Privacy policy

Who is responsible

POLYTECH I T SOLUTIONS L.L.C operates Esmii. Our address is Office 80E, Hor Al Anz, Deira, Dubai, United Arab Emirates. Contact support@polytech.ae for privacy questions or requests. We determine how account administration, service security and support information is processed. Workspace administrators also determine whom they invite and what information they share through their workspaces.

Information we handle

We handle your email address, display name, chosen profile colour, sign-in identifiers, workspace memberships, permissions, invitations, preferences and project activity. We store the names, notes, domain queries, custom-field values and responses you enter. We process session and security records, including relevant network and device information, to authenticate users, investigate faults and prevent abuse. If you contact support, we handle your message and information needed to resolve it.

Why we use it

We use information to provide and maintain your account, share work with authorised members, save preferences, deliver requested sign-in and account messages, provide exports, process deletion and protect the service. These uses support our agreement with you, legitimate service-security interests where applicable, and legal obligations. Optional project-update emails require your opt-in and can be turned off in Settings. Where consent is legally required, you may withdraw it without affecting earlier lawful processing.

Optional visit analytics

After you choose Agree in Cookie preferences, Esmii measures visits to registered public pages and app screens, referring website hostnames, device categories and browsers. We do not collect page query strings, complete URLs, project names, customer content or authentication links for analytics. No analytics cookie or persistent browser identifier is added. A server-calculated identifier changes each Dubai calendar day; raw IP addresses are discarded from analytics after identifier calculation. Visitor figures are daily estimates, not a count of unique people across a month. Decline or withdrawal stops browser analytics. Earlier appearance-only consent does not enable analytics; we ask again.

Aggregate service-use reporting

Separately, Esmii uses successful account verification, project creation, name contributions, Yes/No responses and the days an account opens an authorised project to report aggregate account growth, activation and return rates. These service-use totals cover accounts independently of browser analytics consent. Reports do not show individual browsing histories. Selected staff/test accounts may be excluded from future signed-in analytics. Anonymous visits and historical reports are unaffected by that setting.

Daily analytics reports are retained for 12 months and hourly detail for 30 days. Short-lived visitor and replay-deduplication records expire within 48 hours and are excluded from backups. We retain only the account dates and account/day project-use records needed for these calculations. Account deletion removes the identity link; existing aggregate and unlinked statistical counts remain until their retention period ends. We do not send visitor IP addresses to a geolocation service.

What we do not do

We do not sell personal information, use customer content for marketing or AI training, or use advertising pixels or session recording. We do not make decisions with legal or similarly significant effects about you using automated profiling.

Who can receive information

Authorised workspace members can see shared project content, your display name and relevant team responses; access depends on their permissions. Service providers process information needed to host, secure or deliver Esmii. Hosting uses Netcup. Cloudflare receives domain names submitted for availability checks and provides relevant domain infrastructure. If you choose Google sign-in, Google processes that sign-in and shares identity information with Esmii. Transactional email is sent through our self-hosted mail service to your email provider. We may disclose information when legally required or reasonably necessary to protect rights and investigate abuse. We do not give other members access to your authentication credentials.

International processing

Esmii is operated from the United Arab Emirates and uses infrastructure and service providers outside the UAE. Your information may therefore be processed in other countries. Applicable legal protections and transfer requirements continue to apply; information about the safeguards relevant to your data can be requested at support@polytech.ae.

Retention and deletion

We retain account and workspace information while needed to provide the service. Account deletion has a 30-day recovery period before permanent removal of eligible personal information and separately confirmed private workspaces. Shared contributions can remain with Deleted user attribution. Export files expire after 24 hours. Completed, cancelled or expired email-change request details are removed after 30 days. Minimal security and recovery records are retained for at least 90 days and longer while necessary to prevent recoverable backups from restoring deleted access or to meet a specific legal obligation. Restricted backup copies, where maintained, expire under the recovery retention schedule; a restore must reapply deletion and access restrictions before service resumes. We do not retain information indefinitely merely because it may be useful.

Your choices and rights

You can update profile information, manage sessions, change optional notification preferences and request an export or deletion through your account when available. Contact support@polytech.ae if a self-service control is unavailable. You may also request access, correction, erasure, restriction or portability, object to processing, or withdraw consent where these rights apply. Email support@polytech.ae. We may verify your identity using proportionate information before acting and will explain any lawful limitation. You may complain to the competent data-protection authority; contacting us first is not required.

Security and children

We use access controls and other technical and organisational measures to protect information, but no online service can guarantee absolute security. Esmii is intended for adults aged 18 or older. If you believe a child has supplied personal information, contact us so we can investigate and take appropriate action.

Updates

The effective date identifies the current policy. We will give appropriate notice of material changes. Our Cookies & storage page describes browser storage used by Esmii.