Summer Special ​ ​ ​ ​​ ​ ​ ​ ​       Warning: This product contains nicoti​ne, nicotine and as addictive chemical


Privacy Policy

Potomac Distro (“we”, “us”, or “the Company”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit or make a purchase from potomacdistro.com (“Site”). By using the Site, you agree to the collection and use of information in accordance with this policy. If you do not agree, please refrain from using our Site.

1. Information We Collect

We collect personal and business information that you voluntarily provide to us when registering an account, placing an order, or contacting us. This information may include: name, business name, shipping and billing address, email address, phone number, payment information (credit card details), and other details necessary to process your transactions. For wholesale account verification, we may also collect business credentials such as your resale tax ID, tobacco license, or other documents to confirm your business status. In addition, we may require a copy of a government-issued ID to verify that the account holder is over 21 and to comply with age-verification laws.

When you use our Site, our system may also automatically collect certain information about your device and browsing activity. This can include your IP address, browser type, device identifiers, the pages you visit, and the times/dates of your visits. We use this information for security and analytics – for example, capturing IP addresses helps us prevent fraud and keep your account safe by detecting suspicious logins or orders.

We utilize cookies and similar tracking technologies to enhance your experience. Cookies are small data files stored on your browser. They help the Site remember your preferences (e.g., keeping you logged in, storing items in your cart) and gather aggregate data about site traffic. We may also use cookies or third-party tools to analyze how users navigate the Site (e.g., which pages are most visited). You can set your browser to refuse cookies or alert you when cookies are being sent; however, some parts of our Site may not function properly without them.

Payment Information: When you make a purchase, you provide payment details. We use Shift4 to securely process credit card transactions, as noted above. Your payment information (e.g., card number, expiration date, CVV) is collected at checkout solely for processing the transaction – we do not store full credit card numbers on our servers for security reasons. Shift4, as our payment gateway, may store your card data in a secure, encrypted form (tokenization) if you choose to save a payment method for future purchases. You can read about how Shift4 protects your data in their privacy policy. We only receive limited confirmation details from the payment processor (such as an authorization code or last4 of your card) to record that payment was completed.

2. How We Use Your Information

We use the information we collect from you for the following purposes:

  • Order Processing & Service Delivery: Primarily, we use your personal and business information to process your wholesale orders and provide you with products and services. This includes using your information to fulfill and ship orders, send order confirmations and invoices, and process payments. Your email address may be used to send status updates on your order (e.g., order confirmation, shipping notification with tracking number).
  • Account Management: Information is used to create and maintain your account. This allows you to log in, view order history, and use saved settings like multiple shipping addresses. We also use it to verify your identity when necessary (for example, if you request a password reset or if we detect unusual account activity).
  • Communication: We may use contact information (email, phone) to communicate with you about your orders or account – for instance, if there is an issue or delay with an order, or to respond to your inquiries to customer support. We may also send you administrative emails (for example, updates to our terms or policies).
  • Marketing & Newsletter (Opt-in): If you opt-in to our newsletter or marketing communications, we will use your email to send you periodic updates about new products, special promotions, or industry news. These communications will be sent in accordance with applicable laws. Note: We automatically add new account holders to our wholesale email list to keep you informed of important announcements and deals (as this is considered a part of our service for active wholesale customers). However, you have the right to opt out of marketing emails at any time (see Section 5 below on Your Choices).
  • Improving Our Services: We may analyze how customers use our Site to improve the user experience and our offerings. For example, browsing data and cookie information help us understand usage patterns, optimize site navigation, and ensure our Site is user-friendly and functioning correctly. We also use information like purchase history to manage inventory and develop our product catalog to better serve our customers’ needs.
  • Fraud Prevention and Security: Collected data (like IP addresses and order history) may be used to screen for fraudulent transactions or breaches of our Terms. For instance, we might use your IP or device info to ensure an order isn’t coming from a high-risk location inconsistent with your business address, or to block malicious bot traffic. We also maintain records of past transactions and communications as required for account security, dispute resolution, or legal compliance.
  • Legal Compliance: We may use and retain your information as necessary to comply with our legal obligations, such as tax and accounting regulations (e.g., maintaining records of sales), age verification laws, reporting requirements under the PACT Act, or responding to lawful requests by public authorities.

3. How We Share or Disclose Information

Potomac Distro does not sell or rent your personal information to third parties for their own marketing purposes. We value your privacy. We only share information in the limited contexts described below, and always with appropriate safeguards:

·         Service Providers: We partner with trusted third-party companies to perform functions on our behalf, and we share information with them only to the extent necessary for their services. This includes:

·         Payment Processor: As noted, your payment details go through Shift4 for transaction processing.

