Privacy Policy

1. Information We Collect

Information you provide to us

When you submit an enquiry or request a quotation through our website, we may collect information such as:

• your name;
• company name;
• email address;
• telephone number;
• country;
• products you are interested in;
• requested quantities;
• details of your requirements; and
• other information you choose to include in your enquiry.

You should provide only the information reasonably necessary for us to understand and respond to your request.

Information provided through our AI assistant

When you use the Highrange AI assistant, we process the messages you enter to understand your request and provide relevant information about Highrange, our products and related matters.

Please do not submit sensitive personal information, passwords, financial information, trade secrets, confidential business information or other information that is not necessary for your enquiry through the AI assistant.

Technical and security information

Our systems may process limited technical information necessary to operate, protect and secure our website and related services.

The AI Receptionist backend temporarily uses the client network address made available to the application for rate limiting and abuse prevention. Depending on the hosting and proxy configuration, this may be the visitor’s IP address or an address supplied through the hosting infrastructure.

For AI chat, temporary rate-limit information also uses the technical session identifier assigned to the browser session.

This rate-limit information is maintained temporarily in application memory. Our application does not deliberately add the observed client network address to enquiry records, AI conversation histories, enquiry notification emails or the message content supplied to OpenAI.

Our hosting and infrastructure providers may independently process standard technical information such as IP addresses, browser information, request information, error information and server logs as part of providing, operating and securing their services.

2. How We Use Your Information

We may use information collected through the website to:

• respond to product and business enquiries;
• prepare and follow up on quotation requests;
• understand your product requirements;
• provide product information and assistance;
• communicate with you regarding your enquiry or potential business relationship;
• operate and maintain our website and AI assistant;
• maintain the security, reliability and availability of our systems;
• prevent abuse, spam and excessive automated requests;
• troubleshoot technical problems;
• maintain appropriate business records; and
• comply with applicable legal, regulatory and contractual obligations.

We do not currently operate a newsletter or general marketing-subscription service through the website.

Information submitted through an enquiry is used for responding to your request, quotations, sales follow-up and related business communications. We do not use website enquiry information for unrelated newsletter or general marketing campaigns.

3. AI Assistant and OpenAI Processing

Our website includes an AI-powered assistant designed to help visitors obtain information about Highrange products and related business matters.

When an AI-generated response is required, relevant conversation content is transmitted to OpenAI through its API for processing.

Information supplied for AI processing may include:

• the message you enter;
• relevant recent messages from the conversation;
• previous responses from the assistant; and
• relevant Highrange product or business information required to answer your question.

Our application does not deliberately include your AI session identifier, the visitor network address observed for rate limiting, browser user-agent information or a stored enquiry record in the message content supplied to OpenAI.

OpenAI may separately receive ordinary technical information associated with the backend’s API connection.

If you voluntarily include personal, confidential or other information within a chat message, that information may form part of the content processed through the OpenAI API.

Some requests may be answered directly by our application without being transmitted to OpenAI.

For applicable OpenAI Responses API requests, Highrange currently configures the request using store=False. This means that Highrange does not request that OpenAI store the generated Response as Responses API application state for later retrieval. Highrange does not rely on OpenAI-stored Response objects to maintain conversation continuity.

Highrange currently has OpenAI’s optional model-feedback sharing, evaluation and fine-tuning data sharing, and input/output sharing settings disabled. OpenAI states that information submitted through its API is not used to train or improve its models unless the API customer opts in to applicable data-sharing arrangements.

The use of store=False does not mean that Zero Data Retention applies. Responses API application-state storage is separate from any processing or retention that OpenAI may undertake for abuse monitoring, security, legal compliance or other applicable purposes under its terms, policies and data controls. OpenAI may therefore process or retain API data for limited periods for those separate purposes, including where longer retention is required by law or is reasonably necessary to protect its services or third parties from harm.

The AI assistant is intended to provide general product and business information. AI-generated responses may not always be complete or error-free. Important product, commercial, specification or technical requirements should be confirmed directly with Highrange before being relied upon.

4. AI Conversation Memory

To allow the AI assistant to understand follow-up questions, our backend temporarily maintains conversation history.

