Privacy Policy | Northwest Custom Apparel

Who we are

Northwest Custom Apparel ("NWCA," "we," "us," "our") is a family-owned decorator in Milton, Washington, in business since 1977. Most of our customers are businesses, teams, schools and event organizers.

This policy covers what we collect and how we use it when you:

use teamnwca.com, including our quote pages, proof (mockup) pages, order-status pages and customer portal; or
contact us by email, phone, text or in person about a quote or order.

It works together with our Terms of Sale, Returns & Reprints and Shipping & Turnaround pages.

Your AE is always a good first stop. They can answer questions about this policy and make changes for you. Our address, phone, email and hours are under Contact us at the end of this page.

What we collect

Most of what we have, you give us. Some comes from using our site, and a little comes from others, such as your coach or your company's webstore.

When you browse the site

When you visit, our site receives basic technical details: your IP address, browser and device type, the page you came from and the pages you ask for.
Our server logs record these details and what you type into our catalog search. They can also include contact details from a form you send, such as your email or a delivery address.
If something on the site breaks, an error report goes to our error-tracking service. We mask email addresses and phone numbers in those reports.
We don't use analytics tools, advertising pixels, session recording or chat widgets.

When you ask for a quote or more information

This covers our Request a Quote and webstore inquiry forms, the quote cart, and sticker and banner quotes. It also covers seasonal forms, such as our holiday gift box, and art you upload for an "instant quote." We collect:

your name, company, team or organization, email and phone number;
how you'd like us to reply (email, call or text);
project details, such as products, quantities, decoration, the date you need things by, and notes;
a delivery address, if your request includes one; and
any artwork or logo files you upload.

When you save a quote cart, we email a copy to you and our sales team.

When you order and pay

This covers Custom Tees, Custom Caps, samples, and accepting or paying for a quote. We collect:

your name, company, email, phone, billing address, and shipping address or pickup choice;
what you ordered: products, sizes, colors, decoration and artwork;
on Custom Tees and Custom Caps, your artwork-rights confirmation and when you gave it;
when you accept a quote: the name and email you type, the time, and whether you'll pick up or have it shipped;
when you accept a quote or pay on teamnwca.com: which version of our Terms of Sale you agreed to, and when; and
for payments on teamnwca.com: the amount, your email and Stripe's payment reference.

Card payments. When you pay on teamnwca.com (Custom Tees, Custom Caps, paid samples or a quote payment), you pay on Stripe's hosted checkout page. When you pay an invoice through a link we email you, or at nw.manageorders.com, you pay through ShopWorks' payment service. Either way, you type your card on the payment company's page, not ours, and we never see or store your full card number.

Cards on file. If you authorize us to keep a card on file, we keep the cardholder's name, card type and issuing bank. We also keep the card's last four digits and expiration date, and your billing address, phone and email. The form can list your regular shipping addresses and the people you allow to use the card. You give the full number by phone, through a secure payment link or in person, and it goes straight into our payment service.

Business credit and tax exemptions. If you apply for credit terms, we collect business details. These include the legal name, Washington UBI number, owner and accounts-payable contacts, billing address, and bank and trade references. If you're tax-exempt or buying for resale, we keep your permit or certificate number, dates and exemption reason.

When you upload artwork

We keep the files you send, plus the mockups and proofs our art team makes from them.
Each uploaded file gets a private web link, so your quote, invoice and order can show it. Anyone who has that link can open the file, so share it with care.
Your artwork goes to the people and partners who produce your order. See Who we share information with.
Our Terms of Sale cover who owns artwork and what you promise about the art you send.

When you send a team roster

Coaches, team managers, schools and other organizers send us rosters so we can put names and numbers on uniforms.

A roster usually has players' names, numbers and sizes, plus the organizer's contact details.
You can use our online roster form, or send a spreadsheet or photo to your AE (we may use an AI tool to read a photo).
Our roster form keeps an unsaved draft in your browser. See Cookies and browser storage for how to clear it.
Please send only what we need to make the order: names, numbers and sizes.

When you approve a proof

We record which design you approved or the changes you asked for, when, and which version of our approval statement you agreed to.
Our team gets an email and a team-chat alert when you respond.

When you sign our Garment Liability Waiver

If you bring your own garments for us to decorate, you sign our Garment Liability Waiver online. We keep what you enter (your name, company, contact details, order number and items) and your typed signature. As a record of your e-signature, we also keep your IP address, browser details and the time we received it.

When you use the customer portal

The portal is by invitation only. There's no public sign-up.

To sign in, you type your email and we email you a sign-in link that works for 15 minutes. We record when you last signed in.
In the portal you can see your company's orders, invoices, quotes sent to your email, artwork, mockups, tracking, reward dollars and photos of finished orders.
We save the requests you send from the portal, such as reorders, new quotes, logo changes, account updates and reward redemptions. A copy goes to our sales team by email.

When you email, call, text or visit us

We keep what you send and tell us, and our team's notes about your requests and orders.
Phone, email and in-person orders go into our order system, just like online orders.
Requests sent through our other website, nwcustomapparel.net, go into the same records.

Information we get from others

Webstores. Our team, school, company and fundraising webstores run on separate store platforms, such as InkSoft. When you buy from one, your order (such as your name, shipping address and items) comes to us to make and ship. This policy covers how we use it.
Your organization. A coach, school or company contact may give us your name, size or number for a team or group order.
Public business information. We sometimes look up public information about a business, such as its website or industry, to prepare a quote or reach out.

How we use your information

We use your information to:

answer your questions and send quotes, proofs and order updates;
make, ship and deliver your order, or have it ready for pickup;
take payments, figure sales tax, and keep business, tax and accounting records;
run the customer portal, reorders and reward dollars;
handle reprints, claims and shipping problems (see Returns & Reprints and Shipping & Turnaround);
screen new inquiries for spam and very small one-off requests, so our team can focus on project requests;
keep a record of what you agreed to: accepted quotes and the Terms version, proof approvals, artwork-rights confirmations and signed waivers;
send marketing email and occasional printed mail to customers, which you can stop anytime (see Marketing email, texts and mail);
keep the site working and secure, fix errors and block spam; and
follow the law and protect our rights and our customers.

Photos of finished orders

We may photograph finished orders before they ship, as a record in case there's a claim. Portal customers can see approved photos of their finished orders.

As our Terms of Sale explain, we may also show photos of finished orders in our portfolio, on our website and on social media, unless you ask us not to. These photos show the products we made, not your personal information. We never sell your artwork, and we never say or suggest that you endorse us. To opt out, tell your AE or email sales@nwcustomapparel.com.

How we use AI tools

Our team uses Anthropic's Claude, an AI service, to:

screen new inquiries every day and set aside spam and very small one-off or personal requests. It sees the contact's name, company, email and phone, a short summary and the first lines of the request;
read roster photos, so we don't have to retype names;
check mockup images;
help prepare quotes. This can include your contact details, your company's account and order history with us, and your last shipping address; and
pull business contact details from public web pages, for our business outreach list.

Our staff also use Tavily, a web search service, to look up public information about a business.

These tools help our team, but your AE handles your quote and your order.

We share information with the service providers below, and in the few other cases listed after the table.

What they do for us	Who	What they receive
Database and file storage	Caspio	Contact details, quotes, orders, inquiries, rosters, uploaded files and portal access.
Art files	Box	Artwork, mockups and photos of finished orders.
Card payments on teamnwca.com	Stripe	Your email, what you're buying and the amount.
Invoice payment links and cards on file	ShopWorks' payment service	Payment details for invoices you pay by emailed link, and for cards kept on file.
Order management	ShopWorks (including ManageOrders)	Your name, phone, email, billing and shipping addresses, items and artwork links.
Webstore platforms	InkSoft (and any other store platform we use)	What shoppers enter at those stores' checkout, such as name, email, shipping address and items. Orders placed there come to us to make and ship.
Email from our website	EmailJS, sending through our Microsoft Outlook email	Quote copies, receipts, sign-in links, and proof and order notices, with the details shown in them.
Marketing email	Mailchimp	Contact details, such as name, email, phone, company and mailing address, and for some customers our notes on products they might need.
Printed mail	Click2Mail	Names, companies and mailing addresses for our holiday mailings.
Team messaging	Slack (our team's workspace)	New-inquiry alerts with name, company, email, phone and a short summary; art and proof notices.
AI tools	Anthropic (Claude); Tavily (web search)	See How we use AI tools.
Shipping	ShipStation, Stamps.com (postage), UPS, USPS and FedEx	The name, address, phone and email needed to ship and track your order.
Blank garments and production partners	SanMar; decorating partners, such as Supacolor for transfers	Your shipping address, if blank garments ship straight to you; your artwork, if a partner makes part of your order.
Sales tax	Washington State Department of Revenue	The street address, city and ZIP of Washington deliveries, to look up the tax rate.
Website hosting and error reports	Heroku; Sentry	Website traffic and server logs; error reports, with email addresses and phone numbers masked.
Fonts, icons, images and scripts	Google Fonts, Cloudflare (cdnjs), jsDelivr; SanMar's and Caspio's image servers	Your IP address and browser details when your browser loads their files.
Forms on our other website	JotForm	Requests sent through nwcustomapparel.net forms.

We may also share information:

when you ask us to or say it's OK;
when the law requires it, such as a valid subpoena or court order, or when we need to protect the safety, rights or property of our customers, our team or others; and
if our business changes hands. If NWCA is sold or merged, customer records would go to the new owner, who must follow this policy for information you gave us under it.

We never sell your personal information. We don't share it with other companies for their own marketing, and we don't use it for targeted advertising.

Cookies and browser storage

Cookies

Cookie	What it does	How long it lasts
`heroku-session-affinity`	Set by our web host on every visit, to send you to the same server each time.	Until you close your browser
`nwca_customer`	Keeps you signed in to the customer portal.	30 days
Staff and supplier sign-in cookies	Set only when our staff or suppliers sign in.	Until the browser closes (staff); 30 days (suppliers)

We don't use analytics, advertising or tracking cookies.
Stripe sets its own cookies on its checkout page. Stripe's privacy policy covers them.
A video in a blog post may let the video service (such as YouTube or Vimeo) set its own cookies.

What our pages keep in your own browser

Some pages save your work in your browser. It stays on your device, and we don't receive it unless you send the form or place the order.

What	Where	How long
Quote cart items	Your browser	We stop using it 24 hours after you start the cart, and clear it on your next visit.
A Custom Tees or Custom Caps design in progress, including your name, contact details and delivery address	This browser tab	Until you close the tab (ignored after 24 hours)
Sample cart	This browser tab	Until you close the tab or send your request
Unsaved drafts of our roster, credit application and tax-exemption forms, including player names	Your browser	Until you save, clear or print the form. We offer to restore a draft for 3 days; after that it stays until you clear it.
Portal reorder list	This browser tab	Until you close the tab

On a shared computer, use the form's Clear button when you're done, or choose "discard" when we offer to restore a draft. You can also clear this site's data in your browser settings.

Other companies' files and links

The companies whose fonts, icons, images and scripts our pages load (see Who we share information with) receive your IP address and browser details. Their own privacy policies cover what they do with it.

Links to other sites, such as Stripe's checkout or Google Maps directions, lead to pages covered by those companies' own privacy policies.

"Do Not Track" and Global Privacy Control

Our site doesn't track you across other websites, and we don't sell or share personal information for advertising. So a "Do Not Track" or Global Privacy Control signal has nothing to switch off. We treat every visitor the same way, whether or not your browser sends one.

