CustomPatches.nl respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, request a quotation, submit artwork, place an order or communicate with our team.
We provide made-to-order custom patches, including embroidered, woven, PVC, printed, chenille and leather patches. Our services include artwork preparation, digital proof approval, manufacturing and delivery to customers in the Netherlands, Belgium and other European countries.
We process personal information in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR) and other applicable data protection laws.
By using our website, you can learn how your information is handled and what rights you have regarding your personal data.
1. Who We Are
CustomPatches.nl is an online business specialising in the design, production and supply of personalised patches for businesses, sports clubs, associations, clothing brands and individual customers.
The business responsible for processing personal information collected through this website is:
Trading Name: CustomPatches.nl
Legal Business Name: Custom Patches
Business Address: [Registered Business Address]
Email: support@custompatches.nl
Website: https://custompatches.nl/
The legal business named above is the data controller responsible for determining how and why personal information is processed through CustomPatches.nl.
For questions about this Privacy Policy or how we handle personal information, please contact us using the email address provided above.
2. Personal Information We Collect
We collect personal information when you interact with our website or use our custom patch services.
The information collected depends on how you interact with us.
Information You Provide Directly
When requesting a quotation, contacting our team or placing an order, we may collect:
- Full name
- Company or organisation name
- Email address
- Telephone number
- Billing and delivery addresses
- Order details and product specifications
- Payment and transaction information
- Artwork files, logos and design instructions
- Digital proof approvals and revision requests
- Messages exchanged with our customer support team
We only request information necessary to respond to your enquiry, prepare your order, manufacture your patches or fulfil our legal obligations.
Artwork and Design Information
Customers may submit artwork in formats such as AI, EPS, PDF, SVG, PNG or JPG.
These files may contain logos, names, photographs, employee details, membership information or other content that identifies individuals.
We process submitted artwork to assess production requirements, prepare quotations, create digital proofs and manufacture the requested patches.
Customers submitting artwork containing another person’s personal information should ensure they have an appropriate basis for sharing that information with us.
Information Collected Automatically
When you visit CustomPatches.nl, certain technical information may be collected through our website and supporting systems.
This may include:
- IP address
- Browser type and version
- Device type
- Operating system
- Pages visited
- Date and time of website access
- Referring website
- Technical errors and website performance information
This information helps us maintain website functionality, identify technical problems and protect our website against unauthorised access.
Any additional information collected through optional analytics or marketing technologies is subject to the relevant privacy and cookie requirements.
3. How We Use Your Personal Information
CustomPatches.nl uses personal information for specific business purposes.
Responding to Enquiries and Preparing Quotations
When you contact us or request a free quotation, we use your information to understand your requirements and prepare an appropriate response.
This may involve reviewing your artwork, confirming patch dimensions, discussing backing options and calculating production costs.
Processing Custom Patch Orders
We use customer information to fulfil orders for personalised patches.
This includes preparing digital proofs, confirming approved specifications, arranging production and communicating order updates.
Your artwork and approved design specifications may be shared with manufacturing partners where necessary to produce your order.
Delivering Your Order
We use your name, delivery address and relevant contact information to arrange shipment and provide tracking information.
Your information may be shared with delivery companies responsible for transporting your order.
Providing Customer Support
We process information when responding to questions about artwork, product quality, delivery, reorders, complaints, refunds or other customer service matters.
Maintaining Business Records
We retain relevant transaction information to maintain accurate accounting records, issue invoices and meet applicable tax and legal obligations.
Improving Website Functionality and Security
Technical information may be used to identify website errors, investigate suspicious activity, prevent abuse and maintain the security of our services.
Where optional analytics technologies process personal information, we use them only where an appropriate legal basis exists.
4. Legal Basis for Processing Personal Information
Under the GDPR, organisations must have a valid legal basis for processing personal data.
CustomPatches.nl processes personal information using the following legal bases, depending on the purpose.
| Purpose | Legal Basis |
|---|---|
| Preparing quotations requested by customers | Steps taken before entering into a contract |
| Manufacturing and delivering custom patches | Performance of a contract |
| Communicating about existing orders | Performance of a contract |
| Maintaining accounting and tax records | Compliance with legal obligations |
| Protecting the website against fraud and misuse | Legitimate interests |
| Handling general business enquiries | Legitimate interests or pre-contractual steps, depending on the enquiry |
| Sending optional marketing communications | Consent or another applicable lawful basis |
| Using non-essential tracking cookies | Consent |
Where processing relies on legitimate interests, we consider the necessity of the processing and its potential impact on individuals’ rights and freedoms.
Where consent is required, you can withdraw it at any time.
Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
5. How We Share Personal Information
We do not sell customer personal information to third parties.
However, we may share relevant information with service providers where necessary to operate our business and fulfil customer orders.
These may include:
Manufacturing partners: Artwork, approved digital proofs and relevant production instructions may be shared with the manufacturers responsible for producing your custom patches.
Delivery companies: Your name, delivery address and necessary contact details may be shared with couriers handling your shipment.
Payment service providers: Where applicable, payment information may be processed by the provider responsible for securely completing your transaction.
Website hosting and technical service providers: Providers supporting website hosting, email communication, security and technical maintenance may process relevant information on our behalf.
Accounting and professional service providers: Relevant information may be shared with accountants or professional advisers where necessary for legitimate business and legal purposes.
Public authorities: Information may be disclosed where required by applicable law or a valid legal request.
We limit the information shared to what is necessary for the relevant purpose.
Where required, we establish appropriate contractual arrangements with service providers that process personal data on our behalf.
6. International Data Transfers
CustomPatches.nl serves customers in the Netherlands, Belgium and other European countries.
