Supplier Portal

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Overview

This page explains, from your perspective, what happens on the supplier side after you send a data request — so you can answer your suppliers’ questions and gauge the process.

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Access: the link is enough, no account needed

The link in the request email takes the supplier straight to their reply view. The link itself is the access — your supplier needs neither an account nor a password. That keeps the barrier minimal: even a supplier who has never seen Polygon One can reply immediately. Optionally, the supplier can additionally create a persistent supplier workspace (name, email, password). With it, they see all requests from their customers in one place under Packaging data requests — with sender, type, status, due date, and received date. The original link keeps working unchanged after registration; a signed-in supplier can reactivate expired links themselves from the overview.

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What the supplier sees

After a short welcome with context (who is asking, why, what the data is needed for) and a chance to check their own company details, the supplier lands in their working view: a list of the requested packaging units (or components) with a progress indicator ” of ready”. Each item has a status: Open → In progress → Ready. The status is derived automatically from the completeness of the data — the supplier cannot “tick off” anything that is not actually complete. For each unit, the supplier answers the guiding question “How can you provide this data?” with one of three options:

1. I have a document — upload existing documentation.
2. I have component data — enter the packaging component by component.
3. I have neither – invite my sub-supplier — delegate the request onward.

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Option 1: Upload a document

Per unit, the supplier uploads one primary document — depending on their relationship to the unit, a supplier declaration / technical documentation or a Declaration of Conformity (DoC). Such a primary document is sufficient to set the unit to Ready. Optionally they add further evidence (test reports for heavy metals or PFAS, recycled-content proof, technical drawing, data sheets). Accepted formats are PDF, JPG, and PNG up to 10 MB; a bulk upload distributes multiple files onto the matching units.

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Option 2: Enter component data

The supplier enters the packaging’s components in a guided form: name, material, mass (g), recycled content (%), heavy metals (mg/kg, sum of Pb+Cd+Hg+Cr VI), and for food-contact packaging the PFAS details. Two rules safeguard quality:

• Substantiation duty for substance data: every declared Art. 5 substance value (heavy metals, PFAS) must be backed by a test report or a supplier declaration, otherwise submitting is blocked.
• Self-declaration: before submitting, the supplier confirms via a mandatory checkbox: “I hereby confirm that the information I have provided is accurate and complete.” This confirmation is stored for audit.

For many units there are convenience features: CSV/Excel import of components, multi-select (author a component once and copy it into several units), and “Continue to next unit”.

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Option 3: Delegate to a sub-supplier

If the packaging (or part of it) comes from an upstream supplier, your supplier can delegate the affected items to their own sub-supplier: they select the items, enter the sub-supplier’s name, email, and country, and send out a request of their own — via automatic email or as a copyable link. The sub-supplier’s data flows back into the same request; in the cockpit you see the delegation in the Delegated column (“Delegated to ”).

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Submitting and afterwards

Via Review & submit the supplier reaches a summary (ready units, components, documents) and sends the reply with Submit reply. After that, the request is read-only for them:

• Your request switches to Submitted; the data is on your units immediately.
• The message thread stays open for both sides — follow-up questions continue through the platform.
• If the supplier notices a mistake afterwards, they ask for a reopen via Request a correction. Only once you grant the correction (Request correction) can they rework their — prefilled — reply and resubmit.

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Next steps