Privacy Policy.

Who We Are

Polly B.V. Hertstraat 3, 6531 KL Nijmegen, The Netherlands
KVK (Dutch Chamber of Commerce): 98691031
VAT/BTW: NL868601767B01
Contact: hello@polly.today

Polly B.V. is the data controller for information collected through our own marketing website and business operations, and acts as a data processor for certain data processed on behalf of our Customers within the platform (see Section 7).

Information We Collect

We may collect the following categories of information:

• Account and contact information: names, email addresses, phone numbers, job titles, and company details of Customer users.
• Business transaction data: supplier and buyer price lists, product information, deal and order communications, and related commercial data submitted through the platform.
• Communication data: messages sent and received through integrated channels, including WhatsApp Business messaging, where Polly facilitates communication between Customers and their trading partners.
• Technical data: IP addresses, browser and device information, log data, and usage analytics related to platform access.

How We Use Information

We use collected information to:

• Provide, operate, and maintain the Polly platform and its features (including price list management, deal workflows, and messaging integrations).
• Facilitate business communication between Customers and their suppliers or buyers, including via WhatsApp Business Platform.
• Maintain the security, integrity, and reliability of our services.
• Communicate with Customers about their account, service updates, and support requests.
• Comply with legal obligations and enforce our agreements.

We do not sell personal information to third parties.

Product Improvement and Aggregated Market Insights

We use data submitted through the Service, including across our Customer base collectively, to train, tune, and improve our platform’s features, including our AI-supported agents, product data mapping, and harmonization capabilities (such as recognizing product abbreviations and terminology). This allows the Service to become more accurate and effective for all Customers over time, including based on patterns observed across other Customers’ usage.

We may also combine business and transaction data from multiple Customers to produce aggregated, de-identified market insights, such as price trend analysis and benchmarking. Where such insights are derived from communications or messaging data, we extract structural or statistical patterns (for example, response times or product categories) rather than exposing underlying message content or the identity of the parties involved.

We do not disclose a specific Customer’s individually attributable pricing, commercial terms, or communications to identifiable third parties in a way that would reveal that Customer’s confidential business information. Further detail on this practice is set out in our Customer agreements.

WhatsApp Business Platform and Meta Integration

Polly integrates with the WhatsApp Business Platform, provided by Meta, using Twilio as our technical messaging infrastructure provider. When Customers or their trading partners communicate via WhatsApp through Polly:

• Messages are transmitted through Meta’s WhatsApp Business Platform and Twilio’s messaging infrastructure.
• Polly may access message content and metadata (such as sender, recipient, and timestamp) to route, structure, and display communications within the platform.
• Meta and Twilio process this data subject to their own respective privacy policies and data processing terms, in addition to this policy.

For more information about how Meta processes data through WhatsApp Business Platform, see Meta’s Privacy Policy and WhatsApp Business Data Processing Terms.

Legal Basis for Processing (GDPR)

Where the General Data Protection Regulation (GDPR) applies, we process personal information on the following legal bases:

• Performance of a contract: to provide our services to Customers under a service agreement.
• Legitimate interests: to maintain, secure, and improve our platform.
• Legal obligation: where processing is required by law.
• Consent: where explicitly given, such as for optional marketing communications.

Our Role as Data Processor

For business transaction and communication data submitted by Customers through the platform, Polly generally acts as a data processor, and the Customer acts as the data controller with respect to any personal data it submits. Where required by applicable law, Polly will enter into a Data Processing Agreement (DPA) with Customers governing this relationship.

Data Sharing

We may share information with:

• Service providers who support our platform, including Twilio (messaging infrastructure) and Meta (WhatsApp Business Platform), and hosting/infrastructure providers (e.g., AWS).
• Trading partners designated by the Customer, as necessary to facilitate business communications (e.g., a supplier receiving a price list request via WhatsApp).
• Legal and regulatory authorities, where required by law.

We do not share personal information with third parties for their own independent marketing purposes.

Data Retention

We retain information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. Specific retention periods may be set out in individual Customer agreements.

Data Security

We implement appropriate technical and organizational measures to protect information against unauthorized access, loss, or misuse. However, no system is completely secure, and we cannot guarantee absolute security.

Your Rights

Depending on your location, you may have rights under applicable data protection law, including the right to:

• Access the personal information we hold about you.
• Request correction or deletion of your data.
• Object to or restrict certain processing.
• Request a copy of your data in a portable format.
• Lodge a complaint with a supervisory authority (in the Netherlands, the Autoriteit Persoonsgegevens).

To exercise these rights, contact us at hello@polly.today.

Data Deletion Requests

To request deletion of your data from Polly’s platform, email hello@polly.today with your request and relevant account details. We will respond within a reasonable timeframe and in accordance with applicable law, subject to any legal or contractual retention requirements.

International Data Transfers

Where information is transferred outside the European Economic Area (EEA), including to service providers such as Meta and Twilio, we rely on appropriate safeguards such as Standard Contractual Clauses or equivalent mechanisms recognized under GDPR.

This Website

The sections above cover the Polly platform. This section covers this website on its own.

We only collect what you give us. When you fill in a form or message us, we receive:

• Your name and email address (contact form, demo request).
• Your phone number, if you leave your number or reach us on WhatsApp.
• Whatever you write in your message.

We use it for one thing: to reply to you, set up a demo or trial, and follow up about it. We don’t buy personal data and we don’t build advertising profiles.

To handle your enquiry we use a few trusted tools: our lead system (Notion), email (to reach our team), and our hosting provider (Vercel). If you message us on WhatsApp, that conversation also runs through WhatsApp (Meta). We don’t sell your data or share it for advertising.

We keep your enquiry as long as we need it to help you, and no longer. Ask us to delete it and we will.

This site runs no advertising or tracking cookies, and no analytics that identify you. If we ever add analytics, we’ll update this page first and ask for consent where the law requires it.

Polly Help Assistant

Some pages offer a chat assistant so you can ask questions about Polly in plain language. A few things worth knowing about how it works:

• The answers are generated by AI from Polly’s public website and help content. They are usually accurate, but they can be imperfect, so please check anything important with our team.
• It uses a temporary session id kept in your browser for the length of your visit. There is no tracking cookie from the chat, and the id is not linked to your identity.
• Your questions are logged for up to 90 days so we can see what people ask and improve the answers. Email addresses and phone numbers are automatically removed before anything is stored.
• You never need to enter personal data to use it. Please do not type personal or sensitive details into the chat.

Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version on this page with a revised “Last updated” date.

Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:
Polly B.V. Hertstraat 3, 6531 KL Nijmegen, The Netherlands
Email: hello@polly.today