LEGAL
Privacy Policy
Effective date: 1 January 2026 · Last updated: April 2026
Polar Frequency LLC FZ ("Polar Frequency", "we", "us", "our") is committed to protecting your personal information. This Privacy Policy explains what data we collect, how we use it, who we share it with, and the rights you have over it when you visit polarfrequency.com or contact us directly.
We are incorporated in the United Arab Emirates and operate under UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data (PDPL). Where we process personal data of individuals in the European Economic Area or United Kingdom, we also respect the requirements of the GDPR and UK GDPR.
1. Who We Are
Data controller: Polar Frequency LLC FZ
Registered address: Dubai, United Arab Emirates
Privacy contact: privacy@polarfrequency.com
2. Information We Collect
Information you give us
When you use our contact form or book a call, we collect:
- Your name
- Email address
- Company name and your role
- The message or enquiry you send
If you contact us via WhatsApp, that conversation is subject to WhatsApp's own privacy policy. We do not record WhatsApp conversations on our servers beyond what WhatsApp retains.
Information collected automatically
When you browse our website, we (or our service providers) automatically receive:
- Pages visited and time spent on each page
- Referring website or search term
- Browser type and approximate geographic region (country/city level — not precise location)
- Device type (desktop, mobile, tablet)
This analytics data is only collected after you accept cookies via our consent banner. If you decline, only essential functional data required for security (e.g. bot detection via Cloudflare Turnstile) is processed.
3. How We Use Your Information
| Purpose | Legal basis |
|---|---|
| Respond to your enquiry or contact form submission | Legitimate interest / contract performance |
| Send newsletters or updates you have subscribed to | Consent (you can unsubscribe at any time) |
| Analyse website usage to improve our content and services | Consent (via cookie banner) |
| Detect and prevent fraud and abuse (bot detection) | Legitimate interest / legal obligation |
| Comply with applicable laws and regulations | Legal obligation |
4. Third Parties We Share Data With
We do not sell your personal data. We share it only with the following service providers, solely to operate the services described above:
Loops (Email communications)
When you submit our contact form, your name and email address are sent to Loops (loops.so), our email marketing and CRM platform. Loops stores and processes this data in the United States under standard contractual clauses. You can unsubscribe from any marketing email at any time using the link in the email footer.
Google Analytics 4
With your consent, we use Google Analytics 4 to understand website usage. Google may transfer analytics data to the United States. We have enabled IP anonymisation. We do not use Google Analytics for advertising or remarketing. You can opt out at any time by withdrawing cookie consent via the banner at the bottom of this page.
Cloudflare Turnstile
Our contact form and WhatsApp link use Cloudflare Turnstile for bot detection. Turnstile processes limited browser signals (no personal identifiers) to verify that form submissions are from humans, not bots. No persistent cookies are set by Turnstile. See Cloudflare's privacy policy.
Hosting and infrastructure
Our website is hosted on Replit and served through Cloudflare's global CDN. Server logs (IP addresses, request timestamps) are retained for up to 30 days for security purposes.
5. Data Retention
We retain contact form submissions and associated correspondence for as long as reasonably necessary to respond to your enquiry and maintain records of business communications — typically up to 3 years. Newsletter subscribers' data is retained until you unsubscribe. Analytics data is retained for 14 months in Google Analytics (our configuration). You may request deletion of your data at any time (see Your Rights below).
6. International Data Transfers
Polar Frequency is based in the UAE. Some of our service providers (Google, Loops) process data in the United States. Where required, we rely on standard contractual clauses or adequacy decisions to legitimise these transfers under applicable data protection law. If you have questions about specific transfer mechanisms, contact us at privacy@polarfrequency.com.
7. Your Rights
Depending on where you are located, you may have the following rights regarding your personal data:
- Access — request a copy of the personal data we hold about you
- Correction — ask us to correct inaccurate or incomplete data
- Deletion — request that we delete your personal data (subject to legal retention obligations)
- Objection — object to processing based on legitimate interests
- Withdrawal of consent — withdraw cookie consent at any time via the banner at the bottom of this site
- Portability — receive your data in a structured, machine-readable format
To exercise any of these rights, email us at privacy@polarfrequency.com. We will respond within 30 days.
8. Children's Privacy
Our website is not directed at children under the age of 18. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected such data, please contact us and we will delete it promptly.
9. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Material changes will be notified via a banner on the website or by email where we have your contact details.
10. Contact Us
For any privacy-related questions, requests, or complaints, please contact:
Polar Frequency LLC FZ
Dubai, United Arab Emirates
privacy@polarfrequency.com
If you are located in the EEA and feel your concern has not been addressed, you have the right to lodge a complaint with your local data protection authority.