Privacy Policy

About this policy

This Privacy Policy explains how PolyMentIQ Limited collects, uses, stores and protects personal data in connection with the PolyMentIQ website and platform. It should be read together with the applicable customer agreement and any data-processing terms agreed with a customer.

Who we are

PolyMentIQ Limited is the operator of the PolyMentIQ platform and, except where it processes personal data solely on a customer’s documented instructions, is the controller of the personal data described in this policy.

This website

At the date of this policy, this website sets no non-essential cookies and runs no advertising or behavioural tracking scripts. If this changes, we will update this policy and, where required, obtain consent before placing non-essential cookies or similar technologies. We use a cookie-free analytics service that counts page views without identifying visitors.

Server logs

Our hosting provider processes ordinary server logs, which may include your IP address, pages requested, timestamps and browser or device information. We use this information where necessary for our legitimate interests in operating, securing, diagnosing and protecting the website and service. Server logs are retained only for as long as reasonably necessary for those purposes.

Accounts

Access to the platform is by invitation. When an account is created, we may hold the account holder's name, work email address, organisation, role and authentication or sign-in records. We use this information to create and administer accounts, provide and secure the service, communicate about the service and meet our contractual and legal obligations. Depending on the context, our lawful basis is performance of a contract or our legitimate interests in operating a secure professional service.

Your content

When you use the platform, we hold the companies, questions, documents, analyses and other content associated with your account. We use this content to provide, maintain and secure the service and as otherwise described in the agreement governing your organisation's use of PolyMentIQ. We do not sell personal data. We do not use customer research content to market to third parties.

Service providers

We use established service providers for hosting, storage, service communications and AI analysis. Where a provider processes personal data on our behalf, it does so under appropriate contractual obligations. A current list of material service providers is available to customers and prospective customers on request.

We may also disclose personal data where required by law, to protect our legal rights or in connection with a corporate transaction.

International transfers

Where personal data is transferred outside the UK, we use an applicable lawful transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved EU Standard Contractual Clauses, as appropriate. Further information about the safeguards used for a particular transfer is available on request.

Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including providing the service, meeting legal, accounting and security requirements, resolving disputes and enforcing agreements. Account data is generally retained while an account is active and for an appropriate period afterwards. Research content is retained in accordance with the applicable customer agreement and deletion arrangements. Backup copies may persist for a limited period before being overwritten in the ordinary course.

Your rights

Under UK data protection law, and subject to applicable conditions and exemptions, you may have rights to access your personal data, correct inaccurate data, request erasure, restrict processing, object to processing and receive certain data in a portable form. Where processing is based on consent, you may withdraw that consent at any time. You also have the right to complain to the UK Information Commissioner's Office (ICO) or, where applicable, another competent supervisory authority.

To exercise your rights or ask a privacy question, contact legal@polymentiq.com. We may need to verify your identity before acting on a request.

Security

Access to the platform requires an authorised, authenticated account. Connections are encrypted in transit using TLS and stored data is held on established cloud infrastructure with technical and organisational measures designed to protect it against unauthorised access, loss, misuse or alteration. Further information is available on our Security page and, for qualified organisations, through our security and compliance review process.

No system can be guaranteed to be completely secure.

Changes

We may update this policy as the product, law and our provider arrangements develop. We will publish the revised version on this page and update the 'Last updated' date. Where a change materially affects how we use personal data, we will take additional steps to notify affected users where appropriate.