is used, as described in this policy.
- Your organization’s inventory data: everything your team enters, imports, scans or connects, including product, cost, sales and supplier records and invoice images. (Sign-in details of the people you invite are covered by the first bullet.) We process this only on your organization’s behalf and on its instructions, to provide the service. Your organization owns it. We do not sell it, use it for advertising, or use it to train AI models.
Specifically:
- Who can see it. Only people your organization invites, at the role it gives them. Each organization’s data is separated at the database level. SommGeo staff do not open an organization’s data without a support access grant from its owner or an admin, except where needed to keep the service secure or to comply with law. Grants are visible in Settings, logged, and expire on their own.
- AI features. When you scan an invoice, run Fill Missing Data, match products or use the help assistant, the relevant image or text is sent to Anthropic’s API to be read and returned. Anthropic’s commercial terms do not allow it to train models on that data. Wine names may be sent to Liv-ex during import to identify wines; no costs or quantities are sent.
- Assistants you connect. If you connect Claude or ChatGPT to your inventory, data you ask the assistant about is sent to that provider under your own account and settings with them, and their privacy policy applies to it. Changes the assistant proposes wait for a person’s approval.
- Systems you connect. If you connect a point-of-sale, accounting or invoice system (for example Toast, QuickBooks Online, Xero, Ottimate or Fintech), only the data needed for that connection is exchanged. Credentials are stored encrypted and never displayed back. You can disconnect at any time in Settings.
- Getting it out and deleting it. Owners and admins can export everything from Settings, Export at any time. The owner can delete the organization from Settings, Data; after a 7-day window to change your mind it is permanently removed, and backup copies are overwritten on our providers’ backup schedules. Invoice images are deleted after 13 months by default, a period you can change in Settings.
- People invited by an organization. If your employer or another business invited you, that business controls your use of SommGeo Inventory and the data you enter there. Requests about that data should go to them first; we will help them respond.
5. Commercial map licenses and embedded maps
Businesses can license SommGeo maps for their own websites under our Commercial Map License Agreement.
- Licensees. When a business applies, we collect the business name, the websites and pages where maps will appear, the places to pin on the map, and a contact name and email address, and Stripe handles billing. We use this to review the application, run the license and enforce its terms.
- Visitors to a licensee’s website. An embedded map is served from sommgeo.com and Esri. When someone views one, we and Esri receive their IP address and browser details. We record the website and page address where the map loaded and which map and pin it showed, to deliver the map and enforce the license. The embedded map pages currently also load the analytics described in section 3. The licensee’s own privacy policy covers the rest of its website.
6. Who receives it
We share personal information with the service providers below, which help us run SommGeo, and when the law requires it. Most act only on our instructions. Some, such as Stripe and Google, also use data for their own purposes, such as fraud prevention or improving their services, under their own privacy policies.
| Provider | What for |
|---|---|
| Automattic (WordPress.com, Jetpack, Akismet, Gravatar, VideoPress, Crowdsignal) | Website hosting and delivery, site statistics, spam filtering of comments and contact forms, profile images, video hosting, polls and surveys |
| Stripe | Payment processing and fraud prevention; sales tax calculation if enabled |
| Google (Analytics, Site Kit) | Website analytics |
| Metricool | Website and social media analytics |
| Resend | Delivery of account, receipt and app emails |
| Esri (ArcGIS Online) and Cesium | Map, terrain and 3D tour content |
| Supabase | Database, sign-in and file storage for SommGeo Inventory |
| Vercel | Hosting for app.sommgeo.com and inventory.sommgeo.com |
| Anthropic | Reading invoices, matching and completing product data, and the help assistant in SommGeo Inventory |
| Sentry | Error reports from SommGeo Inventory |
| Liv-ex | Wine name identification during import (wine names only) |
We may also disclose information when required by law or legal process, to protect the rights, safety or property of SommGeo, our users or others, or to a buyer or successor if the SommGeo business is sold or reorganized, in which case this policy continues to apply to your information. We tell users about any such transfer.
