Privacy Policy
Polpi LtdLast updated: 2 November 2026
1. Introduction
Polpi Ltd ("Polpi", "we", "us" or "our") is committed to respecting and protecting the privacy of individuals who interact with our business.
This Privacy Policy explains how we collect, use, store, share and protect personal information when you:
-Visit our website at www.polpi.co.uk.
-Contact us regarding our products and services.
-Use Supply Link, our business communication application.
-Interact with us as an employee, supplier or authorised business partner through these services.
This policy is intended to explain our data handling practices in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Data Controller and Contact Information
Polpi Ltd is the data controller for personal information it processes for its own business purposes through its website and Supply Link application.
Company: Polpi Ltd
Website: https://www.polpi.co.uk
Email: [Insert official privacy contact email]
Registered address: Unit 7c Beaver Industrial Estate, Brent Road, Southall, UB2 5FB
For privacy enquiries, requests to access information or concerns regarding personal data, please contact us using the details above.
3. Personal Information We Collect
The information we process depends on how you interact with our services.
Website visitors
When you use our website, we may collect:
-Information provided through contact forms or correspondence, such as names, email addresses and telephone numbers.
-Technical information such as IP addresses, browser types, device information and access times.
-Information collected through cookies and similar website technologies, where applicable.
Supply Link users
Supply Link is a restricted-access business application developed for Polpi employees and approved suppliers.
Depending on how the application is used, we may process:
Account information
-Full name and business email address.
-Company or organisation affiliation.
-User account identifiers, roles and access permissions.
-Login and authentication records.
Business communications
-Messages associated with purchase orders.
-Supplier queries and responses.
-Order references, status updates and related communications.
-Message timestamps and associated activity records.
Documents and attachments
-Purchase orders, invoices and other business records.
-Uploaded files and photographic attachments.
-Information contained in documents shared through the application.
Technical information
-Device and application information needed to operate the service.
-Authentication and security-related information.
-Push notification tokens and preferences, where used.
-Error reports and diagnostic information, where collected.
The application is intended for business use. Users should avoid uploading unnecessary personal information, particularly sensitive personal information.
4. How We Use Personal Information
We use personal information for legitimate business and operational purposes, including:
-Operating and maintaining our website.
-Responding to enquiries and communicating with customers and suppliers.
-Providing access to the Supply Link application.
-Authenticating authorised users.
-Managing purchase orders and supplier queries.
-Facilitating messages and document sharing.
-Delivering important notifications.
-Monitoring application reliability and security.
-Preventing unauthorised access or misuse.
- Complying with applicable legal obligations.
We do not use Supply Link as a public social networking platform.
5. Lawful Basis for Processing
We process personal information in accordance with applicable data protection legislation.
Depending on the purpose and circumstances, our lawful basis may include:
Legitimate interests: Where processing is reasonably necessary to conduct business operations, manage supplier relationships, communicate with authorised users and protect our systems, provided these
Contractual necessity:
Where processing is necessary to perform a contract with the individual concerned or take steps at their request before entering into a contract.
Legal obligations:
Where processing is necessary to comply with applicable laws and regulations.
Consent: Where consent is legally required, such as for certain non-essential website cookies or other optional processing activities.
Where we rely on consent, it may be withdrawn at any time, without affecting the lawfulness of processing carried out before withdrawal.
6. Website Cookies and Similar Technologies
Our website may use cookies and related technologies to support its functionality, understand website usage and improve the visitor experience.
These technologies may include:
Cookies: Small data files stored on a browser or device.
Log files: Records that may contain IP addresses, browser information, referring pages and access times.
Tags and pixels: Technologies that may be used to understand website interactions, where implemented.
Visitors can manage cookies through their browser settings and any cookie preference controls provided by the website.
Where required by law, non-essential cookies and similar technologies will be used only after obtaining appropriate consent.
For more information about cookies, visit www.allaboutcookies.org.
7. Supply Link Application
Supply Link provides a centralised communication platform for Polpi employees and approved business partners.
Its functionality includes:
-Order-related conversations and updates.
