Privacy notice

1. Who we are

POLYTROP ADVISORY LTD, trading as Polytrop Advisory, is the controller of personal data processed for our website and enquiries. We are registered in Cyprus under number HE 498322, with our registered office at Konstantinou Ilia, 11A, 2402, Nicosia, Cyprus.

This notice explains how we use personal data when you visit our website or contact us. For privacy questions, contact info@polytrop.eu. Specific engagements or research activities may be covered by additional privacy information.

2. Information we collect and why

When you contact us, we receive the name, contact details, organisation and other information you provide in your correspondence. We use this information to respond, consider your request and discuss potential services or collaborations. Providing it is voluntary, but we may be unable to respond without sufficient details.

We rely on our legitimate interests in handling business enquiries and developing professional relationships, balanced against your rights. Where you personally request steps towards a contract, we process the necessary information on that basis. We may also process relevant information to meet legal obligations or pursue our legitimate interest in establishing, exercising or defending legal claims.

Contacting us does not subscribe you to marketing communications. We do not make decisions producing legal or similarly significant effects about you solely through automated processing.

3. Website information and cookies

Our hosting provider processes technical information, including IP addresses and website request information, to deliver, maintain and secure this website. We rely on our legitimate interests in operating a reliable website and preventing misuse for processing carried out for these purposes on our behalf.

We have not added advertising trackers, visitor analytics tools or embedded social-media content to the website. Its own code does not set cookies or store information on your device. We have opted out of the hosting provider’s optional performance-monitoring programme.

If we introduce optional cookies or similar technologies that require consent, we will explain them and obtain your consent before they are used. Links to other websites are governed by those websites’ privacy notices.

4. Sharing and international transfers

Personal data may be shared, where necessary, with providers of email, website hosting and IT support, professional advisers, and competent authorities where required by law or in connection with legal claims. We do not sell personal data.

Where personal data is transferred outside the European Economic Area, an applicable adequacy decision or appropriate safeguards, such as European Commission standard contractual clauses, must be in place. You may contact us for information about the safeguards applicable to your data and how to obtain a copy.

5. How long we keep information

We retain personal data only for as long as necessary for the purposes described in this notice. Enquiries that do not lead to an engagement are normally deleted from our working records within 12 months of the last substantive contact, or sooner where no longer needed.

Relevant records may be retained longer for an ongoing engagement, a legal obligation or a specific legal claim. Retention then depends on the purpose, applicable requirements and relevant limitation periods. Residual recovery copies may remain for a limited period under service-provider deletion arrangements.

Our hosting provider states that shared-hosting logs are rotated every seven days to remove stale data. This is a log-rotation schedule, not a guarantee that every related record or backup is deleted within seven days. Any technical records we retain to investigate a specific fault or security incident are kept only for as long as needed to resolve it or meet a related legal requirement.

6. Protecting your information

Access to personal data is limited to authorised persons who need it for the relevant purpose. We seek to protect information through technical and organisational measures proportionate to the risks. Please avoid including unnecessary sensitive information in initial enquiries.

7. Your rights

Subject to the conditions in data-protection law, you may request access, correction, erasure, restriction of processing or portability of your personal data. You may object to processing based on legitimate interests on grounds relating to your particular situation. Where processing relies on consent, you may withdraw it without affecting earlier lawful processing.

To exercise your rights, email info@polytrop.eu. We will respond without undue delay and normally within one month; we will explain any permitted extension within that month.

You may complain directly to the Cyprus Commissioner for Personal Data Protection at commissioner@dataprotection.gov.cy, or another competent supervisory authority. Further information is available on the Commissioner’s website.

8. Changes to this notice

We will publish updates on this page and revise the date above when our practices or this notice change.