Skip to main content

Merchant terms

Merchant Agreement

Effective May 12, 2026 · Last updated October 13, 2026

This Merchant Agreement (the “Agreement”) is between Shop Madeira LLC, an Ohio limited liability company with a mailing address of 7800 Montgomery Road, Unit #200, #1051, Kenwood, Ohio 45236, USA (“Shop Madeira”, “we”, “us”), and the Madeira-area business or community organization identified at signup (“Merchant”, “you”). It governs your participation in the Shop Madeira loyalty program and your use of the merchant portal at merchant.shop-madeira.com.

Shop Madeira is an independent neighborhood platform. It is not operated, funded, or endorsed by the City of Madeira or by any civic organization. Community organizations participate under this Agreement on exactly the same terms as businesses; where this Agreement says “business” or “merchant”, it includes a participating organization.

This Agreement applies in addition to our public Terms of Service and Privacy Policy. Where this Agreement and the Terms of Service conflict, this Agreement controls for your participation as a merchant.

1. Who can participate

To participate as a merchant you must:

  • Be a business or a community organization with a physical address inside Madeira, Ohio (ZIP 45243): a storefront, a service location, an office, a meeting place, or a mailing address for an organization whose listing is set to Online.
  • Hold a current vendor’s license, professional license, or other registration required to operate your business under Ohio law; for a community organization, whatever registration its form requires, if any.
  • Be at least 18 years old and able to bind the business named in your signup.
  • Verify ownership of the listing using at least two of the methods we accept: the business phone number, the business email address on the listing, a copy of your Vendor’s License, or a photograph of your storefront with a code we provide.

We approve, decline, suspend, or remove listings and promotions only for a reason set out in our published Listing & promotion standards, applied the same way to every member, and we tell you which reason applied. We run no promotions of our own and do not rank or feature members by anything other than the rules on that page.

2. Your listing

  • You are responsible for keeping the listing accurate, hours, address, phone, photos, perks, and team members.
  • You grant Shop Madeira a non-exclusive, royalty-free, worldwide license to display your name, logo, listing copy, and uploaded photos on shop-madeira.com, in the iOS app, in email communications to neighbors who have opted in, and in printed Shop Madeira collateral. The license ends when you remove the listing or terminate this Agreement.
  • You represent and warrant that you own or have the right to use every photo, logo, and piece of text you upload, and that none of it infringes a third party’s rights.
  • We may generate an AI-assisted cover photo while you finish uploading your own. AI-generated photos are labelled in the alt-text and removed the moment you upload a real one.
  • We may make minor, non-substantive edits to your listing for style consistency (capitalization, spacing, formatting). We will not change pricing, hours, or perks without your consent.

3. The loyalty program

  • Customers earn stamps when they check in at your storefront via the Shop Madeira app or web wallet. Stamps are issued, recorded, and reversed by Shop Madeira; you do not need to track them yourself.
  • You may configure one or more perks (free items, discounts, exclusive products) that customers can redeem at a stamp threshold you set. You fund the perk yourself, Shop Madeira does not reimburse you for redeemed perks.
  • You agree to honor any perk you configure for as long as it appears active in the merchant portal. If you need to retire a perk, deactivate it from the portal at least 24 hours before honoring it for the last time.
  • You agree to honor Saturday and event-day multipliers configured by Shop Madeira (for example, 2× on Saturdays, with higher multipliers on designated event days as published on the events calendar) at no extra cost to the customer.
  • You may not condition stamps or perks on the purchase of an unrelated product, on tipping, on signing up for any other program, or on sharing the customer’s personal information beyond what the app collects.
  • We may reverse stamps and revoke perks awarded as a result of suspected fraud, refunded transactions, or a violation of these terms.

4. Pricing and billing

Participation is free for every member inside 45243, business or organization alike. There is no subscription fee, no per-stamp, per-check-in, per-redemption, or percent-of-sale charge, and no hardware to buy — the state shown at /for-businesses/pricing. We do not hold a payment method for you, and no billing terms apply to your participation.

5. Customer data

  • Shop Madeira is the data controller for the neighbor-side data and the data trustee for the program as a whole.
  • The merchant portal shows you aggregate numbers: stamps issued, how many different neighbors visited, rewards redeemed, and how often your shop’s page was viewed and its phone, directions, and website links were tapped.
  • It also lists the neighbors who visit your shop. For each neighbor who has visited, you see their first name and last initial (such as “Sara K.”), how many stamps they have earned at your shop, how many times they visited in the last 30 days, when they last visited, and their standing level (for example, Neighbor or Resident). You also see your shop’s recent check-ins and perk redemptions, each with a first name and last initial, and any note a neighbor sends your shop with the nudge button.
  • We do not show you a neighbor’s full name, email address, phone number, street address, date of birth, or activity at other shops. Section 6.2 of the Privacy Policy lists exactly what a shop sees.
  • You agree to use what the portal shows you only to run your own perks inside Shop Madeira. You will not try to find a neighbor’s contact details or street address from it, not combine it with other data sets in a way that would identify a neighbor further, and not share Shop Madeira data with any third party.
  • Customer data is never sold. Shop Madeira does not sell neighbor data to anyone, and you agree you will not sell or transfer Shop Madeira data to anyone either.

