1. Purpose

     The purpose of this policy is to establish business processes and procedures for accepting payment cards here at Saponify Naturals LLC online store that will minimize risk and provide the greatest value, security of data, and availability of services to each customer within the rules and regulations established by the Payment Card Industry (PCI) and articulated in the PCI Data Security Standards (DSS). Additionally, these processes are intended to ensure that payment card acceptance procedures are appropriately integrated with the Saponify Naturals, LLC’s financial and other systems.

2. Background

     In response to increasing incidents of identity theft, the major payment card companies created the Payment Card Industry Data Security Standard (PCI DSS) to help prevent theft of customer data. PCI DSS applies to all businesses that accept payment cards to procure goods or services. Compliance with this Standard is enforced by the payment card companies and generally, noncompliance is

Security breaches can result in serious consequences for Saponify Naturals LLC including release of confidential information, damage to reputation, the assessment of substantial fines, possible legal liability and the potential loss of the ability to accept payment card and eCommerce payments.

3. Definitions


     The customer to whom a payment card has been issued or the individual authorized to use the card.

Cardholder Data: 

     All personally identifiable data about the cardholder (i.e., account number, expiration date, cardholder name.)

Cashiering Services:

    Saponify Naturals LLC processes through Authorize.net and any security protocols have been administered         through that process and processor.


     The process of converting information into an unintelligible form to anyone except holders of a specific cryptographic key. Use of encryption protects information between the encryption process and the decryption process against unauthorized disclosure.

Merchant or Merchant Department:

     For the purposes of the PCI DSS and this policy, a merchant is defined as any Saponify Naturals consultant or other entity that accepts payment cards bearing the logos of any of the five members of the Payment Card Industry Security Standards Council (American Express, Discover, JCB, MasterCard orVISA) as payment for goods and/or services, or to accept donations.

Merchant Department Responsible Person (MDRP):

     A management employee within a department who has primary authority and responsibility for payment card and eCommerce transaction processing within that department.

Payment Card:

     Any payment card/device that bears the logo of American Express, Discover Financial Services, JCB International, MasterCard Worldwide, or VISA, Inc.

Payment Card Account Change:

Any change in the payment account including, but not limited to:

  • The use of existing payment card accounts for new purposes;
  • The alternation of business processes that involve payment card processing activities;
  • The addition or alteration of payment systems;
  • The addition or alternation of relationships with third-party payment card service providers, and
  • The addition or alternation of payment card processing technologies or channel

Payment Card Industry (PCI) Data Security Standard (DSS):

     A multi-faceted security standard that includes requirements for security management, policies, procedures, network architecture, software design and other critical protective measures.

Sensitive Authentication Data:

     Security-related information (card validation codes/values, full magnetic-stripe data, or personal identification number (PIN)) used to authenticate cardholders, appearing in plain-text or otherwise unprotected form.

4. Applicability

     This policy applies to all Saponify Naturals LLC employees, contractors, consultants or agents who, in the course of doing business on behalf of the Saponify Naturals LLC, accept, process, transmit, or otherwise handle cardholder information in physical or electronic format.

     This policy applies to all Saponify Naturals consultants and administrative areas which accept payment cards regardless of whether revenue is deposited in Saponify Naturals financial account.

5. Acceptable Payment Cards

     Saponify Naturals LLC currently accepts VISA, MasterCard, Discover and American Express Card and has negotiated contracts for processing payment card transactions. Individual Saponify Naturals consultants may not use or negotiate individual contracts with these or other payment card companies or processors.

Prohibited Payment Card Activities

Saponify Naturals LLC prohibits certain credit card activities that include, but are not limited to:

  • Accepting payment cards for cash advances
  • Discounting a good or service based on the method of payment
  • Adding a surcharge or additional fee to payment card transactions
  • Using a paper imprinting system unless approval is granted by Cashiering Services

6. Payment Card Fees

     Each payment card transaction will have an associated fee charged by the credit card company. Payment card fees will be allocated to the CODB account.


     When a good or service is purchased using a payment card and a refund is necessary, the refund must be credited back to the account that was originally charged. Refunds in excess of the original sale amount or cash refunds are prohibited.

7. Chargebacks

     Occasionally a customer will dispute a payment card transaction, ultimately leading to a chargeback. In the case of a chargeback, the customer initiating the transaction is responsible for notifying the Saponify Naturals LLC consultant and for providing appropriate supporting documentation.

8. Maintaining Security

  • Departments and administrative areas accepting payment cards on behalf of the Saponify Naturals LLC are subject to the Payment Card Industry Data Security Standards (PCI DSS).
  • Saponify Naturals LLC prohibits the transmission of cardholder data or sensitive authentication data via email or unsealed envelopes through campus mail as these are not secure.
  • Saponify Naturals LLC requires that all external services providers that handle payment card information be PCI compliant.
  • Saponify Naturals LLC restricts access to cardholder data to those with a business “need to know.”
  • For electronic media, cardholder data shall not be stored on servers, local hard drives, or external (removable) media including floppy discs, CDs or thumb (flash) drives unless encrypted and otherwise in full compliance with PCI DSS.
  • For paper media, cardholder data shall not be stored unless approved for legitimate business purposes.

