Privacy policy

Privacy Policy

Last updated: 1 October 2026

Keepsake Creative respects the privacy of our customers, website visitors, suppliers, business contacts and other persons whose personal information we process.

This Privacy Policy explains how Keepsake Creative collects, uses, stores, shares and protects personal information when you visit our website, request a quotation, place an order, communicate with us, subscribe to marketing communications, upload artwork or otherwise use our products and services.

Keepsake Creative processes personal information in accordance with applicable South African law, including the Protection of Personal Information Act 4 of 2013 ("POPIA").

For purposes of POPIA, Keepsake Creative is generally the responsible party in relation to personal information collected for our business activities. Certain service providers process personal information on our behalf as operators or service providers.

1. About Keepsake Creative

Goods and services are supplied by:

Keepsake Creative
Legal status: Close Corporation (CC)
Registration number: 2008/029279/23
South Africa
Business address: Coral Grove, 100 Rocky Close, Milnerton, Cape Town, 7441
Email: orders@keepsakecreative.co.za
Telephone / WhatsApp: +27 76 339 5772
Website: www.keepsakecreative.co.za

Privacy enquiries and requests relating to personal information may be directed to the contact details above.

2. Personal Information We May Collect

The personal information we collect depends on how you interact with Keepsake Creative.

It may include:

  • your name and surname;

  • business or company name;

  • job title or role where relevant;

  • email address;

  • telephone or mobile number;

  • billing and delivery addresses;

  • account or customer information;

  • quotation, invoice and purchase order information;

  • products ordered or requested;

  • quantities, product variations and specifications;

  • delivery and collection instructions;

  • order history and transaction information;

  • communications between you and Keepsake Creative;

  • artwork, logos, design files and branding instructions you provide to us;

  • information submitted through quote request, contact or upload forms;

  • marketing preferences;

  • information relating to payments and payment status;

  • IP address, browser, device and website usage information;

  • cookie and analytics information; and

  • other information that you voluntarily provide to us in connection with an enquiry, quotation, order or business relationship.

Payment card details may be collected and processed by Shopify, payment gateways, banks or other authorised payment service providers. Keepsake Creative does not ordinarily receive or store customers' complete payment card credentials.

3. How We Collect Personal Information

We may collect personal information:

  • directly from you;

  • when you visit or use our website;

  • when you create an account or place an online order;

  • when you request a quotation;

  • when you complete a contact or enquiry form;

  • when you upload artwork or other files;

  • when you contact us by email, telephone, WhatsApp or another communication channel;

  • when you accept a quotation or provide a purchase order;

  • when you make payment;

  • through cookies and similar website technologies;

  • from Shopify and other technology platforms used to provide our services;

  • from service providers acting on our behalf;

  • from suppliers, production partners, courier companies and fulfilment partners where relevant to an order;

  • from publicly available sources where lawful and appropriate; and

  • from business partners or other third parties where there is a lawful basis for doing so.

4. How We Use Personal Information

We process personal information only where reasonably necessary for legitimate business purposes and where permitted by law.

This may include processing information to:

  • respond to enquiries;

  • prepare quotations;

  • process and administer orders;

  • verify payments;

  • source products;

  • reserve or purchase stock;

  • prepare artwork and branding specifications;

  • obtain artwork approval;

  • arrange branding, printing, embroidery, engraving or other production services;

  • manage suppliers and production partners;

  • fulfil and deliver orders;

  • arrange courier or collection services;

  • provide tracking information;

  • process returns, replacements, credits or refunds;

  • communicate about an order or quotation;

  • provide customer support;

  • maintain customer and accounting records;

  • comply with tax, accounting and other legal requirements;

  • prevent fraud, misuse and security incidents;

  • improve our website, products and services;

  • analyse website and business performance;

  • send marketing communications where permitted by law;

  • manage customer reviews and feedback;

  • administer our ecommerce and business systems; and

  • establish, exercise or defend legal rights.

We aim to collect and process only the personal information reasonably necessary for the relevant purpose.

5. Shopify

Our online store is powered by Shopify.

Shopify provides ecommerce infrastructure that enables us to display products, manage our online store, process orders and provide related ecommerce functionality.

When you use our website or place an online order, information you provide may be transmitted to and processed by Shopify and its authorised service providers.

Shopify may process information in countries outside South Africa in accordance with its own privacy and data-processing arrangements.

Shopify may also process certain information for purposes for which Shopify acts independently, as described in Shopify's own privacy notices.

Where applicable, you may exercise privacy rights relating specifically to Shopify's processing through Shopify's privacy facilities.

6. Cloud Infrastructure, APIs and System Integrations

Keepsake Creative may use third-party cloud infrastructure, hosting services, databases, software platforms and application programming interfaces ("APIs") to operate and integrate our business systems.