Marketing email, texts and mail

Forms don't sign you up. Sending a quote, inquiry, roster or waiver form doesn't add you to a marketing list.
Customers. If you've ordered from us, we may send you occasional marketing email about products, seasonal deadlines and offers.
Businesses we reach out to. We may email businesses we think could use our services, using business contact details.
How to unsubscribe. Use the unsubscribe link in any marketing email, or ask your AE or sales@nwcustomapparel.com to take you off.
Order and account emails. Quotes, proofs, receipts, sign-in links and shipping notices aren't marketing, so unsubscribing doesn't stop them.
Printed mail. We sometimes send customers printed holiday mailings through a mailing service. To stop them, tell your AE or email us.
Texts. If you text us, we'll text back about your request or order. We don't send marketing texts.

Your choices

You can ask us to:

show you the information we have about you (portal customers can see much of it anytime);
correct it. In the portal, send an "Account details update" request, or tell your AE;
delete it. We'll delete your information unless we need to keep it. For example, we keep order and payment records for tax and accounting. We also keep signed waivers and agreements, and anything tied to an order still in progress;
stop marketing email or printed mail;
turn off your portal access; and
leave your order out of our portfolio.

How to ask: tell your AE, email sales@nwcustomapparel.com, call 253-922-5793, or write to us at 2025 Freeman Rd E, Milton, WA 98354. We may need to confirm it's you before we share or delete anything. We'll answer as soon as we can.

If you live in a state whose law gives you more privacy rights, we'll honor them as that law requires.

Children

teamnwca.com is for businesses, teams, schools and other organizations. It isn't directed to children under 13, and we don't knowingly collect personal information online from children under 13.
Team rosters come from adults, such as coaches, team managers and schools. We use players' names, numbers and sizes only to make, deliver and support that order, including reorders and claims.
If you believe a child under 13 has sent us personal information directly, contact us and we'll delete it. A parent or guardian can also ask us to delete a player's details. The only exception is anything we must keep for an order that's already made or paid for.

How we protect your information

The whole site uses HTTPS, which encrypts information between your browser and our site.
Card payments on teamnwca.com go through Stripe's secure checkout, and invoice payment links go through our payment service. We never see your full card number on either.
We never ask for card numbers by email, text or on paper. Of your card number, our card-on-file form keeps only the last four digits. The full number stays with our payment service.
The customer portal is invite-only. Sign-in links expire after 15 minutes.
Our forms have spam protection.
Anyone who has one of your quote, proof, order-status or file links can open that page, so forward them only to people you trust.

No website, email or storage system is perfectly secure. If you think something is wrong, contact us right away.

How long we keep information

Some things have set time limits:

What	How long
Our server logs	Up to about a week

Cookies and what our pages keep in your browser: see the tables in Cookies and browser storage.

A quote can be accepted for 30 days. After that it expires, but we keep the record.

We keep everything else while we may need it. That includes, for example, order and quote records, inquiries, uploaded artwork, rosters, signed waivers, credit and tax-exemption records, portal requests, emails and team-chat alerts, error reports, and our marketing email and mailing lists. We use them for reorders and claims, tax and accounting, fixing problems, and serving you when you come back. You can ask us to delete information at any time (see Your choices).

Where we handle information

Our website and its error reports are hosted in the United States, and most of our service providers are US companies. If you reach us from another country, your information will be handled in the United States.

Changes to this policy

When we change this policy, we'll post the new version at teamnwca.com/privacy, with a new "Last updated" date and version ID. If we make a big change to how we use information you've already given us, we'll tell you before it applies. We might email you or post a notice on our site.

Effective date

This policy takes effect on September 24, 2026. Version ID: privacy-2026-09-24.

Contact us

Your account executive (AE) is your best first stop for questions about a quote, an order or this page. Not sure who your AE is? Contact us and we'll connect you.

Northwest Custom Apparel
2025 Freeman Rd E, Milton, WA 98354
Phone or text: 253-922-5793
Email: sales@nwcustomapparel.com
Billing questions: accounting@nwcustomapparel.com
Hours: Monday to Friday, 9 a.m. to 5 p.m. Pacific

The short version