6. Your team

You may add team members to the merchant portal so they can scan stamps and run perks. Each team member must use their own login. You are responsible for:

  • Granting and revoking access for the people who work in your shop.
  • Ensuring team members understand the program and honor perks the way the portal shows them.
  • The actions taken by anyone you authorize on your account, just as you would be for any other workplace tool.

7. Conduct

You agree NOT to:

  • Issue stamps to customers who did not actually visit your storefront (no “stamp farming”), or to yourself.
  • Refuse to honor a stamp or perk because of the customer’s race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, source of income, or any other characteristic protected by applicable law.
  • Use Shop Madeira to solicit customers off-program, to bait them into a different loyalty program, or to send them communications unrelated to the perk they redeemed.
  • Misrepresent the value of a perk in your listing, including listing a perk you do not intend to honor.
  • Reverse-engineer, scrape, or attempt to derive the source code of any part of the merchant portal, the scanner app, or the worker.
  • Use Shop Madeira data, including the numbers and the neighbor list the portal shows you, to compete with Shop Madeira itself or to operate a competing loyalty program.

Material violations may result in immediate suspension of your account, removal of your listing from the directory, and termination of this Agreement.

8. Indemnity

You will indemnify and hold harmless Shop Madeira, its officers, employees, and contractors from and against any claim, loss, or liability arising out of:

  • Your listing content, including any photo, logo, or copy you upload.
  • A perk you offered through Shop Madeira (including a customer’s claim that you failed to honor it as listed).
  • Your goods or services delivered to a customer who reached you via Shop Madeira.
  • Your violation of this Agreement or of any applicable law.

9. Limitation of liability

To the maximum extent permitted by law, Shop Madeira’s aggregate liability to you under or in connection with this Agreement is limited to the greater of (a) the fees, if any, you paid to Shop Madeira in the twelve months immediately preceding the claim, or (b) one hundred US dollars. Shop Madeira is not liable for indirect, incidental, consequential, special, exemplary, or punitive damages, lost profits, lost data, or loss of goodwill, even if advised of the possibility.

10. Term and termination

  • This Agreement begins when you sign up for the program and continues until either party terminates it.
  • You may terminate at any time, yourself, from the merchant portal. As the shop’s owner, open Settings, go to Leave Shop Madeira at the bottom of the page, type your shop’s name and press Leave Shop Madeira. It takes effect at once, and it does exactly this:
    • Your listing stays in the public directory, no longer claimed by you. Neighbors can still find it, see its name, address, hours, phone, website and map location, and check in there by location, as at any listing nobody has claimed. If you had switched check-ins to a QR code, they go back to by location. A listing already removed under our takedown policy stays removed.
    • Every perk you offered ends: all of your rewards and promotions end so neighbors cannot claim new ones, a running Top customers board stops, and your stamp card reward line and your “From the owner” quote come off your listing.
    • Any reward code a neighbor claimed but has not used is cancelled, and the stamps they spent on it are returned to them. You are not asked to honor a cancelled code.
    • Photos you uploaded are deleted from your listing. Photos that did not come from you may stay.
    • You and everyone on your team lose access to your shop in the merchant portal, and team invitations not yet accepted are cancelled. No one’s Shop Madeira account is deleted.
    • Stamps neighbors already earned at your shop stay with them.
  • There is no billing cycle to wait out and no invoice to settle. You may claim the listing again later through the ordinary claim process. To have the listing removed from the directory altogether, use our takedown policy instead.
  • We may terminate this Agreement on sixty days’ notice for convenience, or immediately for cause (material breach of this Agreement, fraud, repeated failure to honor perks, or a court order). If we discontinue the program, we will give you sixty days’ notice except in an emergency.
  • Sections 5 (Customer data), 7 (Conduct), 8 (Indemnity), 9 (Limitation of liability), and 11 (Governing law) survive termination.

11. Governing law

This Agreement is governed by the laws of the State of Ohio, without regard to its conflict of laws rules. The exclusive venue for any dispute arising out of or relating to this Agreement is the state or federal courts located in Hamilton County, Ohio, and you consent to personal jurisdiction in those courts.

12. Changes

We may update this Agreement to reflect changes in the program. We will give you at least sixty days’ notice by email before a material change to this Agreement or to the program takes effect. If you continue to use the merchant portal after a change takes effect, you have accepted the change. If you do not accept a change, you may terminate this Agreement before the change takes effect under Section 10.

13. Contact

Questions about the program go to merchants@shop-madeira.com. Legal notices to Shop Madeira go to legal@shop-madeira.com with a copy by mail to Shop Madeira LLC, 7800 Montgomery Road, Unit #200, #1051, Kenwood, Ohio 45236, USA.