Privacy statement Polars

1. General

This is the privacy statement of Polars B.V. (hereinafter also: “Polars”, “we” or “us”). This privacy statement applies when you visit our website, interact with us or make use of our products or services. Polars values your privacy and processes your personal data (i.e. information relating to an identified or identifiable natural person) within the meaning of the General Data Protection Regulation 2016/679 (“GDPR”) and relevant national legislation.

2. Identity and contact

Polars B.V.
Boelelaan 7
1083 HJ Amsterdam (NL)
KvK: 89982223
E: info@polars.tech

3. Types of personal data and processing purposes

Polars develops an open-source compute engine as well as paid services built on top of it. This privacy statement covers our website, our open-source and paid offerings, and any other services we develop. When you visit our website, use our products or services, request a quotation, a subscription or license for one of our paid service solutions, book a demo, or apply for a job with us, we will process personal data. This will be explained in more detail here below.

  • Website visits
    When you visit our website, we will process data relating to your website visit, such as the website you are coming from, your search queries, the content you have viewed on our website, and technical browser details. These data are used for statistical purposes as well as testing and improving user-friendliness and security of our website.

    We use a third-party analytics provider to collect this data, as described in more detail under “Cookies” below. We have configured this provider not to store IP addresses. Separately, our website is served through a third-party content delivery and security provider. That provider processes your IP address as a necessary part of delivering the website and protecting it against abuse, and retains it only briefly for that purpose. We do not use any of this data to identify you individually.

    Processing via strictly necessary technical means is based on our legitimate interest in a well-functioning and secure website. Processing via analytical cookies is based on your consent, given via our cookie banner.

  • Contact, quotations and demos
    If you want to request a quotation, a subscription or book a demo for one of our solutions or services, or contact us with any other question, we may process the following types of personal data in order to respond to your inquiry or request:

    • Name
    • Contact details such as (mobile) telephone number and (business) email address

    The legal basis for processing this personal data is our legitimate interest in responding to your inquiry and, where your request concerns a possible agreement with us, the steps taken at your request prior to entering into that agreement. We retain this data for 12 months after your last contact with us, unless it leads to a customer relationship, in which case the retention terms under “Customer engagement” below apply. We store this data in our CRM system, provided by a third-party supplier.

  • Documentation
    Our documentation (user guide and API reference) uses cookieless analytics only. No cookie or comparable identifier is placed on or read from your device, and the data collected cannot be linked to you or your session. To the extent this involves personal data, the legal basis is our legitimate interest in understanding aggregate use of our documentation.

  • Platform usage
    When you use the Polars Cloud platform, we process:

    • product analytics data, such as which pages or features are used, for product improvement and diagnostic purposes. We do not provide your name, email address or account identifier to our analytics provider, and this data is not used to identify individual users;
    • technical and usage information reported by the platform, such as query metadata, diagnostic information and server and query log files. We use this to operate, secure and support the platform, to make your query history available to you in the platform, and to determine the fees payable for your use of the platform.

    The legal basis for the product analytics is our legitimate interest in understanding and improving the platform, and this data is retained for a maximum of 24 months. The legal basis for processing the technical and usage information is the performance of the agreement we have with you or the organization you represent. Where that information forms part of our invoicing records, it is retained for 7 years in line with the statutory retention period described under “Customer engagement” below; otherwise it is retained for a maximum of 24 months.

    The Polars Cloud platform is hosted with a third-party cloud infrastructure provider, and account-related emails (such as at account creation) are sent via a third-party email delivery provider.

  • Customer engagement
    When you, as a customer, engage us to provide our Polars solution(s) to you, we will collect and process personal data in order to prepare, execute and/or deliver this solution and related services:

    • Name and (business) address details
    • Contact details such as (mobile) telephone number and (business) email address
    • Financial information, such as (business) bank account number (only if applicable in case of payable services)

    The legal basis for processing this personal data is the performance of the agreement we have with you or the organization you represent. Financial and invoicing data is, in addition, processed to comply with our statutory bookkeeping obligation.

    We retain this data for the duration of our contractual relationship. Financial and invoicing data is retained for 7 years after the end of the calendar year in which it was created, in accordance with the statutory retention period under Dutch tax law (fiscal retention obligation, “fiscale bewaarplicht”). Other customer engagement data is deleted or anonymized within 2 years after the end of our relationship, unless a longer period applies by law.

  • Newsletter
    When you sign-up for our newsletter, or you use or have used Polars solutions or services, we will occasionally keep you informed about our solutions and services and/or relevant developments in that regard. You may unsubscribe from the newsletter at any time via the ‘unsubscribe’-link in the relevant email.

    The legal basis for processing the personal data in this regard is either consent (when you register), or the legitimate interests of Polars (when there is a contractual relationship). We retain your data for as long as you remain subscribed; if you unsubscribe, we delete your data from our mailing list within 1 month. We use a third-party email marketing platform to send the newsletter and manage this mailing list.

  • Job applications
    If you apply or wish to apply for a job with us, we may collect and process the following types of personal data:

    • Name and address details
    • Contact details such as (mobile) telephone number and email address
    • Job application details such as education and career data
    • Any other data provided voluntarily

    When you apply for a job with us, we will retain the data in relation to the job application up to 4 weeks after the end of the application procedure or, with your consent, for a maximum of 12 months after the end of the application procedure.

