Privacy notice

Effective 15 September 2026. Version 1.5. Last updated 15 September 2026.

1. Who we are

The responsible party is Inkwell Creative Pty Ltd, a South African promotional distributor registered at CIPC (registration number 2026/743360/07), trading from Gauteng as Inkwell Creative. We coordinate in-stock branded apparel. We are not a factory. A sworn EME Level 1 affidavit is outstanding. Until it is commissioned, quotes do not include an ESD or Level 1 pack.

The Information Officer is the person holding that job title. Write to privacy@inkwellcreative.co.za. Registration of the Information Officer with the Information Regulator is a separate step. Until that filing exists, this mailbox is the contact.

Principal place of business: Gauteng, South Africa. We do not publish a street address on this site. National courier after dispatch. Domain: inkwellcreative.co.za.

2. What this notice covers

It covers personal information processed through this website and the mailbox, and the job card that follows a quote. Other South African law that sits next to POPIA here: the Promotion of Access to Information Act 2 of 2000 (PAIA), the Electronic Communications and Transactions Act 25 of 2002 (ECTA) for this electronic storefront, and the Cybercrimes Act 19 of 2020 if a security incident is a crime. The Consumer Protection Act 68 of 2008 may apply to some buyers; this notice does not replace those rights.

POPIA is the Protection of Personal Information Act 4 of 2013.

3. What we collect

The quote form asks for:

• your name
• school, agency, or company
• email address
• garment, sizes, quantity, needed-by date
• artwork notes (crest, placement, colours, vector status)

If a job proceeds we may also hold: digital proof, deposit and balance records, delivery name and address, decorator and supplier references, and the written job card. We do not ask for identity numbers, bank-card numbers, or passwords on this website.

This site does not set analytics cookies. It does not run a marketing pixel, a tag manager, or a third-party analytics script. HostAfrica may write ordinary web-server logs (for example date, path, and IP address) to operate and secure the host. Those logs are not a profile we sell.

4. How the enquiry form works

The form is a mailto stopgap. Submit opens your own mail client with a message to hello@inkwellcreative.co.za. This website does not store the form on our server. Processing by Inkwell starts when the mail arrives in that mailbox. Your mail provider is your choice; if that provider is outside South Africa, that transfer is yours, not a transfer we perform.

Supplying the fields is voluntary. If you do not send them we cannot quote. A human still sends every quote. This page never prints a price or a dispatch date by itself.

5. Why we process, and on what lawful basis

We process to reply to an enquiry, quote subject to stock at confirmation, take a 60% deposit and approved proof, decorate, run the Quality Gate, and dispatch within the Five-Day SLA. POPIA section 11 bases we rely on:

• 11(1)(b) — steps at your request before a contract, and performance of that contract if you order
• 11(1)(c) — a legal obligation (tax and accounting records if a job is paid)
• 11(1)(d) — a legitimate interest in fulfilling the job, preventing fraud, and defending a complaint, balanced against your rights

We do not use consent as a blanket basis for the enquiry. Where we later want to send non-job marketing, we will ask separately. We do not buy mailing lists. We do not make automated decisions that legally affect you. WhatsApp on +27 81 592 6818 is a public click-through. Those chats are personal information. Meta (WhatsApp) is an operator and may store the chat outside South Africa. Opening that chat is a step you take at your request before a contract (POPIA section 11(1)(b)).

6. Who we share with

We do not sell personal information. We share only what a job needs:

• HostAfrica — year-1 hosting and the hello@ mailbox (operator)
• WhatsApp / Meta — chats on +27 81 592 6818 (operator)
• Suppliers of blanks — style, size, and quantity once an order is placed
• Decorators — artwork, placement, and count, under a written slot
• Courier — delivery name, phone if you give one, and address at dispatch
• Bank — payment references for the 60% deposit and the balance
• Professional advisers — accountant or attorney if a matter requires them

Those parties are operators or separate responsible parties for their own systems. We do not authorise them to use your information for their marketing.

