Privacy Policy

Last Updated: February 2026

1. Information We Collect

When you visit our website or engage our services, we may collect the following types of information:

• Contact Information: Name, email address, phone number, company name, and job title when you submit forms or request services.
• Technical Information: IP address, browser type, device information, and usage data collected through cookies and analytics tools.
• Service Data: Microsoft 365 tenant configuration data, governance metrics, and security posture information when you engage our assessment or implementation services.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide governance assessments, implementations, and managed services as contracted.
• Communication: To respond to inquiries, send service updates, and share relevant governance insights.
• Improvement: To enhance our services, website, and user experience based on usage patterns and feedback.
• Compliance: To meet legal obligations and enforce our terms of service.

3. Information Sharing

We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:

• Service Providers: With trusted third-party vendors who assist in operating our website, conducting business, or servicing you (e.g., cloud hosting providers, email service providers).
• Legal Requirements: When required by law, regulation, legal process, or governmental request.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, subject to confidentiality agreements.

4. Data Security

We implement industry-standard security measures to protect your information from unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Access controls and authentication requirements
• Regular security assessments and audits
• Employee training on data protection practices

However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. When you engage our services, we retain service data according to contractual terms and regulatory requirements.

6. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information, subject to legal obligations
• Portability: Request a copy of your data in a structured, machine-readable format
• Opt-Out: Unsubscribe from marketing communications at any time

To exercise these rights, please contact us at info@polarisgovernance.com.

7. Cookies and Tracking

We use cookies and similar tracking technologies to improve your browsing experience, analyze site traffic, and understand user behavior. You can control cookie settings through your browser preferences. Disabling cookies may affect website functionality.

8. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete such information promptly.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. By using our services, you consent to such transfers in accordance with this policy.

11. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by posting the updated policy on our website with a revised "Last Updated" date.

12. Contact Us

If you have questions or concerns about this privacy policy or our data practices, please contact us: