Polares

Privacy Policy

Polares Technologies Inc. ("Polares", "we", "our", or "us") provides this Privacy Policy to explain how we collect, use, and disclose information through:

our primary website at polares.io, its subdomains, and any other websites where this Privacy Policy is posted;
our cloud-based platform and related hosted services; and
any software provided by Polares, including browser-based tools, mobile applications, downloadable clients, APIs, and accompanying documentation (collectively, the “Services”).

1. Information We Collect

We collect information when you:

Register or manage an account on the Polares platform
Upload datasets, configure pivot tables, or drill into data using the Services
Send inquiries, support requests, or any other communications
Access our platform via web or mobile apps
Engage with demos, webinars, surveys, or events
Join beta tests or participate in user research
Interact with other users on Polares forums or within collaborative features
Connect third-party integrations (e.g., data warehouses, cloud storage, analytics tools)

We may also collect information from third-party partners including channel resellers, integration providers, and lead generation services. Business contact details may be sourced from public or purchased datasets.

a. Your Content

“Content” refers to all data or information you input, upload, sync, or otherwise submit to the Polares Services. This includes structured or unstructured datasets, metadata, configuration settings, and any content pulled from connected systems or platforms.

You own your Content. Polares acts as a processor for your data and processes it solely to deliver and improve the Services, subject to the terms in our Privacy Policy and Terms of Service.

With your permission, we may pull Content from third-party services (e.g., cloud drives, analytics platforms). See Section 1.c. for details.

b. Customer Information

“Customer Information” consists of information related to your access or use of our Services, the creation of accounts, or that otherwise identifies you as a customer or end user of the Services. Customer Information includes:

Identifiers. Your name, mailing address, email address, postal code, telephone number, and similar identifiers.
Customer Records. Username and password, payment information, company name, job title, business email address, and department.
Protected Classification Characteristics. Age and gender.
Commercial Information. Details about products or services purchased, obtained, or considered.
Internet/Network Activity Information. Browsing history, log and usage data, information about the device(s) used to access the Services, domain server, search history, and interactions with our platform.
Audio/Visual Information. Pictures you upload, and any call recordings (voice or video) between you and Polares that we record where permitted by law.
Profession/Employment Information. Current employer, title, and location.
Other Personal Information. Any personal information you provide to us in connection with surveys, comments, requests, inquiries, or when connecting third-party services.
Inferences. Data derived from your use of the Services, such as location (via IP), or analysis used to predict preferences, characteristics, behavior, or aptitudes.

If you are an end user accessing the Services through an account provided by a Polares customer (such as your employer or organization), we may collect and process Customer Information about you on behalf of that customer.

c. Third-Party Integrations

If you link third-party data services or accounts (such as cloud storage or external APIs) to Polares, we may collect Customer Information from those services as needed to enable integration features. For example, if you connect your cloud drive or a business intelligence tool, we may access identifiers and content required to support your usage of the Services.

By initiating such integrations, you authorize Polares to collect and use this information as required to support platform functionality. You are also subject to the terms and privacy policy of the third-party service you connect. Once authorized, we will store and associate the collected data with your Polares account, and use it only to deliver the requested integration features.

d. Automatically-Collected Information

We collect information about how you use the Services and your actions on the Services, including your IP address, browser type, operating system, ISP, platform type, device type, and mobile device identifiers such as make, model, and carrier. We may also use tools to collect analytics or diagnostic data. Some of this information is collected through the use of cookies and similar technologies such as web beacons, pixels, and session replay scripts. Please refer to our Cookie Policy for more information about our use of cookies and related tracking methods.

2. How We Use the Information We Collect

a. Use of Content

Notwithstanding anything to the contrary in this Privacy Policy, we will not access or use your Content except:

To provide, maintain, improve, or optimize the Services
Where you (or your organization) explicitly authorize access, such as during a support request or beta testing
To comply with lawful requests from law enforcement or regulatory authorities
To respond to subpoenas, court orders, or legal processes, as required by law
To maintain platform security and performance, particularly if specific Content is degrading service quality
To protect the rights, privacy, safety, or property of you, us, or others

We reserve the right to retain, restrict access to, or remove Content if we determine it violates our Terms of Service. We may also analyze metadata about Content (e.g., record counts, file sizes, API volume, access frequency) for service monitoring and optimization.

b. Use of Other Information

We use Customer Information and Automatically-Collected Information for purposes including but not limited to:

Fulfilling our Contract with You:
- Responding to requests or inquiries
- Providing support or assistance
- Sending product updates and service notices
- Managing your account and verifying identity
- Auditing platform activity for security and compliance
Improving our Services (Legitimate Interest):
- Conducting product research and performance analysis
- Customizing the platform experience
- Protecting data and systems from misuse
- Detecting and mitigating fraud or security threats
- Measuring engagement and usage patterns
Marketing (if applicable):
- Sharing relevant Polares updates or offerings via email or phone (only if legally allowed)
- Monitoring performance of marketing outreach
- Communicating about your engagement with our Services
Legal Obligations and Rights:
- Complying with applicable laws or responding to legal requests
- Investigating or defending against legal claims
- Protecting Polares' assets, users, and platform
- Preventing fraud or collecting debts
- Protecting individual or public safety
Consent-Based Use:
We may use information for clearly disclosed purposes at the time of collection, or as otherwise authorized by you.
Aggregated or De-Identified Data:
We may use data that has been anonymized or aggregated in a way that it no longer identifies any individual or account. This is used for analysis, benchmarking, and platform improvement.
Other Legitimate Business Purposes:
We may use your information for other internal business purposes as permitted by applicable law.

