Privacy Policy

Effective Date: 2026.02.01

Polymatrix Technologies, LLC (“Polymatrix,” “Company,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal and business information you provide when using our website and ordering platform (the “Site”).

This Privacy Policy explains how we collect, use, disclose, and safeguard information obtained through the Site.

1. Information We Collect

1.1 Information You Provide Directly

We may collect information when you:

Create an account
Place an order
Submit a contact form
Communicate with us
Apply to become a sales consultant

This may include:

Name
Business name
Clinic or practice name
Billing and shipping address
Email address
Phone number
Professional credentials (if required)
Payment information (processed by third-party providers)

We do not store full credit card or bank account details on our servers.

1.2 Automatically Collected Information

We may automatically collect:

IP address
Browser type
Device information
Pages visited
Time spent on the Site
Referring URLs

This information helps improve functionality, security, and user experience.

2. How We Use Information

We use collected information to:

Process and fulfill orders
Communicate regarding orders and accounts
Provide customer support
Verify eligibility of medical or professional buyers
Improve our website and services
Prevent fraud and unauthorized transactions
Comply with legal obligations

We do not sell personal information.

3. Sharing of Information

We may share information with:

Payment processors (e.g., ACH providers)
Shipping carriers and logistics providers
Hosting and technical service providers
Legal or regulatory authorities when required

All service providers are expected to maintain appropriate safeguards.

4. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect information.

However, no transmission over the internet is guaranteed to be completely secure.

5. Data Retention

We retain information:

As necessary to fulfill orders
To maintain business records
To comply with tax and regulatory requirements
To resolve disputes

6. Cookies and Tracking Technologies

We use cookies to:

Maintain cart sessions
Improve functionality
Analyze site traffic
Enhance user experience

Users may disable cookies in browser settings; however, certain features may not function properly.

7. Third-Party Links

The Site may contain links to third-party websites. We are not responsible for the privacy practices of external sites.

8. No Acceptance of Protected Health Information (HIPAA Notice)

Polymatrix is not a healthcare provider and does not provide medical services.

The Site is not intended for transmission of Protected Health Information (PHI) as defined under HIPAA.

Users shall not transmit:

Patient names
Medical records
Diagnoses
Treatment details
Any individually identifiable health information

Polymatrix disclaims responsibility for any PHI submitted through the Site.

9. California Consumer Privacy Act (CCPA) Notice

9.1 Categories of Information Collected

We may collect:

Identifiers (name, address, email)
Commercial information (order history)
Internet activity information
Professional information

We do not sell personal information.

9.2 California Privacy Rights

California residents may request:

Disclosure of collected information
Correction of inaccurate information
Deletion of certain personal data
Information regarding data-sharing practices

Requests may be submitted to:
[Insert Privacy Email]

We will not discriminate against users exercising their privacy rights.

10. Data Breach Notification

In the event of a confirmed data security incident involving unauthorized access to personal information, Polymatrix will:

Investigate the incident
Take reasonable mitigation steps
Provide notice as required by applicable law

Notification may be delivered via email or Site notice.

11. Force Majeure

Polymatrix shall not be liable for failure or delay in performance caused by events beyond reasonable control, including:

Natural disasters
Government actions
Cybersecurity incidents
Hosting outages
Telecommunications failures
DDoS attacks

We will use commercially reasonable efforts to restore services promptly.

12. No Warranty Regarding Uninterrupted Service

The Site is provided on an “as is” and “as available” basis.

We do not warrant that:

The Site will be uninterrupted or error-free
Defects will be corrected
The Site will be free of harmful components

Use of the Site is at your own risk.

13. Limitation of Liability

To the maximum extent permitted by law:

Polymatrix shall not be liable for indirect, incidental, consequential, or punitive damages.

Total liability shall not exceed the greater of:

The amount paid by you in the preceding twelve (12) months; or
$1,000 USD.

14. Arbitration and Dispute Resolution

Any dispute arising out of or relating to this Privacy Policy or the Site shall be resolved through binding arbitration conducted in the State of [Insert State].

Arbitration shall be conducted individually and not as part of a class action.

15. Electronic Communications Consent

By using the Site, you consent to receive electronic communications including:

Order confirmations
Security alerts
Administrative updates
Policy changes

Electronic communications satisfy any legal requirement for written notice.

16. International Data Processing

16.1 Cross-Border Transfers

Information may be processed in the United States or other jurisdictions where Polymatrix operates.

16.2 International User Rights

If applicable under international law, users may request:

Access to personal data
Correction
Deletion
Restriction of processing

Requests may be sent to:
[Insert Privacy Email]

17. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.

18. Contact Information

Polymatrix Technologies, LLC
30 N Gould St Ste R
Sheridan, WY 82801
support@polymatrixtech.com