These systems may be used, for example, to:

  • synchronise product information, stock availability and pricing;

  • connect supplier systems with our ecommerce platform;

  • process order information;

  • transmit fulfilment instructions;

  • manage branding or production requirements;

  • exchange order status information;

  • automate business processes; and

  • maintain secure operational records.

Where personal information is processed through these systems, we aim to limit the information processed to what is reasonably necessary for the relevant business purpose.

Our systems may use order references, product codes and other operational identifiers instead of duplicating customer personal information where customer details are not required.

Third-party cloud and integration providers may act as operators or processors of personal information on our behalf and may operate infrastructure outside South Africa.

7. Suppliers, Production Partners and Fulfilment Providers

Keepsake Creative sources products and coordinates branding and production through independent suppliers, wholesalers, production partners and fulfilment providers.

Where necessary to fulfil an order, we may share relevant information with these parties.

Depending on the circumstances, this may include:

  • product and quantity information;

  • branding requirements;

  • artwork;

  • order references;

  • delivery information;

  • contact details where necessary for delivery or fulfilment; and

  • other information reasonably required to perform the requested service.

We aim to provide suppliers and production partners only with the information reasonably necessary for their part of the order.

8. Courier and Logistics Providers

We may provide personal information to courier companies, logistics platforms, collection services and other delivery providers where necessary to deliver an order.

This may include:

  • recipient name;

  • business or company name;

  • delivery address;

  • telephone number;

  • email address;

  • collection or delivery instructions; and

  • information necessary to identify and track the shipment.

Courier and logistics providers may process this information in accordance with their own legal and operational obligations.

9. Payment Providers

Payments may be processed through Shopify, payment gateways, banks or other authorised payment providers.

These providers may collect and process information necessary to authorise and complete a transaction.

Keepsake Creative does not ordinarily store complete credit or debit card details.

Payment providers may process personal information according to their own privacy policies and legal obligations.

10. Other Service Providers

We may use third parties to provide services necessary to operate and improve our business.

These may include:

  • website and ecommerce providers;

  • cloud hosting and infrastructure providers;

  • software and API providers;

  • accounting and invoicing platforms;

  • customer relationship management systems;

  • email and communication providers;

  • analytics providers;

  • advertising platforms;

  • payment providers;

  • review platforms;

  • IT and security providers;

  • suppliers and production partners;

  • courier and logistics providers; and

  • professional advisers.

Where a service provider processes personal information on our behalf, we expect the information to be processed only for appropriate purposes and subject to suitable confidentiality, security and data-protection arrangements.

11. International Processing and Transfers

Keepsake Creative is based in South Africa, but some of the technology platforms and service providers we use operate internationally.

As a result, personal information may be transferred to, stored in or processed in countries outside South Africa.

This may occur through services such as ecommerce platforms, cloud infrastructure, hosting providers, software systems, analytics platforms and other technology or fulfilment services.

Where personal information is transferred outside South Africa, Keepsake Creative will take reasonable steps to ensure that the transfer complies with section 72 of POPIA.

Depending on the circumstances, this may include ensuring that the recipient is subject to:

  • applicable data-protection laws providing an adequate level of protection;

  • binding corporate rules;

  • contractual data-protection obligations or other binding agreements providing appropriate safeguards; or

  • another lawful basis for international transfer recognised under POPIA.

International processing does not change our responsibility to handle personal information lawfully and appropriately.

12. Cookies, Analytics and Similar Technologies

Our website may use cookies, pixels, analytics tools and similar technologies.

These technologies may be used to:

  • operate essential website functions;

  • remember preferences;

  • maintain shopping carts and sessions;

  • understand website usage;

  • measure website performance;

  • diagnose technical problems;

  • analyse traffic and conversions;

  • improve our website and services; and

  • measure or deliver advertising where permitted.

Some of these technologies may be provided by Shopify, Google or other third-party service providers.

You may be able to control certain cookies through your browser settings, cookie controls or other available privacy settings. Disabling certain cookies may affect website functionality.

13. Marketing Communications

Where permitted by law, we may use contact information to send customers and prospective customers information about Keepsake Creative products, services, promotions or other relevant business communications.

You may unsubscribe from electronic marketing communications at any time by:

Opting out of marketing communications does not prevent us from sending communications reasonably necessary to manage an enquiry, quotation, order, account, transaction or other existing business relationship.

We do not sell customer contact lists or personal information to third parties for their independent direct-marketing purposes.

14. Security of Personal Information

Keepsake Creative takes reasonable technical and organisational measures to safeguard personal information against loss, damage, unauthorised destruction, unlawful access, unauthorised processing, alteration or disclosure.

