Privacy Policy
Last updated: 9 October 2026
At polySCOUT, we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and protect information when you visit our website, https://polyscout.ai, or contact us.
We process personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Dutch privacy legislation.
1. Who We Are
polySCOUT is responsible for the processing of personal data described in this Privacy Policy.
polySCOUT B.V.
's-Gravenweg 732
3065 SJ Rotterdam
The Netherlands
Email: info@polyscout.nl
Website: https://polyscout.ai
For any questions about this Privacy Policy or the processing of your personal data, please contact us using the email address above.
2. Information We Collect
We may collect and process the following categories of personal data:
Information you provide
When you contact us through our website, we may collect:
- Your name
- Your email address
- Your company or organisation, if provided
- The content of your message
- Any additional information you voluntarily share
Website usage information
With your consent, we use Google Analytics 4 to understand how visitors interact with our website. This may include:
- Pages visited and interactions with website content
- Approximate geographical location
- Device and browser information
- Referral sources
- Visit duration and website usage patterns
- Online identifiers associated with analytics cookies
Technical information
When you access our website, our hosting infrastructure may process technical information, including IP addresses, request timestamps and server logs, to deliver and protect the website.
3. How We Use Your Information
We process personal data for the following purposes:
- Responding to enquiries: To answer questions and communicate with you following a contact request.
- Website analytics: To understand website usage, evaluate content performance and improve the user experience.
- Website operation and security: To maintain the availability, functionality and security of our website.
- Business communication: To follow up on enquiries and discuss potential collaborations or services.
We do not sell your personal data.
4. Legal Basis for Processing
We process personal data under the following legal bases, as applicable:
Consent (Article 6(1)(a) GDPR)
We rely on your consent for Google Analytics and optional third-party content where consent is required. You may withdraw your consent at any time.
Legitimate interests (Article 6(1)(f) GDPR)
We may process personal data to respond to business enquiries, maintain website security and ensure reliable website operation, provided these interests do not override your rights and freedoms.
Pre-contractual measures (Article 6(1)(b) GDPR)
Where you contact us about a potential agreement, we may process information necessary to take steps at your request before entering into a contract.
5. Google Analytics
We use Google Analytics 4, a web analytics service provided by Google, to understand how visitors use our website.
Google Analytics helps us analyse website traffic, identify frequently visited pages and improve website performance.
Analytics technologies requiring consent are activated only after you have given your permission through our cookie consent mechanism.
Google Analytics may process device information, online identifiers and website interaction data. Google also processes IP addresses as part of providing the service.
You can decline or withdraw your consent without losing access to the essential functionality of our website.
For more information, please visit Google's Privacy Policy.
6. Cookies and Similar Technologies
Our website may use cookies and similar technologies for essential functionality, analytics and embedded third-party content.
Essential technologies
These support the basic operation, security and functionality of our website. They do not require consent where they are strictly necessary.
Analytics cookies
With your consent, Google Analytics may place cookies to measure website usage and distinguish visits.
Third-party content
Embedded video services may use cookies or similar technologies when their content is activated.
You can manage or withdraw your consent through the cookie preferences available on our website. You can also manage cookies through your browser settings.
7. Embedded Videos
Our website may include videos hosted by YouTube (Google) or Vimeo.
When you choose to load or play an embedded video, the relevant provider may receive information such as your IP address, browser information and interaction with the video.
Where required, third-party video content and associated non-essential technologies will only be activated after your consent.
For more information, please consult:
8. Hosting and Content Delivery
Our website uses external hosting and may use content delivery network (CDN) services to deliver website content efficiently and securely.
These providers may process technical information, including IP addresses and server request data, for website delivery, performance monitoring and security.
We seek to work with service providers that offer appropriate data protection safeguards.
9. Data Sharing and International Transfers
We may share personal data with service providers that support our website, including:
- Google, for website analytics
- YouTube or Vimeo, when embedded video content is activated
- Website hosting and CDN providers
- Providers involved in processing and delivering contact form enquiries
Some providers may process personal data outside the European Economic Area (EEA).
Where required, international transfers are subject to appropriate safeguards under the GDPR, such as an applicable adequacy decision or Standard Contractual Clauses.
We do not sell personal data to third parties.
10. Data Retention
We retain personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy.
- Contact enquiries: Retained for as long as necessary to respond, manage relevant correspondence and fulfil applicable legal obligations.
- Analytics data: Retained according to the configured Google Analytics retention settings.
- Technical logs: Retained for the period necessary for website security, maintenance and troubleshooting, subject to the hosting provider's applicable retention settings.
- Cookie preferences: Retained as necessary to remember and demonstrate your consent choices.
When personal data is no longer required, we delete or anonymise it where appropriate.
11. Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or alteration.
These measures may include encrypted connections, access restrictions, secure hosting infrastructure and software maintenance.
Although we take reasonable precautions, no method of transmitting or storing information online can be guaranteed to be completely secure.
12. Your Privacy Rights
Under the GDPR, you may have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate or incomplete information
- Request deletion of your personal data
- Restrict certain processing activities
- Object to processing based on legitimate interests
- Receive your personal data in a portable format, where applicable
- Withdraw consent at any time without affecting the lawfulness of processing before withdrawal
To exercise any of these rights, please contact info@polyscout.nl.
We will respond to your request within the time limits required by applicable law, generally within one month.
You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) at https://autoriteitpersoonsgegevens.nl.
13. Automated Decision-Making
We do not use personal data collected through this website to make decisions based solely on automated processing that produce legal or similarly significant effects on individuals.
14. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes to our website, services, data processing activities or legal requirements.
Any updates will be published on this page, together with a revised "Last updated" date.
15. Contact
If you have questions about this Privacy Policy or how we handle personal data, please contact:
polySCOUT
's-Gravenweg 732
3065 SJ Rotterdam
The Netherlands
Email: info@polyscout.nl
Website: https://polyscout.ai