Privacy Policy

Who we are and how to contact us

POLARIS TECHNOLOGIES AND SERVICES, trading as Polaris Technologies & Services or PTS, is an Indian partnership firm. Our business correspondence address is Ground Floor, HNO 847A, Naresh Choudhary, Hatia Tank Road, Amar Chowk, Chutia, Ranchi, District Ranchi, Jharkhand – 834001, India. For questions, requests or grievances concerning personal information, contact the PTS partners at [email protected] with the subject “Privacy request”.

This policy covers information handled through our public website, project enquiries and business relationship activities. For these activities, PTS decides why and how personal information is used. Where we handle personal information on a customer’s instructions during a project, the agreed contract and the customer’s privacy arrangements also apply.

Information we handle

When you contact us, we may receive your name, business email address, company, job role, optional telephone number, service interest and the information you include in your message. We also keep relevant correspondence and records of meetings or follow-up actions. When you book a call, we receive the contact details, appointment time and any project information you provide through Microsoft Bookings. We use these details to schedule and manage the discussion.

For business development, we may obtain professional contact details from your organisation’s website, professional directories, referrals or Apollo. These records can include your name, role, employer, work contact details and the source of the information. We may organise business contacts, enquiries and follow-up records in HubSpot.

Our hosting and service providers may process technical information needed to deliver and protect their services, such as IP addresses, browser information, request times and error or security records. The Cookies & Tracking Notice describes the website technologies used.

We ask you to avoid sending identity documents, financial account details, health information or confidential customer material through an initial enquiry. If project work needs additional information, we will agree the appropriate collection and handling arrangements.

Why we use information

We use enquiry details to understand your request, respond, arrange discussions and prepare a proposal where appropriate. We use business relationship records to coordinate communication, manage agreed work and maintain appropriate records. We may use relevant professional contact information for business outreach where permitted, and to record preferences and objections so they are respected.

We also use necessary records to protect our services, investigate concerns, meet legal obligations and establish or defend legal claims. We do not sell personal information or use enquiry submissions for automated decisions that produce legal or similarly significant effects.

Applicable grounds for processing

We rely on the grounds available under the law applicable to the activity. Where consent is required, we request it for the stated purpose and provide a way to withdraw it.

Where EU or UK GDPR applies, handling a business representative’s enquiry and relationship records will generally be assessed under our legitimate interests in responding and conducting business, balanced against the person’s rights. Necessary pre-contract steps or contract performance apply where the individual is personally the prospective or actual contracting party. We rely on legal obligations for legally required records and consent where required for optional marketing or tracking. We assess outreach separately under applicable marketing rules.

Providers and other recipients

We use Cloudflare Pages for website hosting and delivery, Microsoft 365 for business email and collaboration, Microsoft Bookings for scheduling and Microsoft Teams for online calls. We use HubSpot for customer relationship management; Apollo may provide professional prospect information. These providers process information relevant to their services and our arrangements with them. Microsoft Bookings opens as a separate website; no booking form or HubSpot tracker is embedded in our public site.

Access within PTS is limited to people who need the information for their role. Where an authorised contractor needs access, the work must be covered by appropriate confidentiality and information-handling arrangements. Information may also be shared with professional advisers, authorities where legally required, or parties necessary to establish or defend legal rights.

External providers may act on our instructions for some activities and for their own purposes for others. Their privacy notices describe their independent activities. Following an external form or website link takes you to that provider’s service.

International processing

PTS is based in India. Our providers operate internationally, so information may be processed outside your country, including in India and countries where the relevant provider operates. Processing locations depend on the service, account settings and provider arrangements. We do not promise India-only storage.

Where a proposed activity is subject to restrictions on international transfers, the applicable contractual or other lawful transfer mechanism must be established before that restricted transfer takes place. Contact [email protected] for information about the arrangements relevant to your enquiry or proposed project, or before sharing information with country-specific handling requirements.

How long we keep information

We keep enquiry, booking and prospect information only for as long as needed for its purpose. In deciding the period, we consider whether the enquiry remains open, whether agreed follow-up or a proposal is pending, the relevance of the business relationship, your preferences, and any legal obligation or dispute requiring preservation. Once those purposes no longer require identifiable information, it should be deleted or unnecessary personal details removed. A new website visit alone is not a reason to retain a closed enquiry indefinitely.

Where an enquiry becomes a project, relevant information moves into the project record and is kept according to the contract, applicable recordkeeping obligations and the need to resolve disputes. We retain a minimal record of an objection to marketing where needed to avoid contacting you again. Information subject to a legal preservation requirement is retained for that purpose and access is restricted.

Technical, email, calendar and backup records may have different retention periods because they serve different purposes. Their retention depends on the applicable service settings, security and recovery needs, legal preservation duties and provider terms. A deletion request will be assessed across relevant working systems; retained backup or legally preserved copies may take longer to expire. We will explain applicable limits when responding to a request and will not promise immediate deletion from every provider system.

Your choices and requests

You may contact us to request access to, correction or deletion of your information, withdraw consent or object to outreach. Depending on applicable law, you may also have rights to restrict processing, receive portable information, nominate a person to exercise applicable rights or raise a grievance. Some rights have conditions and lawful exceptions.

We may ask for proportionate information to verify your identity or authority. We will explain the outcome and respond within the period required by applicable law. Withdrawing consent does not affect processing lawfully carried out before withdrawal. If information is necessary to handle a request, declining to provide it may limit our ability to respond.

Complaints

Please contact our privacy contact if you believe your information has been handled incorrectly. You may also complain to a competent data-protection authority where that right applies, including an EU supervisory authority or the UK Information Commissioner where relevant. Indian statutory rights and complaint routes apply according to the provisions in force and their applicability to the activity.

Children and changes to this policy

Our website is intended for business enquiries and is not directed at children. If you believe a child has provided personal information, please contact us so we can assess and address it.

We update this policy when our activities or requirements change and show the effective date above. Where required, we provide an additional notice about significant changes.