This privacy notice sets out how Polaris UK Ltd (“Polaris”) (company number: 02911441), with a registered address at New London House, 6 London Street, London EC3R 7LP, uses the information we collect from you or that you provide in connection with our website at www.polarisukltd.org, how we safeguard your privacy, and explains your rights in relation to the use of your personal data. Please read this privacy notice carefully to understand how we may process your personal data. Polaris is the controller of the personal data that we process, or that may be processed on our behalf, in connection with this website. If you are located in the European Union (EU), please note that Inse-Com Limited (“Inse-Com”) is Polaris’ EU representative for data protection matters within the EU. Inse-Com may be contacted either at its registered address at 3rd Floor Kilmore House, Park Lane, Spencer Dock, Dublin 1 or by email to [email protected]
We may collect the following information about you:
We require this information in order to:
This personal data may be processed by Polaris or on its behalf in circumstances where it can rely on one or more of the following legal bases:
You are not obliged to provide us with any personal data. However, if you want to register with our website in order to avail of certain services such as to access our resources, you will need to provide us with the information that we specify on our website as being required. If you do not provide us with this information, we will not be in a position to process your registration and provide you with the services you are requesting (e.g. accessing our resources). Similarly, you may be required to provide certain information if you contact us with a query or complaint. We will inform you where such information is required.
Your information may be shared with service providers who are acting on our behalf including, in maintaining both the Polaris and imarket websites (the latter being used to provide security passwords for the imarket site), or delivering Polaris products and services, and/or service providers providing administrative support to Polaris. Details you provide to us when registering for access to the website may also be shared with others within your organisation, but only to validate the request and ensure you are acting on behalf of your organisation. Your information may be shared with third parties as required or permitted by applicable law including law enforcement authorities. We will not share your personal data with any other third parties, or use your information for any purpose not stated above.
We do not hold your personal data for longer than is necessary for the purposes for which we obtained it. Where you enter into a contract with us, we will retain your data for that period or for the period of your engagement with us (whichever is longer) and for a period thereafter (up to 7 years) in case of account/audit queries, or to comply with legal requirements. However, if this is the case we will only retain the data that is necessary to deal with such issues. If you do not enter into a contract with us, we will retain your personal data for the period necessary to fulfil the purposes outlined in this notice or such longer period as is necessary to comply with our legal requirements or as relevant to deal with any complaint or dispute that might arise in connection with your interactions with us.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, technical and managerial procedures to safeguard and secure the information we collect online.
Our website contains links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, you should note that we do not have any control over these other websites. Therefore, we cannot be responsible for the protection and privacy of any information that you provide whilst visiting such sites, and such sites are not governed by this privacy notice. You should exercise caution and look at the privacy notice applicable to the website in question.
If you are accessing this website from within the EU, Polaris may transfer your personal data outside the European Economic Area, including to a jurisdiction which is not recognised by the European Commission as providing for an equivalent level of protection for personal data as is provided for in the EU. If and to the extent that we do so, we will ensure that appropriate measures are in place to comply with our obligations under applicable law governing such transfers, which may include entering into a contract governing the transfer which contains the ‘standard contractual clauses’ approved for this purpose by the European Commission or, in respect of transfers to the United States of America, ensuring that the transfer is covered by the EU-US Privacy Shield framework. Further details of the measures that we have taken in this regard are available by contacting our EU data protection representative, Inse-Com.
You have the following rights, in certain circumstances, in relation to your personal data:
If you are accessing our website from the UK, please contact us to exercise any of the above rights. If you are accessing our website from within the EU, please contact Inse-Com at [email protected] to exercise your rights. In either case, we will respond to your request within the statutory deadline. If you are accessing this website from the UK, you have a right to complain to the UK’s data protection supervisory body (the Information Commissioner’s Office) if you believe us to be in breach of applicable data protection laws. If you are accessing this website from within the EU, you have the right to complain to the Irish Data Protection Commission.