Privacy Policy
Pothan Fabrics · Last updated: 1 October 2026
This policy explains what personal information Pothan Fabrics ("we", "us") collects when you use our Fabrix apps and our WhatsApp service, why we collect it, who we share it with, and the choices you have. It applies to the Fabrix Store app, our staff apps (Fabrix Office, Fabrix Warehouse and Fabrix Command Center), and messages we send from our WhatsApp business numbers.
We are a textile manufacturer and wholesaler in Kerala, India. Our apps are used only by our own staff and by the retail stores that buy from us. There is no public sign-up: every account is created by us for a named person.
1. Information we collect
- Account details: your name, email address, the store or business you belong to, and your role.
- Mobile number: only if you choose to add and verify it in the app, so that we can send you WhatsApp updates.
- Business details of our customers: business name, GSTIN, billing and delivery addresses, and the contact name and phone number for each delivery address.
- Orders and documents: orders you place or approve, invoices, payments, delivery and tracking details.
- How you use the app: when you were last active, the stock checks you run (the design and quantity, and the answer given), and the last ten designs your store opened. We use this to understand demand; we do not record your location or your activity outside the app.
- Messages you send us on WhatsApp: for example a stock query, so that we can answer it.
We do not collect payment card details in the apps.
2. How we use it
- To create and secure your account, including sign-in, invitations and password resets by email.
- To take, approve, pack, invoice and deliver orders.
- To send you service messages on WhatsApp: verification codes, and order confirmation, dispatch, tracking, arrival and delivery updates. You receive these only if you have verified your mobile number.
- To answer questions you send to our WhatsApp number.
- To keep our accounts and meet our legal and tax obligations, such as GST invoicing.
- To understand which designs and colours are in demand, so that we can plan production. This is reported in aggregate.
3. Marketing messages
We send marketing messages, such as news of a new sample book, only to stores that have agreed to receive them. You can stop them at any time by replying STOP to our WhatsApp message, or by telling us. Order and account messages are not marketing and continue while you use the service.
4. Who we share it with
We do not sell your personal information. We share it only as needed to run the service:
- Service providers who store or send data for us: Supabase (database and sign-in), Amazon Web Services (our server and email sending) and Meta Platforms (WhatsApp Business messaging). They process data on our instructions.
- Courier and transport companies: the delivery name, address and phone number needed to deliver your order.
- Our accountant and government authorities: where required by law, for example for GST returns and audits.
Some of these providers may store data on servers outside India, with appropriate safeguards.
5. How long we keep it
- Invoices, orders and accounting records: for as long as Indian tax and accounting law requires.
- Stock-check records: two years. Monthly totals of design interest, which do not identify a person, may be kept longer.
- Account details: while your account is active, and afterwards only as long as needed for the records above.
6. Security
Access to data is limited by role: for example, store users see only their own store's information, and our warehouse staff do not see prices or accounts. Data is sent over encrypted connections. No system is perfectly secure, but we take reasonable steps to protect your information.
7. Your choices and rights
Under India's Digital Personal Data Protection Act, 2023, you may ask us to:
- tell you what personal information we hold about you;
- correct or update it;
- delete it, where we are not required by law to keep it;
- stop WhatsApp messages to your number.
8. Deleting your data
To ask for your account or personal data to be deleted, email info@pothan.co.in or WhatsApp +91 83300 20012 with your name, your store and the email address on your account. We will confirm and complete the request within 30 days. Records we must keep by law, such as issued invoices, are retained for the required period and then deleted.
9. Children
Our apps are for business use and are not intended for anyone under 18.
10. Changes to this policy
We may update this policy. The date at the top shows when it last changed. Significant changes will be communicated to account holders.
11. Contact us
Pothan Fabrics
CP XVI / 74 B, Pookandithazhe Road, Chala East
Kannur, Kerala 670 621, India
GSTIN: 32AJHPP7793H1ZR
Email: fabrics@pothan.co.in
WhatsApp / phone: +91 83300 20012
Grievance officer: Sooraj Pothan, info@pothan.co.in