7. We do not sell your information
We have not sold personal information in the past 12 months and do not sell it. We do not share it for cross-context behavioral advertising, and we do not use it to make decisions about you that produce legal or similarly significant effects.
8. How long we keep it
| Information | How long |
|---|---|
| Account details and location | While your account is open. If you ask us to delete your account, we delete or anonymize it within 30 days, except what we must keep for the reasons below |
| Payment and tax records | As long as tax and accounting law requires, generally up to 7 years |
| Support messages | As long as needed to help you and keep a record of what was agreed, generally no more than 3 years |
| SommGeo Inventory data | While your organization’s subscription is active, and afterwards until the owner deletes the organization or asks us to. We may delete an organization that has been lapsed for more than 90 days, after emailing the billing address and the owner at least 14 days beforehand. Invoice images: 13 months by default |
| Commercial map licenses | License details while the license is active, then as payment records above. Records of where embedded maps loaded: as long as needed to enforce the license, generally no more than 24 months |
| Analytics data | Google Analytics: no more than 14 months. Jetpack Stats and Metricool: according to their retention settings. Server and security logs: on our hosting providers’ standard schedules |
| Backups | Deleted data leaves backups as our providers overwrite them on their regular schedules |
9. Your choices and rights
Wherever you live, you can ask us to:
- tell you what personal information we hold about you and give you a copy in a portable format;
- correct information that is wrong (most of it you can edit yourself on your Account page);
- delete your information, subject to records the law requires us to keep;
- stop sending you marketing emails (use the unsubscribe link or tell us);
- stop using your information for a purpose you object to, where the law gives you that right.
Send requests to support@sommgeo.com. We will confirm who you are, usually by asking you to reply from the email address on your account, and respond within 30 days, or sooner where the law requires. You may use an authorized agent if you give them written permission. We will not treat you differently for exercising these rights. If we decline a request, we will tell you why, and you may ask us to reconsider by replying to our decision.
US state privacy laws. Residents of California, Colorado, Connecticut, Virginia and other states with consumer privacy laws have rights similar to those above. We honor them for everyone, whether or not those laws apply to a business of our size. California residents: the categories of information we collect are listed in section 1, their sources and purposes in sections 1 and 2, the providers who receive them in section 6, and we do not sell or share them.
EEA, UK and Switzerland. You also have the right to restrict processing, to object to processing based on legitimate interests, to withdraw consent at any time, and to complain to your local data protection authority.
10. Where your information is processed
SommGeo is based in the United States, and our providers store and process information mainly in the United States. Liv-ex is in the United Kingdom. If you use SommGeo from outside the United States, your information is transferred to and processed in the United States, where privacy laws may differ from yours. Where the law requires it, we rely on the EU-US Data Privacy Framework or Standard Contractual Clauses offered by our providers. You can ask us for a copy of these safeguards at support@sommgeo.com.
11. How we protect it
Connections to sommgeo.com and our apps are encrypted, passwords are stored only as one-way hashes, and card details are handled by Stripe and never reach our servers. SommGeo Inventory separates each organization’s data at the database level, encrypts stored data, stores connection credentials encrypted, logs changes and support access, and offers two-step sign-in. No system is perfectly secure. If a breach affects your personal information, we will notify you and the authorities as the law requires, for Colorado residents within 30 days.
12. Age
SommGeo is about wine and is meant for adults of legal drinking age. Account holders must be at least 21, and of legal drinking age where they live if that is higher. People a business invites to SommGeo Inventory must be at least 18 and old enough under local law to handle alcohol in their job. We do not knowingly collect personal information from anyone below these ages. If you believe someone underage has given us information, tell us and we will delete it.
13. Changes to this policy
We will post any change here with a new effective date. If a change is material, we will also email account holders at least 14 days before it takes effect.
14. Contact
Questions or requests: support@sommgeo.com, or write to Ajax Cellars LLC, doing business as SommGeo, Aspen, Colorado. Our contact form also works.