3. How We Disclose Information

We disclose information we collect for specific purposes, including:

When you explicitly authorize us to do so, such as by publishing Content or initiating actions that make your data visible to others;
With our affiliates and subsidiaries, to support delivery of the Services (e.g., account management, technical support);
With service providers who assist in hosting, storage, support, infrastructure, payments, and communication functions;
With vendors that help us with marketing campaigns or data analytics (note: no tracking cookies are used);
With third parties enabling specific integrations or features that you initiate within the platform;
With your employer or organization if your Polares account is provisioned or administered by them (e.g., via email domain ownership or enterprise setup);
With workspace owners or collaborators within the Services, solely as needed to support collaborative functionality;
With implementation or services partners, if you choose to engage a partner through a Polares services program;
As necessary to comply with legal obligations, enforce our rights, or respond to lawful requests from law enforcement or regulatory bodies;
In connection with a business transaction (e.g., merger, acquisition, financing, reorganization, or sale of assets);
With others for legitimate business purposes, provided such use aligns with this Privacy Policy and applicable law.

4. Transfers of Information

We may transfer and process your personal information outside of the country where you are located, including to countries that may not provide the same level of data protection as your home jurisdiction. Such transfers are performed to support the operation, maintenance, and improvement of the Services as described in this policy.

Where required by applicable law (such as under the GDPR), we rely on appropriate safeguards to ensure the lawful transfer of data. These may include:

Your explicit consent;
Standard contractual clauses approved by relevant authorities;
Adequacy decisions recognizing certain jurisdictions as having adequate data protection frameworks;
Other legally recognized mechanisms.

You may contact us as described in Section 9 of this Privacy Policy for more details about the specific mechanisms we rely on for cross-border data transfers.

5. Retention of Information

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including to meet legal, regulatory, or reporting obligations and to support our legitimate business interests. When determining retention periods, we consider:

The amount, nature, and sensitivity of the personal data;
The potential risk of harm from unauthorized use or disclosure;
The purposes for which we process your data and whether we can achieve those purposes through other means;
Applicable legal, contractual, or regulatory requirements.

6. Managing Your Information

a. Content

You may access, correct, amend, or delete Content you submit to the Services. You retain ownership of all Content you upload, assuming you have legal rights to it. If you delete Content, it may remain in archived or backup systems to support features such as revision history and snapshot recovery.

If you would like to permanently delete specific Content from your Polares account, please contact us at info@polares.io. Note that permanent deletion may limit functionality (e.g., loss of historical revisions) associated with that Content.

b. Other Information

We may use your information to send you promotional emails or communications about new features, events, or Polares-related opportunities. If you do not wish to receive these communications, you can opt out by clicking “Unsubscribe” in any such email, or by contacting us at info@polares.io.

Your data privacy rights may vary based on your country of residence. Please refer to the jurisdiction-specific section of this Privacy Policy to understand your rights and how to exercise them.

7. Information from Children

Our Services are not intended for use by children under the age of 16 (or any other age as defined by applicable local laws), and we do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take reasonable steps to delete such information as soon as practicable.

If you believe your child has provided us with personal information without your consent, please contact us at info@polares.io.

8. Changes to Privacy Policy

Any personal information we collect is subject to the version of this Privacy Policy in effect at the time of collection. We may update this Privacy Policy from time to time. If we make material changes, we will notify you—at our sole discretion—via email or through other prominent notice within the Services. The latest version of this policy will always be available on our website.

9. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, you may contact us at:

Email: info@polares.io

10. EEA, UK, and Swiss-Specific Disclosures

This section applies solely to residents of the European Economic Area ("EEA"), Switzerland, and the United Kingdom ("UK"), and explains how we process personal data under the General Data Protection Regulation ("GDPR") and applicable UK/Swiss law. Polares is the data controller for the personal data we collect in connection with use of the Services.

a. Lawful Basis of Processing

We process your personal data for the purposes described in this Privacy Policy. Where required, we obtain your consent. Otherwise, we rely on legal bases such as contractual necessity, compliance with legal obligations, or our legitimate interests.

b. Marketing and Advertising

We may contact you with information about our Services, new features, events, or updates. We may also use personal data to tailor what we send to you. You can unsubscribe at any time using the link at the bottom of our emails or by contacting us at info@polares.io.

If you have given consent, we may allow select partners to collect information about you for targeted advertising through cookies or similar technologies. For details, please see our Cookie Policy.

c. Your Privacy Rights

As a resident of the EEA, UK, or Switzerland, you have the following rights:

Right of access
Right to data portability
Right to rectification
Right to erasure
Right to restriction of processing
Right to withdraw consent
Right to object to processing

You also have the right to lodge a complaint with your local data protection authority. Contact information for these authorities can be found here.

To exercise your rights, you may:

Email info@polares.io with the subject line “European Rights Request”

We may request proof of identity to verify your request.

11. California-Specific Disclosures

Note: This section applies only to individual residents of the State of California and only where Polares is subject to the California Consumer Privacy Act of 2018 (CCPA), as amended.

The following disclosures provide additional information about how we collect, use, disclose, and otherwise process personal information of California residents within the scope of the CCPA.

a. Sensitive Personal Information

We may collect certain data elements considered “sensitive personal information” under CCPA, such as your username and password, and message content transmitted via email integration. This data is used only as necessary to provide our Services and not for inferring characteristics.

b. Sales and Sharing of Personal Information (Targeted Advertising)

We may use cookies and similar technologies to allow third-party advertising and analytics providers to collect personal information from your browser or device. This may be considered a “sale” or “sharing” under the CCPA.

To opt out:

Disable non-essential cookies in our cookie banner or enable Global Privacy Control (GPC) in your browser.
Send a request to info@polares.io.

Note: This opt-out does not apply where third parties act only as service providers or processors under CCPA.