Effective date: 11 December 2025
NTLO Embroidery & Clothing (“NTLO”, “we”, “our”, “us”) respects your privacy and processes personal information in accordance with the Protection of Personal Information Act, 4 of 2013 (POPIA) and applicable South African laws.
This policy explains what we collect, why we collect it, how we use and share it, how we protect it, and the choices available to you.
1) Who we are (Responsible Party)
NTLO Embroidery & Clothing
Email: leandrie@ntloemb.co.za • Phone/WhatsApp: +27 83 613 0399
Address: 11B Schmidtsdrift Rd, Rhodesdene, Kimberley, 8301
2) Scope
This policy applies when you visit our website(s), contact us, request quotes, place orders, pay invoices, collect deliveries, interact via WhatsApp/email/phone, or engage us at events. It covers information processed about customers, prospective customers, suppliers, and website visitors.
3) What we collect
We collect only what we need for lawful business purposes.
Identity & Contact – name, company, VAT number, email, phone/WhatsApp, billing and delivery addresses.
Order & Account – quotes, artwork briefs, size runs, product selections, approvals, order history.
Payment – payment references and confirmations (via secure providers). We do not store full card details.
Communications – emails, messages, call notes, support queries.
Files/Logos – logos, artwork, brand guidelines, proofs and sign-offs.
Website/Device – IP address, browser type, pages viewed, cookies/identifiers, error logs and security events.
Optional – testimonials or photos of finished garments only with your consent.
We do not intentionally collect special personal information (e.g., health, religious beliefs) and do not market to children.
4) How we collect it
-
Directly from you (forms, email, WhatsApp, phone, in person).
-
Automatically via our website (cookies, analytics, security).
-
From service providers (e.g., payment/courier status) and public sources in a B2B context for verification.
5) Lawful grounds for processing (POPIA s11)
We process information when:
-
Contract/steps to contract – to provide quotes, fulfil orders, deliver goods, manage returns.
-
Consent – for optional marketing, testimonials, portfolio use of your logo/photos.
-
Legal obligation – tax, accounting, record-keeping, regulator requests.
-
Legitimate interests (ours/third parties) – running and securing our business, fraud prevention, improving services (balanced against your rights).
6) Purposes of processing
-
Respond to enquiries and provide quotes.
-
Artwork setup, embroidery digitising, sampling, approvals and production.
-
Deliveries/collections, invoicing and payment reconciliation.
-
Customer service, warranties/returns, after-sales support.
-
Website operation, performance analytics and security.
-
Legal, tax and audit requirements.
-
Marketing communications only with consent or as allowed for existing customers (see §10).
7) Cookies, analytics & tracking
Our website may use:
-
Essential cookies (security, session, cart).
-
Analytics cookies (site performance/usage).
-
Security/anti-spam tools.
You can manage non-essential cookies in your browser or via our cookie banner (if enabled). Blocking some cookies may limit site functions.
8) Direct marketing (POPIA s69)
-
We send marketing only with your consent, or if you are an existing customer and we market similar products.
-
You can opt out anytime using the unsubscribe link or by contacting us. We will keep minimal suppression records to honour your choice.
9) Sharing your information (Operators & recipients)
We share information only as needed for the purposes above and under written agreements where required:
-
Payment processors (card/EFT gateways).
-
Couriers/logistics for deliveries.
-
IT/hosting/email and site security/backup providers.
-
Production partners for specialised items (limited access, confidentiality bound).
-
Professional advisers (legal, tax, audit) and regulators when required by law.
We do not sell your personal information.
10) Photos, portfolio & testimonials
We will only feature your logo/garments in our portfolio, gallery or social channels with your prior approval. You may withdraw consent and we will cease future use.
11) Cross-border transfers (POPIA s72)
Some providers may store/process data outside South Africa (e.g., cloud email/hosting). We use providers that apply adequate protections and we conclude operator/data-processing agreements to safeguard your information.
12) Retention (how long we keep data)
We retain information only as long as necessary or required by law:
-
Orders/invoices/tax records: 5 years after the end of the relevant financial period.
-
Account/support/communications: generally up to 5 years after last interaction.
-
Marketing consent/preferences: until you unsubscribe or ask us to delete.
-
Artwork files/approvals: retained for reorders and warranty; delete on request where feasible.
13) Security safeguards (POPIA s19–22)
We implement reasonable technical and organisational measures, including HTTPS encryption in transit, access controls, least-privilege staff access, malware protection, backups, and operator contracts. If a data breach creating a real risk of harm occurs, we will notify affected individuals and the Information Regulator as required.
14) Your rights (POPIA s23–25)
You have the right to:
-
be informed about the collection and use of your information;
-
request access to your personal information;
-
request correction or deletion where legally appropriate;
-
object to certain processing (e.g., direct marketing) or withdraw consent;
-
lodge a complaint with the Information Regulator.
We may require proof of identity and may refuse requests where a lawful ground applies (e.g., statutory retention). To exercise your rights, contact our Information Officer at [privacy email].
15) PAIA requests (access to records)
Access to records under the Promotion of Access to Information Act, 2 of 2000 (PAIA) follows our PAIA Manual and the Regulator’s prescribed forms. Contact us for guidance or see the Information Regulator’s website.
16) Children
Our services target adults and business clients. We do not knowingly process children’s information for marketing or profiling.
17) CCTV & visitors (if applicable)
If you visit our premises, CCTV may operate for safety and security. Footage is retained for a limited period and accessed only by authorised personnel unless required by law.
18) Third-party links
Our website may contain links to external sites. Their privacy practices are governed by their own policies.
19) Changes to this policy
We may update this policy from time to time. The latest version will always appear on our website with the effective date above. Material changes may be communicated directly where appropriate.
20) Contact us (privacy requests & complaints)
Information Officer, NTLO Embroidery & Clothing
Email: leandrie@ntloemb.co.za • Phone/WhatsApp: +27 83 613 0399
Address: 11B Schmidtsdrift Rd, Rhodesdene, Kimberley, 8301
Information Regulator (South Africa): visit inforegulator.org.za for current contact details and complaint forms.
