Privacy Policy

1. Introduction

POLAR UNITED ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services.

2. Information We Collect

Personal Information

We collect information you provide directly, including:

Full name and contact information
Email address and phone number
City, state/province, and country
Profile photo
Government-issued ID for identity verification
Selfie photograph for biometric identity matching
Polar Tensor affiliate username and sponsor name
Digital signature for NDA acceptance

Biometric Data Notice

As part of our identity verification process, we collect a selfie photograph that is used solely for the purpose of matching your identity to your government-issued ID. This biometric data is:

Stored in encrypted private storage — not publicly accessible
Automatically purged from our systems once your verification is complete (approved or rejected)
Never used for facial recognition tracking, profiling, or any purpose other than one-time identity verification
Never sold, rented, or shared with third parties for marketing or advertising

If you reside in a state with biometric privacy laws (such as Illinois under BIPA), you have the right to consent to or decline biometric data collection. Declining will prevent you from completing identity verification and accessing the community.

Automatically Collected Information

We automatically collect:

IP address
Device type and browser information
Usage data and analytics
Cookies and similar technologies
Last login timestamp (used to display new content since your last visit)

3. How We Use Your Information

We use collected information to:

Create and manage your account
Verify your identity through government ID and selfie matching
Provide access to community channels, events, and resources
Process and enforce the NDA
Communicate with you about updates, announcements and new resources
Detect and prevent fraud, impersonation, and unauthorized access
Comply with legal obligations
Improve our website and user experience

4. Information Sharing

We do not sell your personal information to third parties. We do not share your biometric data or verification documents with any third party. We may share other limited personal information with:

Service providers who assist in our operations (hosting, email delivery), under contractual privacy obligations
Legal authorities when required by law, court order, or to protect our legal rights
Professional advisors (lawyers, accountants) when necessary for legal compliance

Information shared within Polar Tensor and its affiliate network is limited to your display name and affiliate username for community collaboration purposes, and only with members who have completed identity verification.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

Encryption of data in transit using TLS/HTTPS
Private encrypted storage for all government ID documents and selfie photographs — accessible only via time-limited, authenticated signed URLs
Row-level security (RLS) on user records — users can only access their own data; administrators and moderators have elevated access as needed for verification and community management
Role-based access controls limiting who can view verification documents
Automatic purging of verification documents upon verification decision
Secure authentication with session management

6. Data Retention

We retain your personal information as follows:

Verification documents (ID and selfie): Automatically and permanently deleted from our systems immediately upon a verification decision (approved or rejected). Only the verification decision, date, and reviewing admin are retained for audit purposes.
Profile information: Retained while your account is active. You may request deletion at any time (see Section 7).
NDA acceptance records: Retained for the duration required to enforce the Non-Disclosure Agreement and applicable legal requirements.
Account data after deletion request: All personal data is anonymized within 24 hours of your request. Your email address is retained solely for audit purposes and to prevent duplicate account creation.

7. Your Rights

Depending on your location (e.g., California/CCPA, Virginia/VCDPA, Colorado/CPA, Illinois/BIPA), you may have the right to:

Access your personal information
Correct inaccurate data
Request deletion of your data
Object to processing
Data portability
Withdraw consent for biometric data collection
Opt out of the sale or sharing of personal information (we do not sell or share your data for marketing)

How to Exercise Your Rights

Delete your data: You can permanently delete all your personal information at any time by navigating to your Profile page and clicking "Request Data Deletion." This will immediately remove your name, contact information, verification documents, and profile photo, and deactivate your account. This action cannot be undone.

Other requests: For access, correction, portability, or other privacy requests, contact us through our Contact page. We will respond to verified requests within 30 days.

8. Cookies

We use cookies and similar technologies to enhance your experience. You can control cookie settings through your browser. Disabling cookies may affect some features of our Services.

9. Children's Privacy

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or through our Services.

11. Contact Us

For questions about this Privacy Policy or to exercise your privacy rights, please contact us through our Contact page.

POLAR UNITED
Location: Florida, United States
Last updated: July 20, 2026