Privacy Policy

This website is operated by POLAR FLOW SOFTWARE DESIGN - FZCO, trading as PolarFlow, a company incorporated and domiciled in the United Arab Emirates. This policy applies when you visit polarflow.ai, submit the website enquiry form, contact us by email or WhatsApp, or become a customer. It does not replace any separate privacy terms agreed for a PolarFlow product or customer engagement.

If you submit the website enquiry form or contact us, we collect the information you provide, such as your name, email address, mobile number, country, the topic of your enquiry, your message and anything else you choose to share. Enquiries submitted through the form are stored so that we can respond to you.

In the course of our business we also hold business contact information, records of our communications with you, customer account information, and invoicing and transaction records such as invoice details, payment references and payment status.

Our hosting and security services may process basic technical information needed to deliver and protect the website, such as an IP address, browser type, device information, request details and timestamps.

Payments are made through a secure payment page hosted by an approved third-party payment processor. Card details are entered directly into the processor's systems. PolarFlow does not collect or store full payment card numbers, CVV or CVC security codes in our own systems. Where a customer separately authorises ongoing payments, card tokenisation is managed by the payment processor, not by this website. Card details are not passed to any third party other than the payment processor handling the transaction, and they are never sold, shared, rented or leased for marketing purposes.

We use information to:

• respond to enquiries and discuss requested services;
• provide, manage and support our software and professional services;
• prepare quotes, agreements and invoices, and manage payments and accounting records;
• operate, secure and maintain the website;
• meet legal obligations and protect our rights.

Under applicable United Arab Emirates data protection law, we process personal information where it is needed to perform a contract or take steps before entering one, where we have a legitimate business interest that is not overridden by your rights, where the law requires it, or where you have given consent.

We share information only where needed with trusted recipients, such as payment processors and banking partners for payment handling, technical service providers for hosting, security and communications, and professional advisers such as accountants and lawyers. We do not sell, rent or lease personal information for unrelated marketing purposes.

Because PolarFlow serves businesses in New Zealand, Australia and other countries, information may be transferred to and processed in countries other than your own, including the United Arab Emirates. We use appropriate safeguards where the law requires them.

This website does not currently set its own cookies and does not use analytics or advertising pixels. If we add these technologies in the future, we will update our Cookie Policy and provide any notice, choices or consent controls required before activating non-essential tracking.

We retain personal information only for as long as reasonably needed for the purpose it was collected, including responding to enquiries, delivering services, maintaining business, invoicing and accounting records, and meeting legal obligations. We use reasonable administrative and technical measures to protect information, but no method of transmission over the internet can be guaranteed completely risk-free.

Depending on the law that applies to you, you may have rights to request access to, correction of or deletion of your personal information, to object to or restrict certain processing, or to withdraw consent. Some requests are subject to legal exceptions, for example where we must retain invoicing or transaction records. You may also have the right to complain to your local privacy regulator.

To make a privacy request or complaint, email hello@polarflow.ai. We may need to verify your identity before completing a request.

The website may link to third-party websites. Their privacy practices are governed by their own privacy policies, which we encourage you to read.

We may update this policy when the website, our practices or legal requirements change. The date at the top shows the latest revision, and changes take effect when they are posted on this page. Please check back occasionally for updates. You can also review our Terms and Conditions.