Privacy Policy

Introduction

polarsanctuary B.V. (Registration Number: 95127486) is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website, use our services, or interact with our commercial property construction business.

As a data controller, polarsanctuary complies with the General Data Protection Regulation (GDPR) and Dutch data protection laws. This policy describes your rights regarding your personal data and how we use your information in relation to our construction services.

Data Controller Information

The data controller for your personal information is polarsanctuary B.V., a commercial property construction company registered in the Netherlands.

Data We Collect

We collect personal data through various channels when you interact with our construction services, visit our website, or engage with our commercial property building expertise. The data we collect includes the following categories:

Contact Information

• Name (first and last name)
• Email address
• Phone number
• Company name and position
• Business address

Project Information

• Construction project details and requirements
• Property specifications and preferences
• Budget information and timeline requirements
• Communication records and project correspondence

Website Data

• IP address and device information
• Browser type and version
• Website usage patterns and preferences
• Cookie data and tracking information

How We Use Your Information

We process your personal data for legitimate business purposes related to our commercial construction services. Our use of your data is based on the following legal grounds under GDPR:

Contract Performance

We use your information to deliver construction services, manage projects, communicate about your commercial property requirements, and fulfil our contractual obligations as your construction partner.

Legitimate Business Interests

• Providing customer support and technical assistance
• Improving our construction services and website functionality
• Marketing our commercial property construction expertise
• Maintaining business records and project documentation
• Ensuring security and preventing fraud

Legal Compliance

We may process your data to comply with legal obligations, including construction industry regulations, tax requirements, and health and safety standards applicable to our commercial building operations.

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.

Our website uses various types of cookies including necessary cookies for basic functionality, analytics cookies for website improvement, and marketing cookies for advertising purposes. For detailed information about our cookie usage, please refer to our Cookie Policy.

Data Sharing and Third Parties

polarsanctuary does not sell your personal data to third parties. We may share your information with trusted partners and service providers who assist us in delivering construction services:

• Construction subcontractors and specialists
• Professional advisors (lawyers, accountants, architects)
• Technology service providers and hosting companies
• Marketing and analytics platforms (Google Analytics, Google Ads)
• Payment processors and financial institutions

All third parties are required to maintain appropriate security measures and use your data only for the specified purposes related to our construction services.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this privacy policy. Our data retention periods are based on legal requirements, business needs, and the nature of our construction services:

• Project Data: Retained for 7 years after project completion for legal and warranty purposes
• Marketing Data: Retained until you withdraw consent or for 3 years of inactivity
• Website Data: Analytics data retained for 26 months, cookies as per our Cookie Policy
• Financial Records: Retained for 7 years as required by Dutch tax law

Your Rights

Under GDPR and Dutch data protection law, 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 data processing
• Right to Data Portability: Request transfer of your data to another organisation
• Right to Object: Object to processing based on legitimate interests or direct marketing
• Right to Withdraw Consent: Withdraw consent for processing based on consent

To exercise these rights, please contact us at privacy@polarsanctuary.world or +31 20 798 5930. We will respond to your request within one month.

Data Security

polarsanctuary implements appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. Our security measures include:

• Encryption of data in transit and at rest
• Access controls and authentication procedures
• Regular security assessments and updates
• Staff training on data protection and security
• Secure data backup and recovery procedures

International Data Transfers

Your personal data is primarily processed within the European Union. When we transfer data outside the EU, we ensure appropriate safeguards are in place, such as adequacy decisions, standard contractual clauses, or other legally recognised protection mechanisms.

Contact Us

If you have questions about this Privacy Policy, wish to exercise your data protection rights, or need to contact us about our data processing practices, please reach out using the contact information below:

Complaints and Supervisory Authority

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 Dutch Data Protection Authority (Autoriteit Persoonsgegevens):

Changes to This Privacy Policy

polarsanctuary may update this Privacy Policy from time to time to reflect changes in our data processing practices, legal requirements, or business operations. We will notify you of significant changes by posting the updated policy on our website and updating the "Last Updated" date.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data and your rights regarding our commercial construction services.