Hoop & Thread

Custom Embroidery Terms & Conditions

Effective date: November 9, 2026

These terms apply to custom embroidery services provided by Hoop & Thread in Calgary, Alberta, Canada.

By approving a quotation and authorizing production, customers agree to the following conditions.

1. Quotes and Order Approval

All embroidery projects are individually quoted based on garment selection, artwork, design complexity, quantity and production requirements.

A quote request does not constitute an order.

An order is confirmed only when the customer approves the final quotation, relevant artwork and specifications, and any required deposit has been received.

Changes requested after approval may result in additional charges or revised completion dates.

2. Artwork Ownership and Intellectual Property

Original artwork, illustrations and creative designs developed by Hoop & Thread remain the intellectual property of their respective rights holders, including Hoop & Thread where it owns those rights.

Artwork proofs and design concepts created by Hoop & Thread are provided for evaluation only. They may not be copied, distributed, reproduced commercially or supplied to another embroidery provider without written permission from Hoop & Thread, except where the customer already owns or independently holds the relevant rights.

Payment for embroidered products does not automatically include ownership or transfer of copyright in original artwork created by Hoop & Thread.

Embroidery digitizing and machine production files are not included in a garment order unless expressly agreed in writing.

Customers retain their rights to original artwork, trademarks and logos they supply. They confirm that they are authorized to have those materials reproduced.

Any transfer of rights or additional artwork licence must be separately agreed in writing.

3. Artwork Proofs and Design Approval

Customers are responsible for reviewing and approving the final design, spelling, lettering, colours, approximate embroidery dimensions, placement and garment specifications before production begins.

Embroidery colours and appearance may vary slightly from digital previews because of thread availability, fabric texture, lighting and display differences.

Once a customer approves the final proof, changes may involve additional charges.

Hoop & Thread remains responsible for producing the work with reasonable care and in accordance with the agreed specifications.

4. Customer-Supplied Garments

Customers may provide their own garments for embroidery, subject to suitability.

Embroidery involves needles, stabilizers, hooping and mechanical processes. Some fabrics or finished products may be susceptible to marking, distortion or damage.

Hoop & Thread reserves the right to decline garments considered unsuitable for embroidery.

Customers acknowledge these inherent risks when approving work on customer-supplied items.

Nothing in these terms excludes liability that cannot lawfully be excluded, including liability for negligence where applicable.

5. Payments, Deposits and Cancellations

Payment requirements, including any deposit, will be specified in the quotation.

Customers will be informed of applicable cancellation conditions before approving their order.

If a customer cancels after approved production work or special-order garment purchasing has begun, reasonable costs already incurred may be charged, subject to applicable law and the agreed quote.

Any remaining balance is payable according to the payment terms stated in the quotation.

6. Custom Orders, Errors and Refunds

Because custom embroidered products are made to individual specifications, change-of-mind returns are generally not accepted once production is completed.

If a product is incorrectly embroidered due to an error by Hoop & Thread, customers should contact us promptly with details and photographs.

We will assess the issue and provide an appropriate remedy, such as correction, replacement or refund, in accordance with applicable consumer protection laws.

Nothing in these terms limits customers' statutory rights.

7. Production and Delivery

Production timelines are estimated unless a specific completion date has been expressly agreed in writing.

Delays may occur because of supplier availability, artwork revisions, shipping interruptions or other circumstances outside reasonable control.

Delivery, shipping and collection arrangements will be confirmed with the customer.

8. Artwork Files and Confidentiality

Customer-supplied artwork will be used for quotation, design preparation, embroidery production and related order administration.

Hoop & Thread will not sell customer artwork to third parties.

Original designs and digitizing files developed by Hoop & Thread may be retained for future production and recordkeeping, subject to applicable privacy obligations.

Customer-identifying artwork or completed projects will only be used for public promotional purposes with appropriate permission.

9. Acceptance of Terms

By submitting explicit order approval, the customer confirms that they have reviewed and accepted the final quotation, applicable artwork proof, garment specifications, payment conditions and these Terms & Conditions.

The accepted quotation and associated approved specifications form part of the order agreement.

10. Contact

Hoop & Thread – Custom Embroidery & Apparel

Calgary, Alberta, Canada

Customer enquiries may be submitted through the Request a Quote page on our website.

These terms are governed by the laws applicable in Alberta, Canada, subject to mandatory consumer protection provisions.