Privacy Policy
Policy Version: 1.0
Effective Date: March 18, 2026
Last Updated: March 18, 2026
1. Who We Are
POLARIS STUDIO ("POLARIS STUDIO," "we," "us," or "our") is a business based in Downtown Vancouver, British Columbia, Canada. This Privacy Policy explains how we collect, use, disclose, store, and protect personal information when you visit our website, place an order, request a customization, communicate with us, or otherwise use our services.
Contact Email: [email protected]
2. Scope of This Policy
This Privacy Policy applies to personal information we collect through:
- our website
- checkout and ordering processes
- customer support communications
- custom order submissions
- NFC-related order configuration and fulfillment
- related business operations connected to our products and services
This policy does not apply to third-party websites, apps, or services that may be linked from our website or used in connection with your order. Those third parties have their own privacy policies and practices.
3. What Personal Information We Collect
Depending on how you interact with us, we may collect the following categories of personal information.
A. Information You Provide Directly
We may collect information you provide to us, including:
- your name
- email address
- phone number
- shipping address
- billing-related details
- order details
- customization instructions
- uploaded content such as names, text, artwork, logos, images, files, or links
- any information you include when contacting us for support or inquiries
B. Payment Information
Payments are processed through Square or another payment processor we may use from time to time. We do not need to store your full payment card details ourselves in order to process your order. Payment information is handled in accordance with the payment processor’s own terms and privacy practices.
C. Technical and Security Information
When you use our website, we or our service providers may automatically collect limited technical and security-related information, such as:
- IP address
- browser type
- device type
- basic site interaction data
- security and abuse-prevention signals
- CAPTCHA-related or anti-bot verification information
This information may be collected through server logs, cookies, similar technologies, or security tools used to protect the website and our services.
4. Why We Collect Personal Information
We collect, use, and disclose personal information only for purposes that are reasonable in the circumstances and connected to operating our business. Those purposes may include:
- processing and fulfilling orders
- communicating with you about your order
- sending receipts, confirmations, and shipping updates
- reviewing and producing customized orders
- configuring or fulfilling NFC-enabled products
- providing customer support
- detecting, preventing, and investigating fraud, abuse, or misuse
- maintaining internal records
- complying with legal and regulatory obligations
- protecting the security, integrity, and operation of our website and services
5. Consent
By providing personal information to us, placing an order, uploading customer content, or otherwise using our services, you consent to our collection, use, and disclosure of your personal information as described in this Privacy Policy, except where applicable law allows or requires otherwise.
In some cases, consent may be implied where the purpose is obvious and you voluntarily provide the information for that purpose, such as providing a shipping address so we can deliver an order. Subject to legal or contractual restrictions and reasonable notice, you may withdraw your consent to certain collection, use, or disclosure of your personal information. If you do so, we will explain the likely consequences, such as being unable to complete or support your order.
6. How We Use Your Information
We may use your personal information to:
- create and manage your order
- contact you about order status
- verify or investigate suspicious activity
- send transaction-related emails
- respond to questions, complaints, or support requests
- review uploaded content for custom products
- fulfill, encode, or configure NFC-related product features
- maintain business and tax records
- improve the reliability and security of our website and services
We do not use your personal information for unrelated promotional marketing unless you separately consent or applicable law otherwise permits.
7. When We Share Personal Information
We may disclose personal information to third parties where reasonably necessary for the purposes described above, including:
- Square, for payment processing
- AWS or related hosting/infrastructure providers, to operate website or order-related services
- Cloudflare or similar security providers, to help protect the site from spam, bots, abuse, or malicious traffic
- shipping carriers or fulfillment partners, once selected, to deliver orders
- professional advisors, where reasonably necessary
- regulators, law enforcement, courts, or other parties where disclosure is required or permitted by law
- a purchaser or successor in the event of a sale, transfer, or reorganization of the business, subject to applicable legal protections
We do not disclose more personal information than is reasonably necessary for the applicable purpose.
8. Cross-Border Processing and Storage
Depending on the services and providers we use, personal information may be stored or processed outside British Columbia, including elsewhere in Canada or in other jurisdictions. When this happens, the information may be subject to the laws of those jurisdictions and may be accessible to courts, regulators, law enforcement, or national security authorities in accordance with those laws.
9. Retention of Personal Information
We retain personal information only as long as reasonably necessary for the purposes for which it was collected, and as long as needed for legal, tax, accounting, dispute-resolution, or legitimate business purposes.
If we use personal information to make a decision that directly affects an individual, we retain that information for at least one year after using it. When retention is no longer reasonably necessary, we will securely destroy the information or remove the means by which it can be associated with particular individuals.
10. Accuracy
We make reasonable efforts to ensure that personal information we use is accurate and complete, particularly where it may be used to make a decision affecting you or disclosed to another organization. You are also responsible for providing accurate, current information and for notifying us of any changes.
11. Security Safeguards
We use reasonable administrative, technical, and physical safeguards designed to protect personal information in our custody or under our control against unauthorized access, collection, use, disclosure, copying, modification, disposal, or similar risks.
No method of transmission over the internet or method of electronic storage is completely secure, so while we take reasonable steps to protect personal information, we cannot guarantee absolute security.
12. Cookies, CAPTCHA, and Similar Technologies
Our website and service providers may use cookies, similar technologies, and security tools for purposes such as:
- remembering basic site preferences
- maintaining site functionality
- preventing fraud, spam, and automated abuse
- supporting site security and performance
Security tools such as Cloudflare CAPTCHA or similar services may process technical information to determine whether a user is legitimate or automated traffic.
13. Access and Correction Requests
Subject to applicable law, you may request access to the personal information we hold about you, and you may request correction of errors or omissions in that information.
To make an access or correction request, please send a written request to our Privacy Officer using the contact information below. Please provide enough detail for us to identify you and the information requested.
14. Withdrawal of Consent
Subject to legal and contractual restrictions, you may withdraw your consent to certain uses or disclosures of your personal information by giving us reasonable notice. If you withdraw consent, we may no longer be able to provide some products, services, support, or order-related communications to you.
15. Children’s Privacy
Our website and products are not directed to children for independent purchase. We do not knowingly collect personal information from children in a manner inconsistent with applicable law. If you believe a child has provided us with personal information inappropriately, please contact us so we can review and address the issue.
16. Third-Party Links and Services
Our website may contain links to third-party sites, platforms, or services. We are not responsible for the privacy practices, content, or policies of those third parties. You should review their policies before providing them with personal information.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business, technology, legal obligations, or privacy practices. When we do, we will post the updated version on the website and revise the “Last Updated” date above. The updated policy will apply from the date it is posted, unless otherwise required by law.
18. Privacy Officer and Contact Information
Privacy Officer
POLARIS STUDIO
Downtown Vancouver, British Columbia, Canada
Email: [email protected]
19. Complaints
If you have a question, concern, or complaint about how we handle your personal information, please contact our Privacy Officer first. We will review your concern and try to respond appropriately.
If you are not satisfied with our response, you may have the right to contact the appropriate privacy regulator depending on the circumstances and applicable law.