Conversation history is held in the memory of the relevant application process rather than being deliberately written by the application to a conversation database or permanent conversation file.

Under the application’s default configuration, and subject to the live production configuration, conversation information becomes eligible for removal after approximately 30 minutes of inactivity.

Removal occurs when the application next performs a conversation-memory operation, so actual removal may occur later than the stated inactivity period. Conversation memory is also lost when the relevant application process restarts.

Only a limited amount of recent conversation history is supplied to OpenAI when generating an applicable response.

Closing the browser tab normally removes the browser-side session identifier under normal browser behaviour, but does not itself cause immediate deletion of conversation information already held temporarily by the backend.

Submitting an enquiry does not cause the application to automatically retrieve or attach your AI conversation transcript to the enquiry record.

5. Enquiries and Quotation Requests

When you submit an enquiry or quotation request through our website, the information you provide is transmitted to the Highrange AI Receptionist backend for processing.

When an enquiry is successfully submitted, the backend creates an enquiry record and writes it to the enquiry-record storage configured for the service. The record may contain information such as:

• your name;
• company;
• email address;
• telephone number;
• country;
• product selections;
• requested quantities;
• your requirement or message;
• a technical session identifier;
• a generated enquiry identifier; and
• the date and time of submission.

After an enquiry record is successfully written, the backend may attempt to send an internal notification through the SMTP service configured for the production system. Notification delivery depends on the production configuration, successful connection to the relevant email service, and successful delivery by the participating email systems.

If you provide an email address, it may be used as the reply address on an internal enquiry notification so that our team can respond to you.

The technical session identifier does not inherently contain your name or contact information. It is used to distinguish AI assistant sessions, is included in submitted enquiry records, and may appear in internal enquiry notifications as a technical reference.

The same technical identifier may therefore provide a technical association between an enquiry and an active assistant session. However, the current application does not automatically retrieve or attach the AI conversation transcript to the enquiry record or notification email.

6. Browser Storage

Our website uses limited browser storage to provide website functionality.

Product enquiry shortlist

If you select products for an enquiry, your browser may store information about those selected products and requested quantities in local storage. This allows your selections to remain available while you navigate the website or return later.

The website does not currently assign an automatic expiry period to this product-shortlist storage.

The information remains in your browser until it is cleared by website functionality, removed by you, removed following a successful enquiry submission where applicable, or removed through your browser settings.

AI session identifier

The website uses session storage to maintain a randomly generated identifier for the AI Receptionist session.

Under normal browser behaviour, this information is associated with the relevant browser-tab session.

Interface functionality

We may also use limited session storage for website-interface functionality, such as restoring focus to the product-search field following navigation.

7. Cookies and Analytics

At the time of this Privacy Policy, Highrange does not intentionally use Google Analytics, Google Tag Manager, Meta Pixel, Microsoft Clarity, Hotjar or similar behavioural analytics or advertising-tracking technologies on this website.

The application code does not currently create first-party cookies for analytics or advertising.

Third-party services used by the website may independently use cookies, browser storage or similar technologies according to their own policies and the behaviour of your browser.

8. Google Services

Google Maps

Our contact page contains an embedded Google Map.

When a page containing the map is loaded or you interact with it, your browser may communicate directly with Google. Google may process technical information such as your IP address, browser information and interactions with the map in accordance with Google’s applicable terms and privacy practices.

Google Fonts

Our website currently requests certain font resources through Google Fonts.

When these resources are requested, your browser communicates with Google’s servers and may transmit standard technical request information.

9. Service Providers and Other Recipients

We use service providers to help operate our website, AI assistant, communications and related technical infrastructure.

Depending on the service involved, these providers may process information on our behalf or receive information necessary to provide their services.

These may include:

• website and application hosting providers;
• OpenAI for AI-assisted processing;
• email and SMTP service providers;
• Google in connection with embedded Maps and remotely provided font resources; and
• technical infrastructure and security providers.

Enquiry information may also be accessible to designated Highrange personnel who need it to review, respond to or manage the relevant business enquiry.

