Privacy Policy

1. Who we are

Polarix develops AI agents and related services for organisations. We are the data controller for the personal data described in this policy.

Contact: info@polarixdata.com

2. What data we collect

Depending on how you interact with us, we may process the following categories of personal data:

• Contact details such as name, email address, phone number, and company name
• Communication data from emails, contact forms, or meeting requests
• Account and login data if you use a Polarix platform or portal
• Technical data such as IP address, browser type, device information, and pages visited
• Usage data related to how you use our website or services
• Professional information you share during sales, onboarding, or support conversations

3. How we use your data

We use personal data for the following purposes:

• To respond to enquiries and provide customer support
• To deliver, maintain, and improve our AI services and website
• To manage contracts, billing, and service delivery
• To send relevant updates about our services, where permitted
• To ensure security, prevent abuse, and comply with legal obligations
• To analyse website usage and improve user experience

4. Legal basis for processing

Under the GDPR, we process personal data on one or more of the following legal bases:

• Consent, for example when you submit a contact form or subscribe to communications
• Performance of a contract, when processing is necessary to deliver our services
• Legitimate interests, such as improving our website, securing our systems, and developing our business, provided your interests do not override ours
• Legal obligation, when we must retain or disclose data to comply with applicable law

5. Sharing your data

We do not sell your personal data. We may share data with trusted processors who help us operate our business, such as hosting providers, email services, analytics tools, and professional advisers. These parties may only process data on our instructions and under appropriate agreements.

We may also disclose data when required by law, court order, or to protect the rights, safety, and security of Polarix, our clients, or others.

6. International transfers

Where personal data is transferred outside the European Economic Area, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or transfers to countries recognised as providing an adequate level of protection.

7. Data retention

We retain personal data only for as long as necessary for the purposes described in this policy, unless a longer retention period is required by law. Retention periods may vary depending on the type of data and our relationship with you.

8. Your rights

Under the GDPR, you may have the following rights in relation to your personal data:

• Access to the personal data we hold about you
• Rectification of inaccurate or incomplete data
• Erasure of your data in certain circumstances
• Restriction of processing in certain circumstances
• Data portability, where applicable
• Objection to processing based on legitimate interests or direct marketing
• Withdrawal of consent at any time, where processing is based on consent

You also have the right to lodge a complaint with your local supervisory authority. In the Netherlands, this is the Autoriteit Persoonsgegevens.

9. Cookies and similar technologies

Our website may use cookies and similar technologies to ensure basic functionality, remember preferences, and understand how visitors use the site. You can manage cookie preferences through your browser settings. Where required, we will request your consent before placing non-essential cookies.

10. Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or alteration. No method of transmission or storage is completely secure, but we continuously work to maintain a high standard of data protection.

11. Changes to this policy

We may update this privacy policy from time to time to reflect changes in our services, legal requirements, or business practices. The latest version will always be published on this page with an updated revision date.