Some service providers involved in website hosting, communication, payment processing or manufacturing may operate outside the European Economic Area (EEA).
Where personal information is transferred outside the EEA, we ensure that an appropriate legal transfer mechanism applies.
Depending on the destination and circumstances, this may include an adequacy decision issued by the European Commission or approved Standard Contractual Clauses together with any necessary supplementary safeguards.
You may contact us to request further information about international transfers affecting your personal data and the safeguards applied.
7. How Long We Keep Personal Information
We retain personal information only for as long as necessary for the purpose for which it was collected, unless a longer period is required by applicable law.
Our retention periods depend on the type of information involved.
Quotation enquiries: We retain quotation information for [insert retention period] after the last relevant communication, unless the enquiry develops into an order or a longer period is justified.
Customer orders: We retain necessary order records for the duration of the transaction and any applicable legal, accounting, warranty or dispute-related retention period.
Accounting records: Where Dutch tax recordkeeping requirements apply, relevant business administration records are generally retained for seven years. Certain records may be subject to longer statutory periods.
Artwork and production files: Approved artwork and production files may be retained for [insert retention period] to support customer reorders and maintain consistency between production runs.
Customer support correspondence: We retain correspondence for [insert retention period], unless it must be retained for an ongoing dispute or another legitimate purpose.
Technical and security logs: These are retained for [insert retention period], according to their security and operational purpose.
When personal information is no longer required, we delete it or anonymise it where appropriate.
Customers may request information about the retention of their personal data by contacting us.
8. Cookies and Tracking Technologies
CustomPatches.nl may use cookies and similar technologies to support website functionality, remember preferences and understand how visitors interact with the website.
Cookies are small files stored on your device when you visit a website.
We distinguish between essential cookies and optional cookies.
Essential Cookies
Essential cookies support functions necessary for the website to operate.
These may include website security, session management and remembering privacy preferences.
Essential cookies generally do not require prior consent, although visitors must still receive appropriate information about their use.
Analytics Cookies
Analytics cookies may help us understand website traffic, identify technical issues and improve the user experience.
Whether consent is required depends on how these cookies are configured and their impact on visitor privacy.
Marketing Cookies
If marketing or advertising technologies are used, they may collect information about website interactions to measure advertising performance or deliver relevant advertisements.
Where required by law, these technologies are activated only after you provide consent.
You can manage your preferences through the cookie controls provided on our website.
For more detailed information, please refer to our separate Cookie Policy.
9. How We Protect Your Information
We take appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration and unlawful disclosure.
Our approach includes reviewing access to customer information, protecting website communications and limiting the use of personal data to legitimate business purposes.
Only individuals and service providers who require access to information for an authorised purpose should be given access.
Although we take reasonable steps to protect personal information, no method of internet transmission or electronic storage can guarantee absolute security.
If you believe that information you have shared with CustomPatches.nl has been compromised, please contact us promptly.
10. Your Rights Under the GDPR
If the GDPR applies to the processing of your personal information, you have several rights concerning how that information is handled.
Depending on the circumstances, these include:
Right of access: You can request confirmation of whether we process your personal information and obtain a copy of that information.
Right to rectification: You can request correction of inaccurate or incomplete personal information.
Right to erasure: You can request deletion of personal information where the legal requirements for erasure are met.
Right to restriction: You can request that we restrict certain processing activities in specific circumstances.
Right to data portability: You may request personal information in a structured, commonly used and machine-readable format where the right applies.
Right to object: You may object to certain processing activities, including processing based on legitimate interests and direct marketing.
Right to withdraw consent: Where we rely on consent, you can withdraw that consent at any time.
These rights are subject to applicable legal conditions and exceptions.
For example, we may need to retain certain transaction information to comply with tax or accounting obligations, even after receiving a deletion request.
To exercise your rights, contact us using the email address listed in Section 1.
We may request additional information where necessary to verify your identity before fulfilling a request.
We normally respond within one month of receiving a valid request. Where permitted by the GDPR, this period may be extended by up to two additional months for complex or numerous requests, and we will inform you of the extension.
11. Children’s Privacy
CustomPatches.nl provides custom patch manufacturing services to individuals, businesses, clubs, schools and other organisations.
Our website is not specifically directed at children.
We do not intentionally request personal information from children where parental authorisation is legally required and has not been obtained.
If you believe a child has provided personal information without the necessary authorisation, please contact us so that we can review the situation and take appropriate action.
12. Links to Other Websites
Our website may contain links to external websites, payment providers, delivery companies or other third-party services.
These websites operate under their own privacy policies and data protection practices.
We recommend reviewing the relevant privacy information before providing personal information to third-party websites.
CustomPatches.nl is not responsible for the privacy practices of independent websites outside our control.
13. Changes to This Privacy Policy
We may update this Privacy Policy when our business operations, website functionality, service providers or applicable legal requirements change.
The latest version will be published on this page, with the updated date displayed at the top.
Where a change materially affects how we process personal information, we will provide additional notice where required by law.
We encourage customers to review this page periodically.
14. Contact Us About Privacy
If you have questions about this Privacy Policy, would like to exercise your data protection rights or have concerns about how your information is handled, please contact us.
CustomPatches.nl
Email: support@custompatches.nl
Business Address: [Registered Business Address]
Website: https://custompatches.nl/
We aim to respond to privacy-related enquiries clearly and within the timeframes required by applicable data protection legislation.
If you believe your personal information has been processed unlawfully, you also have the right to lodge a complaint with the relevant data protection supervisory authority.
For the Netherlands, this is the Autoriteit Persoonsgegevens (Dutch Data Protection Authority).
Official website: https://autoriteitpersoonsgegevens.nl/