    The legal basis for processing the above mentioned personal data is consent.

4. Personal data we share with third parties

We will never sell your personal data. We only share it with third parties in the following circumstances:

  • where we engage external suppliers/companies for the benefit of our product- or service performance (“(sub-)processors”), such as our website delivery and security, analytics, CRM, email marketing, and cloud infrastructure providers. We have entered into data processing agreements with these sub-processors regarding the careful processing and protection of the personal data involved. An overview of our sub-processors is available on request via info@polars.tech;
  • (government) authorities or organizations to whom we must disclose certain personal data on the basis of a legal obligation;
  • in the context of a proposed merger or acquisition in which Polars is involved, insofar the sharing of (part of) the personal data is necessary and with due observance of data protection measures.

Where a sub-processor stores or processes personal data outside the European Economic Area (EEA), we ensure this only happens on the basis of an adequacy decision by the European Commission, or, where no such decision applies, by relying on appropriate safeguards such as the EU Standard Contractual Clauses. You can request details of our sub-processors and the countries in which they store personal data via info@polars.tech.

5. Protection and retention of personal data

We have taken adequate technical and organisational measures to protect your personal data against loss and the unauthorised access or misuse thereof.

We retain your personal data no longer than is necessary for the purpose for which we have collected the personal data, or in correspondence with an applicable statutory retention term. The specific retention periods that apply per category of personal data are set out above, under “Types of personal data and processing purposes”. You may at all times request the removal of your personal data. We will respond to such request within the applicable timeframe.

We do not use your personal data for automated decision-making, including profiling, that produces legal effects concerning you or similarly significantly affects you.

6. Your rights

You have the right to request access to or the amendment, deletion or data transfer of your personal data. You may also submit a request to restrict or object to certain data processing. You furthermore have the right to withdraw any previously provided consent.

You may direct any requests or complaints regarding the processing of your personal data to us via the contact details as provided in this privacy statement. We will respond to such requests within the applicable statutory timeframes. You also have the right to submit a complaint with the relevant data protection authority (for the Netherlands this is the “Autoriteit Persoonsgegevens”).

7. Cookies

On our website we make use of “cookies”, small text files stored on your device, to ensure that the website functions properly and for statistical purposes. Cookies can be deleted at any time through your browser settings.

Polars specifically makes use of technical functional cookies, such as session and login cookies, to operate the website and make it more user-friendly (for example, to remember your login details). These are placed regardless of consent, as they are strictly necessary for the website to function.

Furthermore, we make use of analytical cookies, to obtain information regarding the visits to our website, such as the number of visitors, popular pages and popular topics, the specific pages you’ve viewed, how long you stayed on a page, and which page you left the site from. For this purpose we use a third-party analytics provider, which we have configured not to store IP addresses.

We also use a cookieless measurement service offered by the content delivery and security provider through which our website is served. This service places no cookies or comparable identifiers on your device and therefore does not require your consent. As part of serving and protecting our website, this provider does process your IP address; it does so on the basis of our legitimate interest in a well-functioning and secure website, and retains it only briefly for that purpose.

We have entered into data processing agreements with these providers regarding the careful processing and protection of this data.

Analytical cookies are only placed after you have given your consent through our cookie banner. You may withdraw your consent at any time via the cookie settings on our website or through your browser settings.

If you do not consent to analytical cookies, our analytics provider runs in cookieless mode: no cookie or comparable identifier is placed on or read from your device, and we receive only aggregate statistics about site usage (such as page views) that cannot be linked to you or your session. To the extent this involves personal data, the legal basis is our legitimate interest in understanding aggregate use of our website.

Analytical cookies expire after a maximum of 12 months, after which a new cookie is created if you revisit our website (and have again given your consent). The underlying analytics data collected via these cookies is retained for a maximum of 24 months, after which it is deleted or aggregated so it can no longer be linked to an individual visit.

Polars will not use personal data that was sent with a cookie for marketing purposes, nor will we share such data to third parties without having obtained your prior explicit consent.

  • Blocking and deleting cookies
    At any time you can block or delete cookies via your internet browser’s settings, or set your browser to notify you when a cookie is placed. If you refuse or delete cookies, some functions of the website may no longer work as intended.

  • Third-party and embedded content
    Some pages, such as blog articles, may include content hosted on other sites and made accessible on our website (embedded content), for example videos. These embeds may set their own cookies. We have no control over what these third parties do with their cookies. If you encounter a cookie on our website that isn’t described above, please contact us at info@polars.tech; you may also contact the relevant third party directly to ask about the cookies they place.

8. Applicable law

This privacy statement has been prepared in accordance with the GDPR and Dutch law, in particular the Dutch GDPR Execution Act. To the extent legally permitted, any disputes will be settled in accordance with Dutch law, and by the Dutch courts.

9. Changes

We reserve the right to unilaterally amend this privacy statement to ensure compliance with applicable law and regulations. It is recommended that you consult this privacy statement on a regular basis in order to be aware of any potential changes.

This privacy statement was last updated in November 2026.