Privacy Policy

Introduction

PolarNexa Ltd ("we", "us", or "our") is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, process, and protect your personal information when you visit our website, use our services, or interact with us in any capacity.

As a company registered in Cyprus and operating across the European Union, we comply with the General Data Protection Regulation (GDPR) and other applicable data protection laws. This policy applies to all personal data we process as a data controller.

Data Controller Information

The data controller responsible for your personal data is:

Data Collection

We collect personal data that you provide to us directly and automatically when you interact with our services. The types of data we collect include:

Information You Provide Directly

• Contact Information: Name, email address, phone number, company name, and job title when you contact us or request information
• Communication Data: Messages, enquiries, and correspondence you send to us through our contact forms, email, or phone
• Account Information: If you create an account with us, we collect login credentials and profile information
• Service Data: Information related to the analytics services we provide, including retail data and customer behaviour insights

Information We Collect Automatically

• Website Usage Data: IP address, browser type, operating system, pages visited, time spent on pages, and referral sources
• Device Information: Device type, screen resolution, and other technical specifications
• Cookies and Tracking Data: Information collected through cookies and similar technologies as described in our Cookie Policy

How We Use Your Information

We use your personal data for the following purposes, based on legitimate business interests and legal obligations:

Service Provision

• To provide our retail analytics services and respond to your enquiries
• To communicate with you about our services and support requests
• To process and fulfil service agreements and contracts
• To provide customer support and technical assistance

Business Operations

• To improve our website, services, and customer experience
• To conduct business analysis and market research
• To comply with legal obligations and regulatory requirements
• To protect our business interests and prevent fraud

Marketing and Communications

• To send you relevant information about our services (with your consent)
• To personalise your experience on our website
• To conduct marketing campaigns and measure their effectiveness

Legal Basis for Processing

Under GDPR, we process your personal data based on the following legal grounds:

• Consent: When you have given explicit consent for specific processing activities
• Contract Performance: When processing is necessary to fulfil our contractual obligations
• Legitimate Interests: When we have legitimate business interests that do not override your privacy rights
• Legal Compliance: When processing is required to comply with legal obligations

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 our use of cookies, please refer to our comprehensive Cookie Policy.

Data Sharing and Disclosure

We do not sell your personal data to third parties. We may share your information in the following circumstances:

Service Providers

• Cloud hosting providers for data storage and website hosting
• Analytics providers to understand website usage and improve our services
• Email service providers for communication purposes
• Payment processors for billing and invoicing (where applicable)

Legal Requirements

• When required by law, court order, or regulatory authority
• To protect our rights, property, or safety, or that of others
• In connection with legal proceedings or investigations

Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal data may be transferred as part of the business transaction, subject to appropriate safeguards.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy or as required by law. Our retention periods are based on:

• Contact Enquiries: Retained for up to 3 years after the last contact
• Client Data: Retained for the duration of the service relationship plus 7 years for legal and tax purposes
• Website Analytics: Retained for up to 26 months in accordance with Google Analytics standards
• Marketing Data: Retained until you withdraw consent or unsubscribe

After the retention period expires, we securely delete or anonymise your personal data in accordance with our data destruction procedures.

Your Rights

Under GDPR and applicable data protection laws, you have the following rights regarding your personal data:

Access and Portability

• Right of Access: Request a copy of the personal data we hold about you
• Right to Portability: Request that we transfer your data to another organisation

Correction and Deletion

• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data in certain circumstances

Processing Control

• Right to Restriction: Request that we limit the processing of your data
• Right to Object: Object to processing based on legitimate interests or for marketing purposes
• Right to Withdraw Consent: Withdraw consent for processing at any time

Exercising Your Rights

To exercise any of these rights, please contact us at privacy@polarnexa.world or +357 23150081. We will respond to your request within one month and may require verification of your identity.

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. Our security measures include:

• Encryption of data in transit and at rest
• Regular security assessments and penetration testing
• Access controls and authentication mechanisms
• Employee training on data protection and security
• Incident response procedures for data breaches

While we strive to protect your personal data, no method of transmission or storage is completely secure. We cannot guarantee absolute security but commit to promptly addressing any security incidents.

International Data Transfers

As we operate across the European Union, your personal data may be transferred between EU member states. All such transfers are conducted in accordance with GDPR requirements and appropriate safeguards.

If we transfer data outside the European Economic Area (EEA), we ensure adequate protection through:

• European Commission adequacy decisions
• Standard contractual clauses
• Binding corporate rules or other approved mechanisms

Children's Privacy

Our services are not directed to children under 16 years of age. We do not knowingly collect personal data from children under 16. If we become aware that we have collected personal data from a child under 16, we will take steps to delete such information promptly.

Contact Information

If you have any questions about this Privacy Policy, our data practices, or wish to exercise your rights, please contact us:

Complaints and Supervisory Authority

If you believe we have not handled your personal data in accordance with applicable law, you have the right to lodge a complaint with the relevant supervisory authority. In Cyprus, this is the Commissioner for Personal Data Protection.

You can also contact us directly at privacy@polarnexa.world to resolve any concerns about our data processing practices.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. 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 Privacy Policy periodically to stay informed about how we protect your personal data.