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Polycot Associates Privacy Policy

Thanks for your interest in Polycot Associates. This privacy policy explains what limited user data we collect and for what purposes. This policy may change in the future - if you think it is relevant to you, we suggest that you check it periodically.

Polycot Associates complies with the EU-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information transferred from the European Union to the United States. Polycot has certified to the Department of Commerce that it adheres to the Privacy Shield Principles. If there is any conflict between the terms in this privacy policy and the Privacy Shield Principles, the Privacy Shield Principles shall govern. To learn more about the Privacy Shield program, please visit www.privacyshield.gov.

Polycot Associates collects limited personal information through its contact forms, and for our public email list. We collect names, emails, and information related to potential or current clients, companies, and their projects.

We use this information to propose and coordinate service delivery

The information collected is not shared with third parties except for the following:

  • Customer and client information may be stored with a third party customer relationship management service, Highrise.
  • Customer and client information may also be stored with a third party project communication platform, Basecamp.
  • Email signups are stored with a third party bulk email service provider, Mailchimp.

We gather information to facilitate the sale, coordination and management of client projects. We also gather information to provide news and information via our company email list. The information we gather is used only for these purposes, which are related to our business relationships and marketing efforts. We are always clear about how personal information will be used, and we never use it for a purpose other than that described without your permission.

Also, when you browse our website, we may collect information about your visit and your web browsing. That information may include

  • your IP address,
  • your operating system,
  • your browser ID,
  • your browsing activity, and
  • other information about how you interacted with our website.

We may collect this information as part of website log files, as well as via the use of cookies.  A cookie is a small piece of data that a website stores on your computer when you browse the site. Cookies provide a way to keep track of user interactions with a website (e.g. remembering items added to a shopping cart at an ecommerce site, recording and tracking browsing activity, remembering information entered via forms). Cookies may also be used to detect whether or not you're logged into a site, and some third-party tracking cookies are used to track you on the current site as well as other sites.

Polycot Associates makes limited use of cookies, primarily for tracking analytics anonymously so we can have an idea how many people have visited our site and how they've used it, and potentially to enhance your social media experience. We may also use cookies to temporarily store contact form data.

Transfer of information from the Polycot Associates site to a third party is limited to the following:

  • We store past, current, and potential customer and client information in a customer relationship management system called Highrise. This information is used to coordinate sales and client relationships, and is not shared with any other third party. The Highrise privacy policy is consistent with Privacy Shield requirements.
  • We store client and ongoing project information on Basecamp, a project communication and tracking system. This information is used to for project management, coordination, and communication, and is not shared with any third party. Basecamp’s privacy policy is consistent with Privacy Shield requirements.
  • We store names and email addresses of interested parties who voluntarily sign up for our email lists. This information is used to transmit Polycot Associates news and information, and is not shared with any other third party. The Mailchimp privacy policy is consistent with Privacy Shield requirements.

Polycot Associates will never disclose any of your sensitive information without your affirmative consent.

If you have any concern about information Polycot Associates has collected about you, or feel that information so collected has been inappropriately disclosed or misused, please notify us immediately via email to info at polycotassociates.com or letter to Polycot Associates, PO Box 151507, Austin, TX 78715-1507.

In compliance with the Privacy Shield Principles, Polycot Associates commits to resolve complaints about our collection or use of your personal information.  EU individuals with inquiries or complaints regarding our Privacy Shield policy should first contact Polycot Associates via our contact form, or direct contact with Jon Lebkowsky (jonl at polycotassociates.com), phone (512) 524-3301.  

Polycot Associates has further committed to refer unresolved Privacy Shield complaints to JAMS Foundation, an alternative dispute resolution provider located in the United States. If you do not receive timely acknowledgment of your complaint from us, or if we have not addressed your complaint to your satisfaction, please contact or visit https://www.jamsadr.com/jamsfoundation/ for more information or to file a complaint (https://www.jamsadr.com/about/submit-a-case).  The services of JAMS are provided at no cost to you.

You have the right to access any personal information about you that Polycot Associates holds, and to correct, amend, or delete that information where it is inaccurate, or has been processed in violation of the Principles, except where the burden or expense of providing access would be disproportionate to the risks to your privacy in the case in question, or where the rights of persons other than you would be violated.

Polycot Associates collects only very limited personal data, and you always have the opportunity to choose (opt out) whether your personal information will be (i) disclosed to a third party or (ii) used for a purpose that is materially different from the purpose(s) for which it was originally collected or subsequently authorized.  In any case where third party disclosure or alternate use is possible, Polycot Associates will offer a clear choice for you to opt out.

Please note that:

  • Polycot Associates is subject to the investigatory and enforcement powers of the Federal Trade Commission (FTC).
  • Under certain conditions you can invoke binding arbitration.
  • Polycot Associates may be required to disclose personal information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
  • Polycot Associates has liability in cases of onward transfers to third parties - see https://www.privacyshield.gov/article?id=3-ACCOUNTABILITY-FOR-ONWARD-TRANSFER.

For more information, please visit https://www.privacyshield.gov/EU-US-Framework