Privacy Policy

01Who we are

Polar Networks is a UK-based infrastructure engineering consultancy. For the purposes of UK data protection law, the data controller is Polar Networking Solutions Ltd, registered at Wainfleet house, 139 Eastgate, Louth, LN11 9QQ, company number 17087733.

If you have any questions about this policy or how your data is handled, you can contact us at hello@polar-networks.com.

02Information we collect

We only collect personal data that is necessary to operate our website, respond to enquiries, and deliver consulting services. This may include:

Information you provide directly

• Name, email address, telephone number and company when you submit a contact form or subscribe to our newsletter
• Information about your project, organisation or infrastructure that you choose to share with us during enquiries or engagements
• Records of correspondence by email, phone or video call

Information collected automatically

• IP address, browser type, device information and approximate location
• Pages visited, referring sources and aggregate engagement metrics
• Cookies and similar technologies — see our Cookies Policy for detail

03How we use your information

We use the personal data we hold for the following purposes:

• Responding to enquiries and providing the consultancy services you have requested
• Sending occasional engineering insights and newsletter content, where you have opted in
• Operating, maintaining and improving the website
• Meeting legal, accounting and regulatory obligations
• Protecting our legitimate business interests, including fraud prevention and network security

04Legal basis for processing

Under UK GDPR, we rely on the following lawful bases:

• Contract — to perform a contract with you, or take steps at your request before entering one
• Legitimate interests — for example, operating our website, responding to business enquiries, and protecting our systems
• Consent — for marketing communications and non-essential cookies, where required
• Legal obligation — where processing is necessary to comply with the law

05Sharing your information

We do not sell personal data. We share information only with trusted service providers who help us operate the business, including:

• Email and CRM platforms (e.g. HubSpot) used to manage enquiries and communications
• Hosting and analytics providers supporting the website
• Professional advisers (accountants, legal counsel) where strictly necessary
• Regulators, law enforcement or other authorities where required by law

All processors are required to handle data in line with UK data protection law and only for the purposes we instruct.

06Data retention

We keep personal data only as long as necessary for the purposes set out in this policy. Enquiry and engagement records are typically retained for a maximum of 3 years after the last interaction, after which they are securely deleted or anonymised. Records required for legal or accounting reasons are kept for the period required by law.

07Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete information
• Request erasure of your data, where applicable
• Object to or restrict certain processing
• Request data portability
• Withdraw consent at any time, where processing relies on consent

To exercise any of these rights, email hello@polar-networks.com. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

08Security

We take security seriously — it's central to what we do. We apply appropriate technical and organisational measures to protect personal data against unauthorised access, loss or disclosure. No system is perfectly secure, but our practices are designed to reduce risk to a level proportionate to the data we hold.

09International transfers

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or equivalent contractual protections.

10Changes to this policy

We may update this policy from time to time. Material changes will be reflected on this page along with an updated revision date. Continued use of the site after changes means you accept the revised policy.

11Contact us

For any privacy-related question or request, get in touch:

Email: hello@polar-networks.com