·         Shipping Carriers: We provide your shipping name, address, and phone (and sometimes email) to carriers like USPS, UPS, or FedEx in order to deliver your orders.

·         Age Verification or Compliance Services: If required by law, we may use third-party age verification databases or services to confirm that account holders are of legal age. In such cases, certain personal information (like name, date of birth, address, or last 4 of SSN) might be verified through the service, but we do not store sensitive ID data permanently aside from a pass/fail confirmation.

·         Email Service Provider: If we send newsletters or bulk emails, we might use a platform (for example, MailChimp, SendGrid, etc.) to manage our mailing list. They would have access to your email address for the sole purpose of sending our communications.

·         Analytics Providers: We may use Google Analytics or similar tools to understand site traffic. These tools may set cookies or device identifiers. They process usage data (like page views, click behavior) to provide us reports. However, this information is aggregated and not personally identifiable in our reports. (You can opt out of Google Analytics by using their opt-out browser add-on if you wish.)

Each of these service providers is contractually obligated to handle your data securely and only for the purposes we dictate. For example, Shift4 handles your payment info under strict PCI-DSS standards, and our analytics or email providers are not allowed to use your info except to provide services to Potomac Distro.

  • Business Transfers: If Potomac Distro (or substantially all of its assets) were to be acquired by or merged with another company, customer information is typically one of the assets transferred. In such an event, your information would likely be transferred to the new owner so that the service can continue. We would seek to ensure the successor honors the commitments we have made in this Privacy Policy, and we would notify you of any change in data ownership or use.
  • Legal Requirements: We may disclose your information if required to do so by law or in the good-faith belief that such action is necessary to (a) comply with a legal obligation, such as a subpoena, court order, or government demand; (b) protect and defend the rights or property of Potomac Distro; (c) act in urgent circumstances to protect the personal safety of users of the Site or the public; or (d) protect against legal liability. For example, if regulators require records of tobacco product transactions, we may have to furnish certain details. Also, if a chargeback or fraud claim arises, we may provide transaction info to payment investigators or law enforcement.
  • Affiliated Companies: At this time, Potomac Distro operates as a single business unit. If in the future we have affiliates or subsidiaries, we might share information among our corporate family as needed to operate our business (for example, if we open a new distribution center under a related entity). Any such sharing would still be used for purposes consistent with this policy (e.g., fulfilling your orders or providing support). We will update this policy if our corporate structure changes in a way that affects your data.

Aside from the purposes above, any third-party with whom we share data will be bound to protect that data and use it only for the intended purpose. We strive to only work with partners that have strong privacy and security standards.

4. Data Security

Potomac Distro takes the security of your personal information seriously. We implement a variety of technical and organizational measures to protect your data from unauthorized access, use, or disclosure. These measures include, for example: - Encryption: Our Site is secured via HTTPS; information transmitted between your browser and our Site (such as personal details or login credentials) is encrypted in transit using SSL/TLS protocols. Sensitive data like credit card numbers are handled by our payment gateway (Shift4) and transmitted securely with encryption. - Access Controls: Internally, personal information is accessible only to those employees or contractors who need it to perform their job (for example, our shipping team needs your address, our billing team may need to handle payment issues, etc.). We restrict administrative access to our systems and require strong passwords and, where applicable, two-factor authentication for our staff tools. - Secure Storage: We store customer data in secure cloud databases with safeguards like firewalls, intrusion detection systems, and regular monitoring. We do not store plaintext sensitive financial information. Any saved payment tokens or passwords are stored in hashed or tokenized form. Documents provided for account verification (like business licenses or IDs) are stored securely and only for as long as necessary. - Training and Policies: Our team is trained on privacy best practices and we maintain internal policies to ensure your data is handled properly. We also periodically review our security procedures to incorporate new technology and methods as they become available.

However, please be aware that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee absolute security. You also play a role in security – remember to keep your account password confidential and log out of the Site when you’re finished, especially on shared or public devices.

In the unfortunate event of a data breach that affects your personal information, we will notify you and any applicable regulators as required by law. We will also take any needed steps to mitigate the breach and prevent future occurrences.

5. Your Choices & Rights

Opting Out of Communications: If you no longer wish to receive marketing or promotional emails from us, you may opt out at any time. Each promotional email we send includes an “Unsubscribe” link at the bottom. Click that link and follow the instructions to remove your email from our list. Alternatively, you can contact customer service at info@potomacdistro.com and request to be removed. Please note that even if you opt out of marketing, we may still send you transactional or account-related messages (such as order confirmations, invoices, shipping notices, or important updates to our terms or policies) as these are not promotional in nature.

