Stock Portal Privacy Notice
Updated 5 October 2026
Who is responsible for your information
Numill Marketing (Pty) Ltd, registration number 2003/010466/07, operates the Numill Stock Portal. Our address is 19 Prima Drive, Broadlands, Strand, Cape Town, 7130, South Africa.
For privacy enquiries, contact info@numill.co.za. For portal access or stock enquiries, contact info@numill.co.za.
Information we use
When you register, we collect your name, company, telephone number, verified sign-in email and Home Port. We also keep your Shopify customer identifier, portal access status and the date and document versions recorded when you accept the portal terms and acknowledge this notice.
We use these details to provide and manage portal access, respond to enquiries and protect the service. The required registration fields are necessary to register for portal access. If you do not provide them, you can still contact Numill directly about stock.
Shopify handles email verification and sign-in codes. We do not ask for your email-account password. Registration does not automatically subscribe you to marketing. Welcome guidance is displayed on screen. When registration notifications are enabled, we email your submitted registration details and completion time to the Numill team responsible for your Home Port, with a copy to the portal administrator, so they can follow up and support your access. We do not send an automatic customer welcome email.
If you submit an enquiry through the portal, we store an enquiry reference, your contact details, selected stock lots and quantities, your message and the submission time. Where email notification is enabled, we also record its status and intended recipients. An enquiry does not reserve stock. During controlled testing, the portal labels submissions as test enquiries and tells you when no email has been sent. If you use an email link instead, we receive the information you include in that email.
Service providers and storage
Portal registration details are stored with your Shopify customer record. Microsoft Azure hosts the portal application and processes requests. The Azure app is hosted in South Africa North. Enquiry records and detailed portal activity are stored in private Azure storage in South Africa North. Authorised Numill staff and providers supporting these services may access information needed to operate and support the portal. Business Central supplies stock information; registration does not create a Business Central customer account.
When automatic portal notifications are enabled, SMTP2GO processes registration notifications (contact and company details, Home Port and completion time) and enquiry notifications (contact details, selected lots and your message) to send them to Numill. We use its Europe/UK SMTP endpoint; processing and service records may be outside South Africa. This is separate from Shopify’s sign-in code service.
Shopify operates internationally, and customer information may be processed outside South Africa. Shopify describes its processing arrangements, service providers and international transfers in its Data Processing Addendum at https://www.shopify.com/legal/dpa and its privacy information at https://www.shopify.com/legal/privacy. The Azure app's hosting region does not mean all information processed by all providers remains in South Africa.
Technical information
Shopify, Microsoft and email providers may process technical information, including IP addresses and service records, to deliver and protect their services. Their operational and backup records are distinct from the registration information managed by Numill.
We record signed-in portal visits, access outcomes, and stock searches made using Show stock. These records include your Shopify customer identifier, date and time, selected product filters and ports, the number of displayed stock lots, and whether the request succeeded. Repeated visits are grouped into 30-minute windows; these records do not represent individual Shopify sign-ins. We also record enquiry submission outcomes and references, linked to the separate enquiry record.
We use this information to operate and troubleshoot the portal, understand stock demand and investigate misuse. Detailed activity records do not contain enquiry messages, email verification codes or passwords. Numill's activity reporting does not currently collect raw IP addresses or infer customer country. We will update this notice before introducing location reporting.
The application's ordinary request messages contain a request reference and response status rather than registration form contents. Provider operational records are separate from Numill's detailed activity records.
Retention
Detailed portal activity is available for reporting for 90 days. Activity records older than 90 days are excluded from reports and scheduled for automatic deletion. Azure runs deletion processing periodically, so physical deletion may occur after the 90-day threshold. Separate provider recovery copies and operational records may have different retention arrangements. This rule applies to detailed activity, not the separate enquiry and registration records described below.
Numill's policy is to review portal registrations after 24 months without portal use and delete or anonymise registration information where no continuing business or legal reason requires retention. The review covers the registration profile, which includes its terms-acceptance information. This is a review policy, not an automatic deletion service or a requirement to retain information that is no longer needed for the full 24 months.
Enquiry records and related emails that do not result in orders are reviewed 24 months after the last correspondence and deleted unless an ongoing business or legal reason requires retention. This is a manual review, not automatic deletion of enquiry records or mailbox messages. Enquiries that result in orders are retained with the relevant sales records.
Separate sales, transaction and legal records may need to be retained for their applicable purposes. Provider operational and backup records may have different retention arrangements; the 24-month review policy is not a promise that every provider copy is erased at that time.
Your choices and requests
Contact info@numill.co.za to request access to or correction of your information, request deletion where applicable, object to processing where applicable, or close portal access. We may need to verify your identity before handling a request. Some information may need to be retained for applicable legal or legitimate recordkeeping purposes.
You may raise a privacy complaint with South Africa's Information Regulator at https://inforegulator.org.za/.
Changes
We will update this notice when the portal's handling of personal information changes. Additional uses of information will be described before those features are introduced.