Privacy & Data Use 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 will explain how our organisation uses the personal data we collect from you when you use our website and when you interact with the company. The policy will also set out your privacy rights, how you can exercise these and how the law protects you.
Polar Insight Limited is the data controller, unless set out otherwise, and will be responsible for the data provided to us through our website and through general contact with us.
Throughout this policy we may refer to ourselves with “we”, “us” or “our”.
Topics on this page:
What data do we collect?
How do we collect your data?
How will we use your data?
How do we store your data?
Marketing
What are your data protection rights?
What are cookies?
How do we use cookies?
What types of cookies do we use?
How to manage your 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?
For research purposes, Polar Insight may collect personal, identifiable data such as:
Identity Data, which includes your name (which may include your first, last, middle and maiden), any usernames or similar identifiers, title, occupation, gender and data of birth.
Contact Data, which includes your email address, address, phone numbers and social media account details.
Profile Data, such as product and services preferences, purchasing habits, use of third party services and products, passwords, likes and dislikes and feedback.
Technical Data, including IP addresses, login data, browser type and version, time zone settings and location and information about your devices used to access our website.
Research Data, which includes any responses to research campaigns carried out by us.
Transaction and Financial Data, such as details about payments to and from you, other details of products and services you have purchased, and payment account or card details.
Usage Data, includes information about how you use our website, products or services.
Marketing and Communications Data, includes your preferences in receiving marketing from us, third parties and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.
How do we collect your data?
You directly provide Polar Insight with most of the data we collect. We collect data and process data when you:
Register online or place an order for any of our products or services.
Voluntarily complete a customer survey or provide feedback on any of our message boards or via email.
Use or view our website via your browser’s cookies.
Sign up to take part in one of our projects.
Request marketing to be sent to you.
Our Company may also receive your data indirectly from the following sources:
Research participant recruitment companies acting on our behalf
Clients sharing customer lists with us for research purposes.
Where we receive personal data from our clients we will be acting as a processor of the personal data on their behalf. They will be the data controller. We will only process the data in accordance with their lawful instructions. We would refer you to their privacy policies, or other data related documents, in regards to how they collect and use your personal data.
LinkedIn, as well as through third party integrated platforms, where we may be supplied identity and contact data.
How will we use your data?
Polar Insight collects your data so that we can:
Understand how you interact with our products, services and messaging
Engage you to take part in one or more of our research projects.
We may process your information for the following purposes:
To contact you by email to invite you to take part in market research studies that we believe may be relevant to you, based on the profile information you have supplied
To contact you by phone to invite you to take part in market research studies that we believe may be relevant to you on the same basis as above
To contact you by text message invite you to take part in market research studies that we believe may be relevant to you on the same basis as above
To contact you to ask for your help in finding other respondents. Any information you provide is handled confidentially, and only with the consent of the individual(s) concerned
To support you via email, phone or text message when taking part in particular market research studies for which you have been selected
To pay you incentives for participating in market research. Depending on the payment method, this may require us to submit personal information to our bank, to Amazon or PayPal, TransferWise (for foreign currency payments). When this happens, we will provide the minimum information needed for the company concerned to process your payment.
To assess the feasibility of particular market research studies that we have been asked about
To allow a moderator/interviewer to contact you to conduct an interview you have agreed to participate in.
If you agree, Polar Insight may share your data with partners so that they may offer you their products and services. This would only happen with your express permission, received in writing.
In regards to the use of your personal data we will only do this when the law allows us to. Most commonly we will process data in the following circumstances:
Where we need to perform the contract we are about to enter or have entered into with you;
Where we are performing a contract on behalf of our client, in which case they will also have their own legal basis for such processing;
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
Where we need to comply with a legal or regulatory obligation.
Your explicit consent, including where we were to share personal data with any third parties for marketing purposes. In the instances where we are relying on consent as a legal basis you will, at all times, have the right to withdraw such consent by contacting us at any time.
How do we store your data?
Polar Insight securely stores your data on two factor authentication, password protected devices owned and operated by Polar Insight. We also keep an encrypted back-up offline.