7. Cross-border transfers

HostAfrica is a South African host. We do not send enquiry mail to a foreign processor as a design. A decorator, courier, or your own mail provider may store a copy outside the Republic. If we must transfer personal information outside South Africa we will do so only as POPIA Chapter 9 allows (including adequate protection or your consent where that is the lawful path).

8. Children and special personal information

This website does not seek personal information of children under 18. A school or agency client may later send sizes or a name list for a job. We treat that as the client’s instruction. Do not paste learner identity numbers, health data, or photographs of children into the artwork field. We do not collect special personal information (race, health, biometric, criminal, religious) on this form. If it arrives by mistake we delete it unless a law requires us to keep it.

9. How long we keep it

• Enquiries that do not become a job: up to 12 months, then delete from the mailbox and any job-card draft
• Quoted jobs that are declined: up to 12 months unless a dispute is open
• Paid jobs: for the work, then for the SARS record period (generally five years after the relevant year of assessment)
• Server logs: as HostAfrica retains them for host operations, not as our marketing file

10. Security

Access to the mailbox and job cards is limited to the Information Officer. The public site is static files on HostAfrica shared hosting. There is no public database of enquiries. Artwork files are kept with the job card. This is a small operation, not a dedicated security team. If we have reasonable grounds to believe personal information has been accessed or acquired by an unauthorised person we will notify the Information Regulator and the affected data subject as soon as reasonably possible, as POPIA section 22 requires.

11. Your rights

Subject to POPIA you may:

• ask whether we hold your personal information, and access it
• ask us to correct or delete it when it is inaccurate, excessive, or no longer needed
• object to processing that relies on legitimate interests, or to direct marketing
• withdraw consent where consent was the basis
• lodge a complaint with the Information Regulator

Write to privacy@inkwellcreative.co.za with enough detail to find you (name, organisation, and the email you used). We may need to verify identity before we release a record. We aim to respond within a reasonable time, and within PAIA’s 30 days where you make a formal access request.

12. Complaints — Information Regulator

You may complain to the Information Regulator of South Africa if you believe we have interfered with your protection of personal information.

13. PAIA — access to records

Inkwell Creative Pty Ltd is a private body under PAIA. This section is the website copy of our section 51 particulars. A full manual on the Regulator’s template is available on request at privacy@inkwellcreative.co.za.

Records we hold that may be requested (subject to PAIA grounds of refusal):

• this website and the lookbook files (already public)
• enquiry mail and job cards
• quotes, digital proofs, and Quality Gate notes
• invoices, deposit confirmations, and dispatch records
• supplier and decorator correspondence for a job

Automatically available: the public pages under inkwellcreative.co.za. Request other records by email to the Information Officer. Use PAIA Form 2 from the Information Regulator where you can. Say which records, in what form, and provide a South African postal or email address. A request for your own personal information does not attract the PAIA request fee. Other requests may attract the prescribed request fee (currently R140) and access fees. We notify you of fees before we copy. We decide within 30 days, with one permitted 30-day extension for the grounds in PAIA. If we refuse, we say why and how to complain to the Information Regulator (PAIAComplaints@inforegulator.org.za) or to a court.

The Regulator’s PAIA guide is available from the Information Regulator.

14. ECTA particulars for this storefront

Full name: Inkwell Creative Pty Ltd (CIPC registration number 2026/743360/07). Trading as Inkwell Creative. Information Officer: the person holding that job title. Privacy: privacy@inkwellcreative.co.za. Enquiries: hello@inkwellcreative.co.za. Description of services: coordination of in-stock branded corporate apparel, Five-Day dispatch from a cleared 60% deposit and an approved digital proof. Prices are not listed on this site; a human quotes, subject to stock at confirmation. Payment: 60% deposit, balance before dispatch. No cash-on-delivery. First-order 30-day terms are declined. Governing law: Republic of South Africa. Branded garments made to your artwork are not a standard off-the-shelf consumer cooling-off purchase. EME Level 1 affidavit outstanding.

15. Changes

If we change how we process personal information we will update this page and the date above. Material changes to an active job will also be mailed to the address on that job card.