Privacy Policy

Last updated: 23 October 2026

Who we are

Polara Solutions Ltd ("Polara Solutions", "we", "us") is the controller of the personal data described in this policy. We are a private limited company registered in England and Wales (company number 17340101). Our registered office is 274 Lees Hall Road, Dewsbury, England, WF12 9HB. You can contact us about privacy at [email protected].

Information we collect

• Information you send us: your name, email address, phone number, company details and anything you include when you email us or ask about our services.
• Client and supplier information: contact and billing details we need to provide or receive services, issue invoices and take payments.
• Technical information: when you visit this website, our hosting provider (Cloudflare) processes your IP address, browser and device details and the pages requested, to deliver the site and protect it from abuse. We use Cloudflare Web Analytics, which gives us aggregate visitor statistics without using cookies.

We do not knowingly collect information from children, and we do not ask for special category data.

How we use it, and our lawful basis

• To reply to enquiries and discuss our services – legitimate interests (responding to people who contact us) or, where you are asking to enter into a contract, steps prior to a contract.
• To deliver services, invoice and take payment – performance of a contract.
• To keep accounting and tax records – legal obligation.
• To run, secure and improve this website – legitimate interests.
• To send you information about our services, only where you have agreed or where the law allows – consent or legitimate interests. You can opt out at any time.

We do not sell your personal data and we do not use automated decision-making that has legal or similarly significant effects on you.

Who we share it with

We use trusted service providers who act on our instructions, including Cloudflare (website hosting, security and email routing), Google (email), and our bank, accounting and telephone providers. We may also share information with professional advisers, HMRC or other authorities where the law requires it.

International transfers

Some providers may process data outside the UK, including in the United States. Where they do, we rely on UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework) or the UK International Data Transfer Agreement/Addendum to protect it.

How long we keep it

• Enquiries that do not lead to work: up to 24 months after our last contact.
• Client, supplier and financial records: 6 years after the end of the financial year they relate to, as required for tax and company law.
• Website security logs: kept by Cloudflare for its standard short retention period.

Your rights

Under UK data protection law you have the right to access your personal data, to have it corrected or erased, to restrict or object to its use, to data portability, and to withdraw consent at any time where we rely on consent. To make a request, email [email protected]. We will respond within one month.

Complaints

If you are unhappy with how we have handled your information, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk, telephone 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page.