We may disclose information where reasonably necessary to comply with applicable law, respond to lawful requests, protect our rights or systems, investigate misuse, or establish, exercise or defend legal claims.

Highrange does not sell personal information submitted through the website.

10. International Processing

Highrange serves customers and business partners in multiple countries.

Some service providers supporting our website, communications or AI functionality may process information in countries other than the country from which you access our website.

Where required by applicable law, we will address applicable requirements relating to international transfers and processing of personal information.

11. How Long We Keep Information

Different categories of information are handled differently according to their purpose and the systems in which they are maintained.

AI conversation memory maintained by our application is temporary and is handled as described in the AI Conversation Memory section above. It is separate from enquiry records submitted through the website.

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including responding to enquiries, preparing and following up quotations, maintaining appropriate business records, and meeting legal, accounting, contractual or regulatory requirements.

The appropriate retention period may depend on the nature of the enquiry, whether it develops into a quotation, order or customer relationship, and whether information needs to be retained for legal, contractual, dispute-resolution or other legitimate business purposes.

Enquiry information may exist in the configured enquiry-record storage and may also be retained in email systems used by designated Highrange personnel. Where enquiry information becomes part of a quotation, order, customer file, accounting record, contract or another legitimate business record, that record may be subject to its own applicable retention requirements.

When personal information is no longer reasonably required, it may be deleted or anonymised in accordance with our applicable retention practices and legal, security and operational requirements.

12. Security

We use technical measures designed to support the security and reliable operation of information processed through our website and related systems.

Current application-level measures include, where applicable:

• limits on the size and number of messages accepted through public interfaces;
• validation of submitted information;
• rate limiting and abuse-prevention controls;
• temporary AI conversation-memory controls;
• limiting the amount of recent conversation history supplied for AI processing;
• configuring applicable OpenAI Responses API requests with store=False;
• browser cross-origin request controls configured for approved website origins;
• environment-based handling of application credentials;
• when SMTP notification is configured and attempted, upgrading the backend’s connection to the configured SMTP server using STARTTLS before authentication or message transmission; and
• not exposing a public application endpoint for retrieving enquiry records.

Some security measures relating to hosting infrastructure, filesystem access, email systems and other third-party services are provided or controlled by the relevant service providers and operational environment.

No method of electronic transmission or storage can be guaranteed to be completely secure.

13. Your Choices and Rights

Depending on where you live and the laws applicable to the processing of your information, you may have rights concerning your personal information.

These may include rights to:

• obtain information about how your personal information is processed;
• request access to personal information we hold about you;
• request correction of inaccurate or incomplete information;
• request deletion of information in appropriate circumstances;
• object to or restrict certain processing where applicable;
• withdraw consent where processing is based on consent; and
• raise a concern or complaint regarding the handling of your personal information.

The availability and scope of these rights depend on applicable law and the circumstances of the processing.

To make a privacy-related request, please contact us using the details below. We may need to take reasonable steps to verify your identity before fulfilling certain requests.

14. Children’s Privacy

The Highrange website, products and AI assistant are intended for business and product-related use and are not directed at children.

We do not knowingly seek to collect personal information from children through the website.

If you believe that a child has submitted personal information to us inappropriately, please contact us so that we can review the matter and take appropriate action.

15. Website Search

When you use certain website search functions, the search term may form part of the website address used to display the relevant results.

As a result, the search term may appear in your browser history and may be processed as part of ordinary website requests and infrastructure logs.

You should therefore avoid entering sensitive or confidential personal information into the website search field.

16. External Websites and Social Media

Our website contains links to third-party websites and social-media services, including LinkedIn, Facebook and Instagram.

When you follow an external link, the relevant third party’s own privacy practices and terms apply.

Highrange is not responsible for the privacy practices of independent third-party websites or services.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our website, services, technology, business practices or applicable requirements.

When we make changes, we will update the Last updated date at the top of this page.

We encourage visitors to review this Privacy Policy periodically.

18. Contact Us

If you have questions about this Privacy Policy, how Highrange handles personal information, or wish to make a privacy-related request, please contact:

Email: joseph@hirange.com

For general product enquiries and quotation requests, you may also use the contact facilities provided on our website.