Privacy Policy

Last updated: January 15, 2025 — Poly Inc., 2025

1. Introduction

Welcome to Poly (“we,” “our,” or “us”). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

By using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

We collect information that you provide directly to us, including:

Account Information

Name, email address, username, password, and profile information. Collected at registration and updated when you modify your profile.

Payment Information

Billing address and payment method details. Processed securely through third-party payment processors (Stripe). We do not store full card numbers on our servers.

Usage Data

Information about how you use our services, including interaction data, feature usage patterns, session duration, and preferences.

Device Information

IP address, browser type, operating system, and device identifiers. Collected automatically when you access our services.

Communication Data

Messages, feedback, and support requests you send to us. Stored to provide support and improve our services.

3. How We Process Your Information

Under GDPR Article 6, we process your data based on the following legal bases:

  • Contract performance: Providing, maintaining, and improving our services
  • Legitimate interest: Processing transactions and sending related information
  • Legal obligation: Sending technical notices, updates, and security alerts
  • Consent: Responding to your comments, questions, and support requests
  • Legitimate interest: Monitoring and analyzing trends, usage, and activities
  • Legal obligation: Detecting, preventing, and addressing technical issues
  • Consent: Personalizing and improving your experience
  • Consent: Sending marketing communications (with your consent where required)

4. Information Sharing and Disclosure

We may share your information in the following circumstances:

  • Service Providers: With third-party vendors, consultants, and service providers who perform services on our behalf
  • Legal Requirements: When required by law or to respond to legal process
  • Business Transfers: In connection with a merger, acquisition, or sale of assets
  • With Your Consent: When you explicitly agree to the sharing of your information

We do not sell your personal information to third parties.

5. Data Security and Storage

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.

Security Measures

  • Encryption at rest and in transit (TLS 1.3)
  • Regular security audits and penetration testing
  • Access controls and authentication requirements
  • Data hosted on EU/US servers with SOC 2 compliance
  • Automated backup and disaster recovery procedures

However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we will securely delete or anonymize it within 30 days.

7. Your Rights Under GDPR

Under the General Data Protection Regulation (GDPR) and similar regulations, you have the following rights:

Right of Access

Request a copy of your personal data

Right to Rectification

Correct inaccurate personal data

Right to Erasure

Request deletion of your data

Right to Object

Object to data processing activities

Right to Portability

Export your data in machine-readable format

Right to Withdraw Consent

Withdraw consent at any time

To exercise these rights, please contact us at privacy@polysystems.ai or use the controls in your Privacy Settings.

8. Cookies

We use cookies and similar tracking technologies to track activity on our services and store certain information. For more information about our use of cookies, please see our Cookie Policy.

9. Third-Party Services

Our services may contain links to third-party websites or services that are not owned or controlled by Poly. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any information to them.

10. Children's Privacy

Our services are not intended for individuals under the age of 13. We do not knowingly collect personal information from children under 13. If you become aware that a child has provided us with personal information, please contact us immediately.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from the laws of your country. We take steps to ensure that your information receives an adequate level of protection, including Standard Contractual Clauses (SCCs) as approved by the European Commission.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last updated” date. You are advised to review this Privacy Policy periodically for any changes.

13. Contact Us

If you have any questions about this Privacy Policy, please contact us:

Poly Inc., 2025. All rights reserved.