Privacy Policy

1. Who we are

Polaris Workflows (“we”, “us”, “our”) is a UK sole trader business. We are the “controller” of personal data processed through this website.

Contact: hello@polarisworkflows.com.

2. What data we collect

We may collect the following categories of personal data:

• Contact details (name, email, company) when you contact us.
• Message content you submit via the contact form.
• Technical data (e.g. IP address, device/browser information) for security and basic analytics (if enabled).

3. How we use your data

• To respond to enquiries and provide information.
• To provide proposals and deliver services (where relevant).
• To operate, secure, and improve the website.
• To prevent spam and abuse of the contact form.

4. Lawful bases (UK GDPR)

We rely on one or more of the following lawful bases, depending on the context:

• Legitimate interests (responding to enquiries; running and securing our website).
• Contract / steps to enter a contract (where you request a proposal or we provide services).
• Consent (where required, e.g. non-essential cookies or marketing).

5. Who we share data with

We may share your data with service providers that help us operate our business and website, for example:

• Website hosting and infrastructure providers.
• Email providers (e.g. Google Workspace).
• Contact form/email delivery providers (if used).

6. International transfers

Some providers may process data outside the UK. Where this happens, we rely on appropriate safeguards (such as contractual protections) as required.

7. Retention

We keep enquiry messages for as long as needed to respond and follow up, and then for a reasonable period (typically 12–24 months) unless a longer retention period is required (e.g. for contractual or legal reasons).

8. Your rights

You may have rights under the UK GDPR, including access, rectification, erasure, restriction, objection, and data portability. Where processing is based on consent, you can withdraw consent at any time.

9. Complaints

If you have concerns, please contact us first. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

10. Cookies

We aim to keep cookies to a minimum. If we use non-essential cookies (e.g. analytics), we will request your consent where required and provide clear information about their purpose.

11. Changes to this policy

We may update this policy from time to time. The latest version will be posted on this page.