Data Privacy Policy
This privacy policy explains how polarnexis AS ("we", "us", "our") collects, uses, and protects your personal information when you visit our website or use our services. We are committed to protecting your privacy and complying with applicable data protection laws, including the General Data Protection Regulation (GDPR).
Last updated: 1st January 2026
Data Controller Information
polarnexis AS is the data controller for the personal information we collect and process. Our contact details are:
Data We Collect
The data we collect depends on how you interact with our website and services. We may collect the following types of personal information:
Information You Provide Directly
- Contact information (name, email address, phone number, company name)
- Communication preferences and marketing consent
- Messages and enquiries sent through our contact forms
- Account information if you register for our services
- Payment information for service subscriptions
Information Collected Automatically
- Website usage data (pages visited, time spent, click patterns)
- Technical information (IP address, browser type, device information)
- Cookies and similar tracking technologies (see our Cookie Policy)
- Referral sources and marketing campaign data
How We Use Your Information
We use your personal data for the following purposes, based on legitimate legal grounds:
Service Provision
- To provide and maintain our analytics services
- To process your service requests and communications
- To provide customer support and technical assistance
- To process payments and manage billing
Business Operations
- To improve our website and services based on usage patterns
- To conduct market research and business analysis
- To comply with legal obligations and regulatory requirements
- To protect our business interests and prevent fraud
Marketing and Communications
- To send you relevant marketing communications (with your consent)
- To provide updates about our services and industry insights
- To personalise your experience on our website
Cookies and Tracking Technologies
We may use cookies and tracking technologies for analytics, advertising, and remarketing purposes, including Google Ads. These technologies help us measure campaign effectiveness, deliver relevant advertisements, and improve our services. You can manage your cookie preferences at any time through our cookie consent banner. For detailed information about our use of cookies, please see our Cookie Policy.
Legal Basis for Processing
Under GDPR, we process your personal data based on the following legal grounds:
- Consent: When you have given explicit consent for marketing communications or cookie usage
- Contract: When processing is necessary to provide our services or fulfil contractual obligations
- Legitimate Interest: For business operations, website improvement, and fraud prevention
- Legal Obligation: When required to comply with applicable laws and regulations
Data Sharing and Disclosure
We do not sell your personal information to third parties. We may share your data in the following circumstances:
- With service providers who assist in delivering our services (under strict confidentiality agreements)
- With analytics and advertising partners (Google Analytics, Google Ads) as described in our cookie policy
- When required by law or to comply with legal processes
- To protect our rights, property, or safety, or that of our users
- In connection with business transfers or corporate restructuring
International Data Transfers
We primarily process data within the European Economic Area (EEA). When data is transferred outside the EEA, we ensure appropriate safeguards are in place, including adequacy decisions, standard contractual clauses, or other approved transfer mechanisms under GDPR.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy:
- Contact enquiries: 3 years from last communication
- Customer data: For the duration of the service relationship plus 7 years for legal compliance
- Marketing data: Until you withdraw consent or 2 years of inactivity
- Website analytics: 26 months (Google Analytics default retention period)
Your Rights
Under GDPR and other applicable data protection laws, you have the following rights regarding your personal data:
- Right of Access: Request copies of your personal data
- Right to Rectification: Request correction of inaccurate or incomplete data
- Right to Erasure: Request deletion of your personal data in certain circumstances
- Right to Restrict Processing: Request limitation of how we use your data
- Right to Data Portability: Request transfer of your data in a structured format
- Right to Object: Object to processing based on legitimate interests or for marketing purposes
- Right to Withdraw Consent: Withdraw consent for processing where consent is the legal basis
Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption, access controls, regular security assessments, and staff training on data protection principles.
Contact Us
If you have any questions about this privacy policy, wish to exercise your rights, or need to contact us regarding data protection matters, please reach out using the following contact information:
Complaints
If you believe we have not handled your personal data in accordance with this policy or applicable law, you have the right to lodge a complaint with the Norwegian Data Protection Authority (Datatilsynet) or your local supervisory authority.
Changes to This Policy
We may update this privacy policy from time to time to reflect changes in our practices, services, or legal requirements. We will notify you of any material changes by posting the updated policy on our website and updating the "last updated" date. We encourage you to review this policy periodically to stay informed about how we protect your information.