Updating Account Information: You have the ability to access and update most of your account information directly by logging into your account dashboard on our Site. We encourage you to keep your information current (e.g., if your email or shipping address changes). If you need assistance correcting any information that you cannot modify, you can contact us for help.

Requesting Access or Deletion: Depending on the laws applicable to you, you may have certain rights regarding your personal information. For example, California residents have rights under the California Consumer Privacy Act (CCPA) and European Union residents under the GDPR (General Data Protection Regulation) – though note, our services are intended for U.S. businesses and not directed to the EU. These rights can include: - Right to Know/Access: You can request that we disclose what personal information we have collected about you and how we’ve used and shared it. - Right to Correction: You can request that we correct inaccurate personal information we hold about you. - Right to Deletion: You can request that we delete personal information we have collected from you (with some exceptions – e.g., we might retain data required for legal or internal business purposes). - Right to Opt-Out of Sale: (We do not sell data, so this is generally not applicable as described in Section 3.) - Right to Non-Discrimination: We will not discriminate or retaliate against you for exercising any of these rights in good faith.

If you would like to exercise any applicable rights or have questions about your personal data, please contact us at privacy@potomacdistro.com or info@potomacdistro.com with your request. We may need to verify your identity and residency to process certain requests (for instance, by asking you to confirm certain information on file or providing ID, as appropriate). We will respond within the timeframe required by law (typically within 30-45 days for verifiable requests). For deletion requests, note that we may retain some information as permitted by law – for example, transaction records for financial reporting, or information needed to prevent fraud or resolve disputes. We will inform you if any such exceptions apply.

Do Not Track Signals: Our Site does not currently respond to “Do Not Track” browser signals. At present, there is no consensus in the industry on how to interpret DNT signals, and we treat all visitors’ data as described in this policy, regardless of DNT. You can manage cookie preferences through your own browser settings.

6. Children’s Privacy

Our website and services are not intended for anyone under the age of 21. We do not knowingly collect personal information from minors. If you are under 21, you are not permitted to use the Site or provide any information to us. We do not sell products to individuals under legal age, and our registration process is designed to prevent underage account creation (including requiring business credentials and age affirmation). If we discover that we have inadvertently collected information from someone under 21, we will delete that information promptly. If you are a parent or guardian and believe we have information about a minor, please contact us so we can take appropriate action.

7. External Links

Our Site may contain links to external websites or resources that are not operated by Potomac Distro (for example, a manufacturer’s site, or an industry news article, etc.). This Privacy Policy applies only to information collected by Potomac Distro. If you click a third-party link, you will be directed to that third party’s site. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party sites or services. We encourage you to review the privacy policy of every site you visit if you have concerns. Potomac Distro’s inclusion of a link does not imply endorsement of the external site’s content or policies.

8. Data Retention

We will retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. For example, we keep your account information while your account is active and for a reasonable period thereafter in case you decide to resume purchases. We retain order records, communications, and other relevant data for at least several years, as needed for business records, audits, and legal compliance (e.g., tax, warranty, or regulatory reasons). When personal information is no longer needed, we will securely destroy or de-identify it.

If you request deletion of your data, we will remove the personal data that we are not obligated to keep. Certain information that has been aggregated or anonymized so that it can no longer be associated with you may be kept indefinitely for analytics or statistical purposes.

9. International Users

Potomac Distro is based in the United States and currently serves U.S. customers. If you are accessing our Site from outside the U.S., please be aware that your information will be transferred to, stored, and processed in the United States where our servers and central database are located. Data protection laws in the U.S. may differ from those in your country. By using our Site or providing us with information, you consent to the transfer of your information to the U.S. for processing as described in this policy. We will take steps to ensure your data is treated securely, but if you do not want your data transferred to or processed in the U.S., please do not use our services.

10. Policy Updates

We may update or modify this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or for other operational reasons. When we make changes, we will post the revised policy on this page with a new effective date. If changes are significant, we may also notify you via email or a notice on our homepage. It’s your responsibility to review this Privacy Policy periodically to stay informed of how we are protecting your information. Your continued use of the Site after any changes to this Privacy Policy constitutes your acceptance of the updated terms.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact us at:

Email: info@potomacdistro.com
Mail: Potomac Distro – Privacy Team
7201 Lockport Pl STE A, Lorton, VA 22079, USA
Phone: (855) 777-7580 (Mon–Fri, 9am–5pm EST)

Please indicate that your inquiry is related to privacy so it can be directed to the appropriate personnel. We will do our best to address your questions and resolve any issues to your satisfaction.

Thank you for entrusting Potomac Distro with your business and information. We value your privacy and will continue to work hard to protect it.