9. Responsibilities

Merchant Department Responsible Persons (MDRPs) are responsible for:

  • Executing on behalf of the relevant Merchant Department, Payment Card Account Acquisition or Change Procedures.
  • Ensuring that all employees (including the MDRP), contractors and agents with access to payment card data within the relative Merchant Department acknowledge on an annual basis and in writing that they have read and understood this Policy. These acknowledgements should be submitted, as requested, to the Saponify Naturals LLC Manager.
  • Ensuring that all payment card data collected by the relevant Merchant Department in the course of performing Saponify Naturals LLC business, regardless of whether the data is stored physically or electronically is secured. Data is considered to be secured only if all of the following criteria are met:
    • Only those with a "need-to-know" are granted access to payment card and electronic payment data;
    • Email should not be used to transmit credit card or personal payment information. If it should be necessary to transmit credit card information via email only the last four digits of the credit card number can be displayed;
    • Credit card or personal information is never downloaded onto any portable devices or media such as USB flash drives, compact disks, laptop computers or personal digital assistants;
    • Fax transmissions (both sending and receiving) of credit card and electronic payment information occurs using only fax machines which are attended by those individuals who must have contact with payment card data to do their jobs;
    • The processing and storage of personally identifiable credit card or payment information on Saponify Naturals LLC computers and servers is prohibited;
    • Only secure communication protocols and/or encrypted connections to the authorized vendor are used during the processing of eCommerce transactions;
    • The three or four digit validation code printed on the payment card is never stored in any form;
    • The full contents of any track data from the magnetic stripe are never stored in any form;
    • The personal identification number (PIN) or encrypted PIN block are never stored in any form;
    • The primary account number (PAN) is rendered unreadable anywhere it is stored;
    • All but the last four digits of any credit card account number are masked when it is necessary to display credit card data;
    • All media containing payment card or personal payment data is retained no longer than a maximum of six (6) months and then destroyed or rendered unreadable; and
    • Notifying the Saponify Naturals LLC Director, Information Security Management and Compliance (877) 216-2887 in the event of suspected or confirmed loss of cardholder data.

Information Technology Services:  shall regularly monitor and test the Saponify Naturals LLC Network and coordinate Saponify Naturals LLC compliance with the PCI Standard’s technical requirements and verify the security controls of systems authorized to process credit cards.

The Director, Information Security Management and Compliance:  shall maintain currency with the requirements of the PCI DSS and related requirements to ensure that this policy remains current and shall coordinate and lead any campus response to a security breach involving cardholder data.

The Manager, shall:

  • Provide training to ensure that university merchants are trained in accepting and processing payment cards in compliance with this policy;
  • Work with external vendors and coordinate payment card policies, standards, and procedures;
  • Serve as liaison between Financial Management Services, Information Technology Services, and Saponify Naturals LLC merchant for Payment Card account acquisition or change procedures;
  • Review and modify the Application for Payment Card Account Acquisition or Change as necessary.

Internal Auditing Services shall:

  • Periodically review university merchant compliance with this policy and the Payment Card Industry (PCI) Data Security Standards (DSS);
  • Identify unapproved payment applications or external vendors that collect payment card data on behalf of the university and notify Cashiering Services; and
  • When required, conduct the Saponify Naturals LLC PCI DSS Self-Assessment and complete the Saponify Naturals LLC Attestation of Compliance.

10. Payment Card Account Acquisition or Change Procedures

     All requests shall be reviewed by the Manager, the Director of Information Security Management and Compliance and the Director, Network Services. Saponify Naturals LLC shall respond to all applications

    The MDRP may appeal a decision to deny an application to acquire or change a payment card account to the Associate Vice President, Financial Management.

     Each auxiliary organization shall develop procedures for payment card account acquisition or change within their organization.

11. Wireless Technology

     Saponify Naturals LLC discourages the use of wireless technology to process or transmit cardholder data.  If the use of wireless technology is approved, the storage of cardholder data on local hard drives, floppy disks or other external media is prohibited. It is also prohibited to use cut-and- paste and print functions during remote access. Activation of modems for vendors will be permitted only when no other alternative is available and will be immediately deactivated after use.

12. Sanction

     The Owner of Saponify Naturals LLC, may suspend credit card account privileges of any department or administrative unit not in compliance with this policy or that places the Saponify Naturals LLC at risk.  Any employee or consultant engaged in payment card activities will be responsible for any financial loss due to inadequate internal controls or negligence in adhering to the PCI Data Security Standard.

13. Training

    Employees who are expected to be given access to cardholder data shall be required to complete upon hire, and at least annually thereafter, security awareness training focused on cardholder data security. Employees shall be required to acknowledge at least annually that they have received training, understand cardholder security requirements, and agree to comply with these requirements.

Owner, Saponify Naturals LLC

Shane Cultice Signature

Shane Cultice, CNHP MSM

Saponify Naturals LLC

4663 US Route 62

Millersburg, OH 44654