Privacy statement Polars B.V.

1. General

This is the privacy statement of Polars B.V. (hereinafter also: “Polars”, “we” or “us”). This privacy statement applies when you visit our website, interact with us or make use of our products or services. Polars values your privacy and processes your personal data (i.e. information relating to an identified or identifiable natural person) within the meaning of the General Data Protection Regulation 2016/679 (“GDPR”) and relevant national legislation.

2. Identity and contact

Polars B.V.
Trompenburgstraat 2C
1079 TX Amsterdam (NL)
KvK: 89982223
E: info@polars.tech

3. Types of personal data and processing purposes

Polars Cloud is a query engine service solution. When you visit our website, request a quotation, a subscription or license for one of our service solutions, book a demo, or apply for a job with us, we will process personal data. This will be explained in more detail here below.
Website visits

When you visit our website, we will process data relating to your website visit, such as the website you are coming from, your search queries, and the content you have viewed on our website. These data are used for statistical purposes and to test and improve the user-friendliness of our website. We do not store IP- or MAC-addresses.

The processing of personal data when visiting our website occurs on the legal basis of having a legitimate interest to present Polars and our solutions online with a well-functioning website. We have made the consideration that the interest of a well-functioning website outweighs the very limited infringement made by processing the abovementioned personal data. 

If you want to request a quotation, a subscription or book a demo for one of our solutions or services, or contact us with any other question, we may process the following types of personal data in order to respond to your inquiry or request:

• Name
• Contact details such as (mobile) telephone number and (business) email address

The legal basis for processing this personal data is consent.

Customer engagement

When you, as a customer, engage us to provide our Polars solution(s) to you, we will collect and process personal data in order to prepare, execute and/or deliver this solution and related services:

• Name and (business) address details
• Contact details such as (mobile) telephone number and (business) email address
• Financial information, such as (business) bank account number (only if applicable in case of payable services)

The legal basis for processing these personal data types is consent.

Newsletter

When you sign-up for our newsletter, or you use or have used Polars solutions or services, we will occasionally keep you informed about our solutions and services and/or relevant developments in that regard. You may unsubscribe from the newsletter at any time via the ‘unsubscribe’-link in the relevant email.

The legal basis for processing the personal data in this regard is either consent (when you register), or the legitimate interests of Polars (when there is a contractual relationship).

Job applications

If you apply or wish to apply for a job with us, we may collect and process the following types of personal data:

• Name and address details
• Contact details such as (mobile) telephone number and email address
• Gender
• Birth date
• Job application details such as education and career data
• Any other data provided voluntarily, for example: photo

When you apply for a job with us, we will retain the data in relation to the job application up to 4 weeks after the end of the application procedure or, with your consent, for a maximum of 12 months after the end of the application procedure.

The legal basis for processing the above mentioned personal data is consent. 

4. Personal data we share with third parties

We will never sell your personal data to third parties. In principle, your personal data will not be shared with third parties, unless in the following circumstances:

1. where we engage external suppliers/companies for the benefit of our product- or service performance ("(sub-)processors"). We have entered into data processing agreements with these sub-processors regarding the careful processing and protection of the personal data involved;

2. (government) authorities or organizations to whom we must disclose certain personal data on the basis of a legal obligation;

3. In the context of a proposed merger or acquisition in which Polars is involved, insofar the sharing of (part of) the personal data is necessary and with due observance of data protection measures.

To the extent personal data will be transferred to countries or third parties outside the European Economic Area (EEA), Polars will take into account the statutory requirements in relation thereto.

5. Protection and retention of personal data

We have taken adequate technical and organisational measures to protect your personal data against loss and the unauthorised access or misuse thereof.

We retain your personal data no longer than is necessary for the purpose for which we have collected the personal data, or in correspondence with an applicable statutory retention term. You may at all times request the removal of your personal data. We will respond to such request within the applicable timeframe.

6. Your rights

You have the right to request access to or the amendment, deletion or data transfer of your personal data. You may also submit a request to restrict or object to certain data processing. You furthermore have the right to withdraw any previously provided consent.

You may direct any requests or complaints regarding the processing of your personal data to us via the contact details as provided in this privacy statement. We will respond to such requests within the applicable statutory timeframes. For completeness, we also note that you have the right to submit a complaint with the relevant data protection authority (for the Netherlands this is the “Autoriteit Persoonsgegevens”).

7. Cookies

On our website we make use of "cookies" to ensure that the website functions properly and for statistical purposes. Cookies are small text files that are being stored on your computer, for example to remember settings, preferences or surfing behaviour. Cookies can be deleted at any time through the web browser settings.

Polars specifically makes use of technical functional cookies, such as session and login cookies. Furthermore, we make use of statistical cookies, to obtain information regarding the visits to our website, such as number of visitors, popular pages and popular topics. We cannot distinguish on an individual level who visits our sites or from which personal device the visit has taken place.

Polars will not use personal data that was sent with a cookie for marketing purposes, nor will we share such data to third parties without having obtained your prior explicit consent.

8. Applicable law

This privacy statement has been prepared in accordance with the GDPR and Dutch law, in particular the Dutch GDPR Execution Act. To the extent legally permitted, any disputes will be settled in accordance with Dutch law, and by the Dutch courts.

9. Changes

We reserve the right to unilaterally amend this privacy statement to ensure compliance with applicable law and regulations. It is recommended that you consult this privacy statement on a regular basis in order to be aware of any potential changes.

This privacy statement was last updated in January 2025.