Depending on the systems involved, these measures may include:

  • password and access controls;

  • multi-factor authentication;

  • restricted administrative access;

  • encrypted communications;

  • secure cloud infrastructure;

  • secure API authentication;

  • appropriate management of system credentials and secrets;

  • access based on operational need;

  • system monitoring and logging;

  • software and security updates;

  • backups where appropriate; and

  • contractual confidentiality and security requirements for relevant service providers.

No electronic system or transmission method can be guaranteed to be completely secure. We therefore regularly consider the nature of the information being processed and the risks associated with the relevant systems.

15. Data Minimisation and System Logs

We aim not to collect, duplicate or retain personal information where it is not reasonably necessary.

Where technically and operationally appropriate, our integrations and systems may store order numbers, supplier references, product information or other non-personal operational identifiers rather than maintaining additional copies of customer personal information.

We also aim to limit the inclusion of personal information in system logs, diagnostic information and development or testing environments.

Testing and development should, where reasonably practicable, use fictitious, anonymised or appropriately sanitised information rather than live customer information.

16. Retention of Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected or subsequently processed, subject to applicable legal and regulatory requirements.

Retention periods may depend on factors including:

  • whether an order or customer relationship remains active;

  • accounting, tax or record-keeping requirements;

  • warranty or product-related requirements;

  • contractual obligations;

  • dispute-resolution requirements;

  • fraud prevention and security requirements; and

  • applicable limitation periods or other legal obligations.

When personal information is no longer required and there is no lawful reason to retain it, it will be deleted, destroyed, anonymised or otherwise disposed of as appropriate.

17. Your Rights Under POPIA

Subject to applicable law and any relevant exceptions, you may have the right to:

  • ask whether Keepsake Creative holds personal information about you;

  • request access to personal information held about you;

  • request correction of inaccurate, outdated, excessive or incomplete personal information;

  • request deletion or destruction of personal information where applicable;

  • object to certain processing of your personal information;

  • object to direct marketing;

  • withdraw consent where processing is based on consent, subject to applicable legal consequences;

  • request information about the identity or categories of third parties who have had access to your information where applicable; and

  • lodge a complaint with the Information Regulator of South Africa.

We may need to verify your identity before providing access to personal information or acting on certain requests.

Some requests may be subject to limitations or exceptions under POPIA or other applicable laws.

Requests may be sent to:

Email: orders@keepsakecreative.co.za
Telephone / WhatsApp: +27 76 339 5772

18. Information Security Incidents

If we have reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, we will investigate the incident and take appropriate steps in accordance with applicable law.

Where required under POPIA, this may include notifying the Information Regulator and affected data subjects.

19. Third-Party Websites and Services

Our website may contain links to websites, applications or services operated independently by third parties.

Keepsake Creative does not control the privacy or security practices of independent third-party websites and services.

Where you interact directly with a third party, you should review that party's applicable privacy policy.

20. Children's Personal Information

Our website and services are primarily intended for businesses and adult customers.

We do not knowingly collect children's personal information directly for purposes requiring parental or guardian consent without an appropriate lawful basis.

If you believe a child has provided personal information to us in circumstances where it should not have been collected, please contact us.

21. Disclosure Required by Law

We may disclose personal information where reasonably necessary to:

  • comply with a legal obligation;

  • respond to a lawful request from a regulator, court, law-enforcement authority or other competent authority;

  • protect or enforce our legal rights;

  • investigate fraud or unlawful conduct;

  • protect the rights or safety of customers or other persons; or

  • establish, exercise or defend a legal claim.

22. Business Changes

If Keepsake Creative is involved in a restructuring, sale, transfer, merger or other change affecting all or part of the business, relevant information may be transferred as part of that transaction where lawful and subject to appropriate safeguards.

23. Complaints

If you believe that Keepsake Creative has processed your personal information unlawfully or has not appropriately addressed a privacy request, please contact us first so that we have an opportunity to investigate the matter.

You also have the right to lodge a complaint with the:

Information Regulator (South Africa)
Website: inforegulator.org.za

24. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

  • our business;

  • our website;

  • suppliers or service providers;

  • technology and integrations;

  • our processing activities; or

  • applicable legal or regulatory requirements.

The updated version will be published on our website and the "Last updated" date will be amended accordingly.

25. Contact Us

Questions, objections, requests for access, correction or deletion, and other privacy enquiries may be directed to:

Keepsake Creative

Email: orders@keepsakecreative.co.za
Telephone / WhatsApp: +27 76 339 5772
Address: Coral Grove, 100 Rocky Close, Milnerton, Cape Town, 7441, South Africa