Privacy Policy

Last updated: January 15, 2024

1. Introduction

PolarisVex ("we," "our," or "us") is committed to protecting your privacy and the privacy of individuals whose data may be processed through our lead generation platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

2. Information We Collect

We collect information in several ways when you use our services:

2.1 Information You Provide

  • Account registration information (name, email, company details)
  • Contact information and business details
  • Payment and billing information
  • Campaign preferences and targeting criteria
  • Communications with our support team

2.2 Information We Collect Automatically

  • Usage data and platform interactions
  • Device information and browser details
  • IP addresses and location data
  • Cookies and similar tracking technologies
  • Performance metrics and analytics data

2.3 Prospect Data

Through our lead generation services, we may process prospect data including:

  • Professional contact information
  • Company and role information
  • Public social media profiles
  • Engagement and response data
  • Communication preferences

3. How We Use Your Information

We use the collected information for the following purposes:

3.1 Service Provision

  • Delivering lead generation and marketing services
  • Managing your account and providing customer support
  • Processing payments and managing billing
  • Customizing and improving our platform

3.2 Communication

  • Sending service-related notifications
  • Providing customer support and technical assistance
  • Sharing important updates and changes
  • Marketing communications (with your consent)

3.3 Analytics and Improvement

  • Analyzing platform usage and performance
  • Improving our AI algorithms and targeting
  • Developing new features and services
  • Ensuring platform security and preventing fraud

4. Legal Basis for Processing

We process personal data based on the following legal grounds:

  • Contract Performance: To provide our services as agreed
  • Legitimate Interests: For business operations and service improvement
  • Consent: For marketing communications and optional features
  • Legal Compliance: To meet regulatory requirements

5. Data Sharing and Disclosure

We may share your information in the following circumstances:

5.1 Service Providers

We work with trusted third-party service providers who assist in delivering our services, including:

  • Cloud hosting and infrastructure providers
  • Payment processing services
  • Analytics and monitoring tools
  • Customer support platforms

5.2 Legal Requirements

We may disclose information when required by law, regulation, or legal process, or to protect our rights, property, or safety.

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.

6. Data Security

We implement comprehensive security measures to protect your information:

6.1 Technical Safeguards

  • AES-256 encryption for data at rest and in transit
  • Multi-factor authentication and access controls
  • Regular security audits and penetration testing
  • SOC 2 Type II compliance

6.2 Organizational Measures

  • Employee training on data protection
  • Strict access controls and need-to-know basis
  • Regular security awareness programs
  • Incident response procedures

7. Data Retention

We retain personal data only as long as necessary for the purposes outlined in this policy:

  • Account Data: Retained while your account is active and for 3 years after closure
  • Prospect Data: Retained according to campaign requirements and legal obligations
  • Analytics Data: Aggregated data may be retained indefinitely
  • Legal Requirements: Some data may be retained longer to comply with legal obligations

8. Your Rights and Choices

Depending on your location, you may have the following rights:

8.1 Access and Portability

  • Request access to your personal data
  • Receive a copy of your data in a portable format
  • Request information about our processing activities

8.2 Correction and Deletion

  • Correct inaccurate or incomplete information
  • Request deletion of your personal data
  • Withdraw consent for processing

8.3 Processing Restrictions

  • Object to certain types of processing
  • Restrict processing in specific circumstances
  • Opt-out of marketing communications

9. International Data Transfers

We may transfer your data to countries outside your jurisdiction. When we do so, we ensure appropriate safeguards are in place, including:

  • Standard contractual clauses approved by regulatory authorities
  • Adequacy decisions by relevant data protection authorities
  • Other legally recognized transfer mechanisms

10. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

10.1 Types of Cookies

  • Essential Cookies: Required for platform functionality
  • Analytics Cookies: Help us understand usage patterns
  • Preference Cookies: Remember your settings and preferences
  • Marketing Cookies: Used for targeted advertising (with consent)

10.2 Cookie Management

You can control cookies through your browser settings or our cookie preference center. Note that disabling certain cookies may affect platform functionality.

11. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Material changes will be communicated through:

  • Email notifications to registered users
  • Prominent notices on our platform
  • Updates to this page with revision dates

13. Contact Information

For questions about this Privacy Policy or to exercise your rights, please contact us:

13.1 General Inquiries

  • Email: Damon@PolarisVex.com
  • Phone: +1 3145550144
  • Address: 103 E Burnside St, Rotan, TX 79546-0000

13.2 Data Protection Officer

For specific privacy-related inquiries, you may contact our Data Protection Officer at Damon@PolarisVex.com with "Privacy Inquiry" in the subject line.

14. Regulatory Compliance

We are committed to compliance with applicable data protection laws, including:

  • General Data Protection Regulation (GDPR)
  • California Consumer Privacy Act (CCPA)
  • CAN-SPAM Act
  • Other applicable regional privacy laws

15. Data Breach Notification

In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will:

  • Notify relevant authorities within 72 hours
  • Inform affected individuals without undue delay
  • Provide clear information about the breach and our response
  • Take immediate steps to contain and remediate the incident