How We Handle Client Data
This page explains, in plain language, what happens to the information you send us through our website forms and during a project.
When you submit a form
- Your form is sent securely (HTTPS) to Polycon’s business email inbox through a form-processing provider.
- Only Polycon team members who handle enquiries can read it.
- We use the details only to respond to your enquiry and, if you engage us, to deliver the project.
- We never add you to a marketing list unless you ask us to.
During a project
- Project files are kept in a dedicated, access-controlled project folder.
- Access is limited to the engineers working on your project.
- Multi-factor authentication is used on our business systems.
- Sensitive drawings can be shared through your own portal or a secure transfer service of your choice.
Website chat assistant
The chat assistant on this website sends your messages to our AI provider only to generate replies. The chat window keeps your history in your browser until you close the tab, and we keep a record of conversations for up to 30 days so our team can review them and prevent misuse. The chat uses Cloudflare Turnstile as a bot check, which may process technical information about your browser and device. If you click “Send my details to a consultant”, your contact details and the chat transcript are emailed to our team.
Use of AI tools
Where we use AI tools to improve efficiency, we use enterprise or business-grade services that do not train on customer data, and we never enter your confidential information into public consumer AI tools. We will tell you if AI is used in your deliverables and always have qualified engineers review the output.
How long we keep data
- Enquiries that do not lead to a project: deleted within 24 months.
- Project records: kept for 7 years to meet tax, legal and insurance requirements, unless you ask us to return or delete earlier where the law allows.
- Marketing preferences: kept until you unsubscribe.
Your choices
You can ask us at any time what information we hold about you, ask us to correct it, or ask us to delete it where we are not legally required to keep it. Contact us using the details below.
Contact us
Polycon International · Email info@polyconint.com · Phone 1300 765 926