Privacy Policy

Data Controller Information

polarnex Ltd is the data controller responsible for your personal data. We are a company registered in Scotland with registration number 25967482, and our registered office is located at 225 London Road, Edinburgh EH6L 5KZ, Scotland, United Kingdom.

Data Collection

We collect various types of personal data when you interact with our website and services. The data we collect includes information you provide directly to us through contact forms, service enquiries, and communications, as well as information automatically collected through your use of our website such as IP addresses, browser information, and usage patterns.

Specifically, we may collect your name, email address, telephone number, company information, service preferences, and any messages or enquiries you send to us. We also collect technical information about your device and how you interact with our website to improve our services and user experience.

How We Use Your Information

We use the personal data we collect for several legitimate business purposes. We use of your data includes responding to your enquiries and providing the services you request, communicating with you about our services and business matters, improving our website and services based on your usage patterns, and complying with legal obligations.

We may also use your information to send you marketing communications about our services if you have consented to receive such communications or where we have a legitimate interest in doing so. You can opt out of marketing communications at any time by contacting us or using the unsubscribe links in our emails.

Legal Basis for Processing

Under the General Data Protection Regulation (GDPR) and UK data protection laws, we process your personal data based on the following legal grounds:

• Consent: Where you have given clear consent for us to process your personal data for specific purposes
• Contract: Where processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract
• Legitimate interests: Where processing is necessary for our legitimate business interests, such as improving our services and website functionality
• Legal obligation: Where processing is necessary to comply with legal requirements

Cookies and Tracking Technologies

We may use cookies and tracking technologies for analytics, advertising, and remarketing purposes, including Google Ads. These technologies help us measure campaign effectiveness, deliver relevant advertisements, and improve our services. You can manage your cookie preferences at any time through our cookie consent banner.

For detailed information about the cookies we use, their purposes, and how to manage them, please refer to our Cookie Policy.

Data Sharing and Third Parties

We do not sell, trade, or otherwise transfer your personal data to third parties except as described in this privacy policy. We may share your data with trusted service providers who assist us in operating our website and conducting our business, provided they agree to keep your information confidential and secure.

We may also disclose your personal data if required by law or if we believe such action is necessary to comply with legal processes, protect our rights, or ensure the safety of our users.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. The specific retention periods depend on the type of data and the purposes for which it is used.

Generally, we retain contact enquiry data for up to 3 years, website analytics data for up to 26 months, and marketing consent records for up to 3 years after withdrawal of consent. When determining retention periods, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, and applicable legal requirements.

Your Rights

Under GDPR and UK data protection laws, you have several rights regarding your personal data:

• Right of access: You can request copies of your personal data
• Right to rectification: You can request correction of inaccurate or incomplete data
• Right to erasure: You can request deletion of your personal data in certain circumstances
• Right to restrict processing: You can request that we limit how we use your data
• Right to data portability: You can request transfer of your data to another service provider
• Right to object: You can object to processing based on legitimate interests or for marketing purposes
• Right to withdraw consent: Where processing is based on consent, you can withdraw it at any time

International Data Transfers

As we provide services across the European Union, your personal data may be transferred to and processed in countries within the EU/EEA. We ensure that any international transfers of personal data are protected by appropriate safeguards, including adequacy decisions or standard contractual clauses approved by the European Commission.

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption, access controls, regular security assessments, and staff training on data protection principles.

While we strive to protect your personal data, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but are committed to using industry-standard practices to protect your information.

Children's Privacy

Our services are not directed at children under the age of 16, and we do not knowingly collect personal data from children under this age. If we become aware that we have collected personal data from a child under 16 without parental consent, we will take steps to delete such information promptly.

Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices, services, or legal requirements. We will notify you of any material changes by posting the updated policy on our website and updating the "last updated" date. We encourage you to review this policy periodically to stay informed about how we protect your personal data.

Contact Information

If you have any questions about this privacy policy, wish to exercise your rights, or need to contact us regarding data protection matters, please reach out to us using the following details:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection supervisory authority, if you believe we have not handled your personal data properly. You can contact the ICO through their website at ico.org.uk or by telephone on 0303 123 1113.