Privacy Policy

1. Who is responsible for your data

The controller is LLC Polymer-Group (შპს „პოლიმერ ჯგუფი“), operating under the BioTop brand. Identification / Tax ID: 405562911. Address: Natakhtari, 5th Street, No. 27, 3308, Georgia.

For questions about this policy or to exercise your data rights, contact office@biotop.ge or +995 32 2 193 310. You may also write to the address above. Please identify your enquiry and the contact details you used; do not send an identity document unless we explain why proportionate identity verification is necessary.

2. What we collect and where it comes from

Depending on how you contact us, we receive your name, telephone number, email address, company or job role, preferred language, and information you choose to provide about your enquiry, site, project or equipment requirements. We also receive correspondence and information about quotations, orders and service requests.

When you submit a Facebook or Instagram lead form, Meta provides us with the fields you submit, which may be prefilled from your profile, together with form or campaign identifiers. Messaging platforms may provide your profile name, platform identifier and the messages you send. We use only the information relevant to your request; please do not include sensitive personal information in a lead form or chat.

Our website and hosting services also process technical information such as IP address, browser and device information, access times, requested pages and security logs. Cookies and similar technologies may support website functions and record the source of a visit or enquiry.

3. Why we use data and the legal grounds

We use enquiry details to respond to your request, call or message you using the details you provide, recommend equipment, prepare a quotation, arrange a site discussion and take steps towards a contract at your request. We process order and service information to perform contracts and provide delivery, commissioning, warranty and support services.

Where necessary, we process business contact and technical information on the basis of our legitimate interests in handling business enquiries, managing customer relationships, securing our systems, preventing abuse and protecting legal claims. We consider the impact on your rights and limit processing to what is necessary. We also retain and use records where Georgian law requires this, including accounting and tax obligations.

Where consent is required, we rely on your specific consent. You may withdraw it at any time; withdrawal does not affect processing that was lawful before it was withdrawn. Supplying enquiry information is voluntary. Without a usable contact method or essential project details, we may be unable to answer your request or prepare an offer.

4. Lead forms, follow-up and marketing

Submitting a lead form is a request for BioTop to contact you about the product or service described in that form. We use the information to handle that enquiry and related follow-up. We do not sell lead information.

Submitting an enquiry does not automatically subscribe you to unrelated promotional messages. We send direct marketing only with the consent required by Georgian law. You can withdraw marketing consent free of charge by replying through the channel used or by emailing office@biotop.ge. We stop such processing within the applicable legal period, no later than seven working days after receiving your request.

5. Who can receive your data

Access is limited to authorised staff and service providers who need the information for the relevant purpose. Recipients may include our website and hosting providers, email and communication services, CRM and integration providers, and contractors supporting enquiry handling, delivery, installation, accounting or legal services. We disclose only the information needed for their work or required by law.

Depending on the channel, services involved may include Meta (Facebook, Instagram, Messenger and WhatsApp), Bitrix24, Zapier and ManyChat. Automated chat assistance may use OpenAI to process message content and prepare responses. You can ask to speak with a member of staff. We do not use these tools to make solely automated decisions that produce legal or similarly significant effects on you.

Platforms also process data under their own privacy notices when you use their services. We may disclose information to competent public authorities where legally required, or where necessary and lawful to establish, exercise or defend legal claims.

6. Processing outside Georgia

Some communication, cloud, CRM, integration and automated assistance providers operate internationally, so data may be processed outside Georgia, including in the European Economic Area and the United States, depending on the provider and service. International transfers are subject to the requirements of Georgian law and the applicable transfer basis and safeguards, such as recognised data protection standards or appropriate contractual arrangements. Contact office@biotop.ge for information about a particular recipient, processing location or applicable safeguards.

7. How long we keep data

We keep personal data only for as long as needed for the purpose for which it was collected. For enquiries and quotations, we consider whether the request is open, the time since the last relevant communication, the expected project or purchasing timetable, and whether further contact is still reasonably necessary. A lead that has no continuing purpose should not be retained indefinitely.

If an enquiry becomes an order, relevant records are kept for contract performance, the applicable warranty and service period, and any mandatory accounting, tax or legal retention period. Limited information may be retained for a dispute, a legal obligation, or to record consent, withdrawal or a request not to receive marketing. When retention is no longer justified, data is deleted or anonymised. Residual copies in backups are subject to the relevant backup replacement cycle and restricted use.

8. Cookies and website security

Our website uses cookies and similar storage for technical functions and may record referral or campaign information associated with an enquiry. Third-party platforms may set their own cookies when you use their services or open embedded content. Where consent is required for non-essential technologies, they must be used on that basis. You can manage or remove cookies through your browser settings; restricting them may affect some website functions.

We use technical and organisational measures appropriate to the processing, including restricting administrative and system access. No website or communication method can provide an absolute security guarantee. Please avoid sending passwords, payment card details or sensitive personal information through ordinary enquiry forms or messages.

9. Your rights and how to contact us

Subject to the conditions and exceptions in Georgian law, you may request information about processing and access to your data, a copy, correction or completion, erasure or cessation of processing, restriction or blocking, and portability where applicable. You may withdraw consent and object to processing where the law provides that right. We may need reasonable information to verify that a request relates to you.

Send requests to office@biotop.ge or contact us using the details in section 1. We respond within the periods required by Georgian law and explain any lawful refusal or extension. You may complain to the State Audit Office of Georgia, the supervisory authority for personal data protection, or seek protection through the courts. Information about the supervisory authority is available at pdp.sao.ge.

10. Changes to this policy

We may update this policy when our services, processing arrangements or legal requirements change. The latest version and its update date are published on this page. Where a change requires a new notice or consent, we will provide it as required by law.