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Video Guide

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Overview

Via the invitation link, your suppliers open the EUDR data request form in Polygon One. There they provide the requested EUDR compliance evidence for the requested articles — without their own user account.
Access is via a secure link from the invitation, without separate registration. The supplier can reopen the link while it remains valid to provide missing data or update their information.

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Step-by-Step Guide

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1. Access and Welcome

The supplier clicks the link in the email and sees the onboarding message with a personal welcome message.

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2. General Information

After the supplier opens the link, they see the form for the EUDR data request.
1

Enter company name

The supplier enters their official company name.
2

Provide address

The supplier enters their company address.
3

Select country

The company’s country is selected.
4

Continue

Click “Continue” to proceed to the next step.
The supplier can change the language of the form at any time. Polygon One currently supports Spanish, French, English, and German.

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3. Provide Geo Information

Geo data must be provided for each requested article:
1

Specify the commodity producer

Enter the name of the commodity producer and the country of production.
2

Provide geo data

Production areas are specified using the interactive map:
  • Draw on map — mark the corner points of the production area
  • Upload GeoJSON — upload existing geo data as a file
3

Repeat for all articles

Geo data is provided for all requested articles. Articles without geo data are marked as missing.
It is not necessary to process all articles at once. The supplier can reopen the link at any time and provide missing data later.

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4. Invite Sub-Suppliers (Optional)

If the supplier sources materials from additional sub-suppliers, they can invite them in the portal:
  • describe the inbound article (name, article number, HS code)
  • enter the supplier details of the sub-supplier (company, email)
  • optionally add a personal message
  • the invitation is sent to the sub-supplier by email
1

FLEGT check (for wood products from VPA countries)

If applicable, a valid FLEGT license can be uploaded. If a valid license is present, the detailed questionnaire is skipped.
2

Sustainability certification (optional)

The supplier can upload a certification (FSC, PEFC, ISCC, etc.). The AI automatically analyzes which compliance categories are covered.
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4

Answer the questionnaire

A country-specific questionnaire is completed — divided into categories:
  • General questions
  • Supply chain & risk assessment
  • Land use rights & ownership
  • Environmental & conservation laws
  • Forest law (for wood products)
  • Rights of third parties & indigenous communities
  • Labor & human rights
  • Tax, trade & customs regulations
  • Anti-corruption measures
  • Further compliance measures
Evidence documents can be uploaded for each category (PDF, Word, ODT, RTF, TXT).
5

Confirm submission

The supplier reviews their answers and clicks “Submit self-assessment”. Unanswered questions and missing documents are shown as a warning.
After submission, the data is automatically analyzed by Polygon One:
  • satellite imagery evaluation of the geo data for deforestation risks
  • AI document validation of the uploaded evidence
  • compliance calculation based on the questionnaire and evidence
The supplier can reopen the link for a valid period to view the status of their submissions, provide missing data, or update information.