Form Data and File Upload Notice

ALPHX may use submitted information to:

• receive and route the enquiry;
• review the stated technical requirement;
• review the stated commercial requirement;
• request clarification;
• request missing information;
• respond through an approved contact channel;
• prepare or discuss a quotation;
• provide a requested Company Profile;
• maintain security records;
• maintain audit records;
• maintain follow-up records;
• meet legal obligations;
• meet regulatory obligations;
• manage disputes or protect legal rights.

The Water Analysis and RFQ forms may accept approved formats such as:

• PDF;
• XLS;
• XLSX;
• CSV;
• JPG;
• JPEG;
• PNG.

The live form must display:

• accepted file formats;
• whether password-protected or encrypted files are supported.

Archive, executable, script and unsupported file types must be blocked.

Only upload a file when:

• you are authorised to share it;
• it is relevant to the enquiry.

Remove or avoid unnecessary:

• personal signatures;
• direct personal contact details;
• identity documents;
• bank details;
• payment details;
• passwords;
• access credentials;
• API keys;
• employee personal data;
• customer personal data;
• third-party personal data;
• confidential commercial information that is not needed for initial review;
• hidden worksheets;
• spreadsheet comments;
• document metadata;
• tracked changes that should not be disclosed.

Do not upload:

• malware;
• unlawful content;
• material that infringes another person's rights.

A public website form is not a secure data room.

Submitting information through a form does not by itself create a non-disclosure agreement.

Before sending highly confidential:

• specifications;
• engineering drawings;
• formulas;
• customer identities;
• contract terms;
• proprietary process data;
• commercially sensitive documents;

ask ALPHX whether an approved confidential channel or NDA process is available.

Uploaded files may be:

• checked against the allowed extension;
• checked against MIME type;
• checked against file signature;
• renamed on storage;
• scanned for malware or suspicious content where feasible;
• quarantined;
• rejected;
• deleted;
• restricted to authorised personnel;
• stored outside the public media library;
• stored behind access controls;
• logged for security or investigation purposes.

A file may be rejected even when its extension appears correct.

Security screening does not guarantee that every harmful file will be detected.

The final technical architecture must define:

• storage provider;
• storage country or countries;
• whether files are stored in WordPress;
• whether files are stored in cloud storage;
• whether files enter email systems;
• whether files enter a CRM;
• authorised user roles;
• whether suppliers may receive relevant files;
• whether manufacturers may receive relevant files;
• whether technical partners may receive relevant files;
• encryption controls;
• backup controls;
• deletion procedures;
• backup-expiry procedures;
• audit logging where appropriate.

Where necessary and legally permitted, relevant technical or commercial information may be shared with:

• authorised employees;
• authorised contractors;
• website/service providers;
• suppliers;
• manufacturers;
• logistics providers;
• technical partners;
• professional advisers;
• other partners supporting the enquiry.

Only information reasonably necessary for the task should be shared.

Cross-border processing must follow:

• the Privacy Policy;
• approved contractual/technical safeguards;
• applicable law.

Spam, rejected or unsafe files may be deleted sooner.

Some records may be retained where necessary for:

• legal obligations;
• security;
• disputes;
• protection of rights.

Rights are subject to:

• applicable law;
• identity verification;
• authority verification;
• lawful exceptions.

A failed upload does not confirm submission.

The interface must clearly distinguish between:

• file rejected but form still available;
• form not submitted;
• form submitted without file;
• complete successful submission.

Where an approved alternative exists, the form may display:

Do not use website forms to report:

• an urgent chemical spill;
• exposure;
• fire;
• transport incident;
• other emergency.

Follow:

• the applicable approved SDS;
• site emergency procedures;
• instructions of competent authorities.

Do not wait for a website-form response in an emergency.