Polar Insight Data Usage & Privacy Policy
Polar Insight is a registered trademark of Polar Insight Limited.
We respect your privacy and are committed to protecting your personal data. This privacy policy explains how Polar Insight Limited (“we”, “us”, “our”) collects, uses, and protects your personal data when you visit our website or interact with us. It also outlines your data protection rights and how you can exercise them in accordance with the law.
Polar Insight Limited is the data controller for the personal data you provide via our website or direct contact unless otherwise stated.
Topics covered in this policy:
• What data do we collect?
• How do we collect your data?
• How will we use your data?
• How do we store your data?
• Marketing
• Your data protection rights
• Data security, due diligence, and data deletion by third parties
• International data transfers and third parties
• Cookies
• Managing cookies
• Privacy policies of other websites
• Changes to our privacy policy
• How to contact us
• How to contact the appropriate authorities
What data do we collect?
We may collect the following personal data for research, marketing, or client purposes:
• Identity Data: Name, username, title, occupation, gender, date of birth.
• Contact Data: Email address, phone numbers, postal address, social media account details.
• Profile Data: Preferences, purchasing habits, feedback, passwords, likes, dislikes.
• Technical Data: IP address, browser type, device information, login data, time zone settings.
• Research Data: Responses to research campaigns conducted by us.
• Transaction and Financial Data: Payment details, history of services purchased.
• Usage Data: Website interactions, browsing history.
• Marketing and Communications Data: Preferences for receiving marketing materials.
Additionally, we may aggregate data such as statistical or demographic data, which is not considered personal data under the law.
How do we collect your data?
You directly provide Polar Insight with your data when you:
• Register online or place an order.
Attend one of our online or offline events
• Voluntarily complete surveys, give feedback, or interact with us via email.
• Use our website through cookies.
• Sign up for one of our projects.
We may also receive your data indirectly from:
• Research participant recruitment companies working on our behalf.
• Clients who share customer lists for research purposes.
• Third-party platforms, such as LinkedIn.
How will we use your data?
Polar Insight collects your data to:
• Engage you in research projects.
• Understand how you use our services and products.
• Contact you regarding relevant market research opportunities.
• Conduct surveys or interviews for market research purposes.
• Process payments for participation incentives.
• Assess the feasibility of research studies.
We may share your data with third-party service providers only with your explicit consent. Polar Insight will process your data only when legally permitted, such as when fulfilling a contract, complying with a legal obligation, or when processing is in our legitimate interests without infringing on your rights.
How do we store your data?
Polar Insight stores your data securely on password-protected, two-factor authenticated devices. We also maintain an encrypted offline backup.
We retain personal data for up to 72 months to accommodate the length of our projects, which can extend to 24 months. After this period, if your data is no longer required, we will permanently delete it or ensure that our third-party processors delete it.
We have robust security measures in place to protect your data against unauthorised access, disclosure, or loss. These include encrypted storage, access controls, and regular security audits. All employees undergo GDPR training, and we have a comprehensive incident management process to address any data breaches.
In case of a personal data breach, we will notify you and any relevant authorities within the legally required 72-hour timeframe.
Marketing
If you agree, Polar Insight will send you information about products and services that may be of interest to you. You may opt out at any time by contacting us at london@polarinsight.com or by using the “unsubscribe” link in our emails.
Your data protection rights
You have several rights under GDPR:
• Right to access: Request copies of your personal data.
• Right to rectification: Correct any inaccuracies in your data.
• Right to erasure: Request deletion of your personal data.
• Right to restrict processing: Limit how your data is processed.
• Right to object: Object to processing under certain conditions.
• Right to data portability: Transfer your data to another organisation.
We will respond to your requests within one month. Contact us at info@polarinsight.com to exercise your rights.
Data Security, Due Diligence, and Data Deletion by Third Parties
Polar Insight takes several measures to ensure the security and proper management of your personal data when working with third-party processors. These include:
• Data Deletion: We require all third-party processors to delete personal data after the conclusion of a project, as specified in their contracts, and will verify that this deletion has occurred.
• Due Diligence: We conduct thorough assessments of third-party service providers to ensure their data protection systems and practices meet GDPR standards. This includes verifying their use of appropriate encryption technologies and secure storage practices.
• Data Transfer Security: We ensure that personal data is transferred securely using encryption both in transit and at rest. Encryption keys are securely managed, and access is restricted to authorised personnel.
• Technical and Organisational Measures: To protect personal data, we implement a range of security measures, including firewalls, encrypted data storage, secure access controls, and regular audits. Our employees undergo GDPR training, and we maintain a comprehensive incident management process to ensure that any potential data breaches are swiftly handled.
International Data Transfers and Third Parties
We may transfer your data to third parties outside the European Economic Area (EEA). In such cases, we ensure that adequate protection is in place through mechanisms such as Standard Contractual Clauses (SCCs) or similar legal safeguards. Our key third-party service providers include:
• IT service providers.
• Marketing automation platforms (e.g., Mailchimp, SendGrid).
• Social media platforms (e.g., LinkedIn).
• Payment providers (e.g., PayPal, Amazon Pay).
• Survey platforms.
Cookies
Cookies are small text files placed on your device to collect information about website activity. We use cookies to:
• Keep you signed in.
• Understand how you use our website.
• Serve relevant advertising based on your browsing activity.
We use two types of cookies:
• Functionality cookies: To remember your preferences (e.g., language).
• Advertising cookies: To show relevant ads and share limited data with third-party advertisers.
For more information about cookies, visit allaboutcookies.org.
Managing Cookies
You can configure your browser to reject cookies. However, this may affect how some features of our website function. Follow the instructions provided by your browser for managing cookies.
Privacy policies of other websites
Our website contains links to external sites. Please review their privacy policies as our policy applies only to Polar Insight.
Changes to our privacy policy
We review and update our privacy policy regularly. Any changes will be posted on this page. This privacy policy was last updated on 1 February 2024.
How to contact us
If you have any questions or would like to exercise your data protection rights, please contact us at:
• Email: info@polarinsight.com
• Phone: +44(0)20 7971 1395
• Address: Polar Insight Limited, 68-80 Hanbury Street, London, E1 5JL
How to contact the appropriate authority
If you feel that Polar Insight has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office (ICO) at www.ico.org.uk.