The projects Polar Insight works on can often extend to 24 months in length. As a result, we will keep personally identifiable data for 72 months. Once this time period has expired, if the data is no longer required, we will delete your data permanently.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Marketing
Our Company would like to send you information about products and services of ours that we think you might like.
If you have agreed to receive marketing, you may always opt out at a later date.
You have the right at any time to stop Polar Insight from contacting you for marketing purposes.
If you no longer wish to be contacted for marketing purposes, please get in touch with our London office on london@polarinsight.com . Additionally you can follow any links in our marketing emails to ‘unsubscribe’ from our marketing lists, and to request to no longer receive marketing or certain types of marketing.
What are your data protection rights?
Polar Insight would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access – You have the right to request Polar Insight for copies of your personal data. We may charge you a small fee for this service.
The right to rectification – You have the right to request that Polar Insight correct any information you believe is inaccurate. You also have the right to request Polar Insight to complete the information you believe is incomplete.
The right to erasure – You have the right to request that Polar Insight erase your personal data, under certain conditions.
The right to restrict processing – You have the right to request that Polar Insight restrict the processing of your personal data, under certain conditions.
The right to object to processing – You have the right to object to Polar Insight’s processing of your personal data, under certain conditions.
The right to data portability – You have the right to request that Polar Insight transfer the data that we have collected to another organisation, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you.
If you would like to exercise any of these rights, please contact us at our email: info@polarinsight.com
You have the right to make a complaint at any time to your local regulatory authority, including the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, or other regulatory authority, so please contact us in the first instance.
Call us at: +44(0)20 7971 1395
Or write to us: Polar Insight Limited, 68-80 Hanbury Street, London, E1 5JL
International Transfers and Third Parties
We may work with third parties who are outside of the European Economic Area (EEA) and if we were to do so, and they were to processing your personal data, we would ensure that such third parties and any such transfers are done in accordance with the law. This means that we will ensure at least one of the following safeguards is in place:
We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission; or
Where we use certain service providers, we may use specific contracts approved by the European Commission, or the UK’s authority, which give personal data the same protection it has in Europe/ the UK.
We may also work with the following types of third parties who may have access to, and process, your personal data:
Service providers acting as processors who provide IT and system administration services.
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide their relevant services.
HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based who require reporting of processing activities in certain circumstances.
Marketing automation platforms, such as Unbounce Marketing Solutions Inc, Mailchimp (part of The Rocket Science Group) and SendGrid (part of Twilio Inc), acting as a processor who provide email marketing automation services.
Social media platforms, acting as processors and joint controllers, based within the EEA or US who host social media platforms.
Merchant services, acting as a processor who provide secure online and over the phone card payments.
Integrated software programs, such as Wiza, Inc & Apollo.io Inc. and others, who are integrated within LinkedIn.
Survey development and distribution platforms, acting as a processor who provide online survey development services.
Cookies:
Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our websites, we may collect information from you automatically through cookies or similar technology.
For further information, visit allaboutcookies.org.
How do we use cookies?
Our Company uses cookies in a range of ways to improve your experience on our website, including:
Keeping you signed in
Understanding how you use our website
What types of cookies do we use?
There are a number of different types of cookies, however, our website uses:
Functionality – Polar Insight uses these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used.
Advertising – Polar Insight uses these cookies to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address. Polar Insight sometimes shares some limited aspects of this data with third parties for advertising purposes. We may also share online data collected through cookies with our advertising partners. This means that when you visit another website, you may be shown advertising based on your browsing patterns on our website.
How to manage cookies
You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.
Privacy policies of other websites
The Polar Insight website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.
Changes to our privacy policy
Our Company keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 1 Feb 2022.
How to contact us:
If you have any questions about Our Company’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.
Email: info@polarinsight.com Call us at: +44(0)20 7971 1395
Write to us: Polar Insight Limited, 68-80 Hanbury Street, London, E1 5JL
How to contact the appropriate authority:
Should you wish to report a complaint or if you feel that Polar Insight has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office.