Polarr Tech – Privacy Policy
Effective Date: 26 June 2025
Last Updated: 26 June 2025
1. Who We Are
Polarr Tech (“we”, “our”, “us”) is a UK-based digital marketing and web development business operated by Joel Bardill. We provide website design, SMS marketing, appointment scheduling, and CRM support services to local businesses.
Data Controller: Joel Bardill
Email: [email protected]
Phone: +44 7893 945245
2. What Data We Collect
We collect the following personal information:
First Name and Last Name
Phone Number
Email Address
IP Address
Website behaviour analytics (pages visited, time spent, browser/device info)
Payment details (for paying clients only, stored securely for direct debit setup)
We do not collect health data or information from individuals under 18 years of age. Our services are intended for adult business owners and their customers.
3. How We Collect Data
We collect data in the following ways:
Through self-opt-in website forms
Through booking or contact forms on our or client websites
Automatically via tracking tools and cookies (e.g. Google Analytics)
4. Why We Collect Data
We collect and process data for the following lawful purposes:
SMS marketing (based on Consent)
Appointment confirmations/reminders (based on Consent & Legitimate Interest)
Providing customer support (based on Contractual Necessity)
Sending invoices & collecting payments (based on Contractual Necessity)
Analytics to improve our website (based on Legitimate Interest)
All users and clients must actively confirm their consent to provide data and agree to how it will be used.
5. How We Use Your Data
We use personal data to:
Send SMS and email offers
Send appointment reminders and updates
Respond to customer queries
Track website performance
Set up and manage client accounts and billing
We do not use automated decision-making or profiling.
6. Third-Party Services We Use
We share personal data with trusted platforms that help us deliver our services:
Go High Level (GHL) – CRM, web hosting, form capture, SMS/email marketing
Twilio – Powers GHL’s SMS and email delivery
Lead Connector – Marketing automation and appointment scheduler
These providers are data processors acting on our behalf. While headquartered in the US, they comply with international data protection standards through Standard Contractual Clauses (SCCs) and other safeguards. GHL, Twilio, and Lead Connector maintain GDPR-aligned policies and use encryption to protect data.
7. Data Security
We implement strong security measures, including:
Two-factor authentication (2FA)
Secure storage via trusted cloud platforms
Access controls and login tracking
Payment data is handled securely and is only stored to set up authorised direct debits for client subscriptions.
8. Data Retention
We retain personal data for as long as needed to fulfil service purposes or legal obligations:
Client and lead data: Retained for 30 days after contract termination unless requested for deletion earlier
Analytics data: Retained in aggregate form for service optimisation
We promptly remove personal data upon valid deletion requests unless retention is required for legal reasons.
9. Your Rights
Under the UK GDPR, you have the right to:
Access the personal data we hold about you
Request correction or deletion of your data
Object to or restrict certain types of processing
Withdraw consent at any time
Request data portability
Lodge a complaint with the Information Commissioner’s Office (ICO)
You can exercise your rights by contacting [email protected]. We will respond within 30 days, as required by law.
10. Cookies and Tracking
We use cookies and tracking tools (such as Google Analytics) to collect:
Website visitor counts
User locations (via IP)
Device and browser types
By using our website, you consent to the use of cookies. Where applicable, we provide cookie banners or notices to obtain your consent to non-essential cookies. You can manage cookie preferences via your browser settings.
11. Marketing Communications
We obtain consent for all SMS/email marketing via explicit opt-in. You can:
Unsubscribe by replying STOP via SMS
Click unsubscribe in any marketing email
Contact us directly to opt out
We do not send marketing to users who have not provided consent.
12. Children’s Data
Our services are not intended for individuals under 18. We do not knowingly collect data from minors, and any such data discovered will be deleted promptly. If parental consent is required by law for certain data processing, we do not provide services to minors.
13. Data Breach Notification
In the unlikely event of a personal data breach, we will:
Notify affected individuals without undue delay
Report the breach to the Information Commissioner’s Office (ICO) within 72 hours as required by law
Take necessary steps to mitigate any potential harm
14. International Data Transfers
Some of our service providers (e.g., Go High Level, Twilio, LeadConnector) are based outside the UK. These providers use GDPR-compliant safeguards like Standard Contractual Clauses to ensure your data is protected.
We do not directly transfer data internationally.
15. Changes to This Policy
If we make changes to this Privacy Policy, we will:
Email all affected users
Include the effective date at the top of this page
Provide at least 7 days' notice before major changes
16. Contact Us
To exercise your rights or ask questions, please contact:
Joel Bardill
Email: [email protected]
Phone: +44 7893 945245