-Supplier queries and responses.
-Document and photograph sharing.
-Notifications about messages and business activity.
-Access to current information across supported mobile and web platforms.
Restricted access
-Supply Link is not intended for unrestricted public use.
-Accounts are created or approved by Polpi, and users must authenticate before accessing protected business information.
-User access is intended to be managed according to assigned roles and permissions.
Business information
Messages, order details and documents submitted through Supply Link may be accessible to authorised individuals involved in the relevant business activity.
Users should share information only with the appropriate recipients and in accordance with their organisation's confidentiality requirements.
Notifications
-Supply Link may send notifications regarding messages, queries, order updates and other business activities.
-Notification delivery may involve device tokens and technical information processed by the relevant notification service.
-Users can manage device notification permissions through their operating system settings.
8. Sharing Personal Information
We may share information with:
-Authorised Polpi employees who require access for legitimate business purposes.
-Approved suppliers and business partners involved in relevant transactions.
-Technology providers supporting application hosting, databases, file storage, authentication, notifications and security.
-Professional advisers, regulators and public authorities where disclosure is lawful and necessary.
We require service providers processing personal information on our behalf to operate under appropriate data protection and confidentiality arrangements.
We do not sell Supply Link user information to data brokers or advertisers.
9. Data Storage and Security
We take appropriate technical and organisational measures to protect personal information from unauthorised access, disclosure, alteration and loss.
These measures may include authentication controls, role-based access permissions, encrypted communications, restricted administrative access and appropriate system maintenance.
Users are responsible for protecting their account credentials and should report suspected unauthorised access.
Although we work to safeguard personal information, no electronic storage or transmission system can guarantee absolute security.
10. International Data Transfers
Some of the technology providers supporting our website or Supply Link application may process personal information outside the United Kingdom.
Where personal information is transferred internationally, we will ensure that an appropriate lawful transfer mechanism or safeguard applies where required by data protection legislation.
11. Data Retention
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, subject to applicable legal, contractual and regulatory obligations.
Retention periods depend on the type of information and the reasons for processing it.
Business transaction records may need to be retained to meet accounting, contractual or legal requirements.
When information is no longer required, it will be securely deleted, anonymised or otherwise handled in accordance with applicable retention obligations.
12. Account Deactivation and Deletion
Supply Link accounts are restricted to individuals authorised by Polpi.
Users wishing to request account deactivation or deletion of their personal information may contact their Polpi administrator or our privacy contact.
Requests will be reviewed in accordance with applicable data protection legislation.
In some circumstances, Polpi may need to retain particular records for legitimate business purposes or to comply with legal obligations.Where applicable, an individual may request the deletion of personal information that is no longer required or that is otherwise subject to the right to erasure.
13. Your Data Protection Rights
Subject to applicable legal conditions, individuals may have the right to:
-Request access to personal information held about them.
-Request correction of inaccurate or incomplete information.
-Request deletion of personal information.
-Request restriction of certain processing activities.
-Object to processing based on legitimate interests.
-Request data portability where applicable.
-Withdraw consent where processing relies on consent.
To exercise these rights, please contact Polpi using the contact details provided in this policy.
Individuals also have the right to raise concerns with the Information Commissioner's Office (ICO), the UK data protection regulator.
ICO website: https://ico.org.uk
14. Children's Privacy
The Supply Link application is intended for authorised business users and is not designed for children.
We do not knowingly provide Supply Link accounts to children.
15. External Websites
Our website or application may contain links to external websites and services.
We are not responsible for the privacy practices of independent third-party websites. We encourage users to review their respective privacy policies.
16. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our business activities, website functionality, application services, technology or legal obligations.
Any revised version will be published on this page together with its updated date.
Where appropriate, we may provide additional notification of material changes.
17. Contact Us
For questions, concerns or requests regarding this Privacy Policy or the processing of personal information, please contact:
Polpi Ltd
Website: https://www.polpi.co.uk
Email: info@polpi.co.uk
Address: Unit 7c Beaver Industrial Estate, Brent Road, Southall, UB2 5FB
