How We Collect and Protect Your Information

1. Introduction

Welcome to PolarGear Rental. We respect your privacy and are committed to protecting your personal data. This document explains how we look after your personal data when you visit our website or use our rental services, what choices you have, and how you can exercise your rights. We do not sell your data to third parties.

2. The Data We Collect

We may collect, use, store and transfer different kinds of personal data about you which we have grouped as follows:

• Identity Data: first name, last name, and any username or similar identifier you provide when submitting a request or creating an account.
• Contact Data: email address and any other contact details you voluntarily give us when requesting a rental or getting in touch.
• Transaction Data: details about payments to and from you, rental dates, and the products or services you have requested or rented from us.

We collect this information only when you provide it through our request form, by email, or when you otherwise communicate with us. We do not collect sensitive categories of data unless you choose to share them and we have a clear reason to process them.

3. How We Use Your Data

We use your personal data only when we have a lawful basis. Most often we use it to perform the contract we enter into with you when you request a rental: to confirm availability, send you a quote, arrange pickup or delivery, and handle any follow-up. We may also use it where necessary for our legitimate interests, such as improving our website and services, handling complaints, and keeping records for legal and accounting purposes. We will not use your data for marketing unless you have agreed to it, and you can withdraw consent at any time by writing to us.

4. Data Security and Retention

We have put in place appropriate technical and organisational measures to reduce the risk of your personal data being accidentally lost, altered, or accessed without authorisation. Access to your data is limited to people who need it to perform their role. We retain your data only for as long as necessary to fulfil the purposes we collected it for, including legal, accounting, or reporting requirements. When we no longer need it, we securely delete or anonymise it.

5. Cookies and Website Technology

Our website may use cookies and similar technologies to remember your preferences, keep you signed in where applicable, and understand how the site is used so we can improve it. These may include session cookies that expire when you close your browser and longer-lasting cookies for settings you choose. You can adjust your browser settings to refuse or limit cookies; some features of the site may then work less well. We do not use cookies to track you across other websites for advertising purposes.

6. How We Share Your Information

We do not sell or rent your personal data. We may share it only where necessary: with service providers who help us run our business (for example hosting, email delivery, or payment processing) under strict confidentiality and data-processing terms; with authorities if required by law; or in connection with a merger, sale, or restructuring of our business, in which case we will ensure your data remains protected. We do not share your data with third parties for their own marketing.

7. Your Choices and Opt-Out

You can ask us at any time what data we hold about you, and request a copy, correction, or deletion where the law allows. You can object to certain processing or ask us to restrict how we use your data. If we rely on your consent, you can withdraw it at any time. To exercise these rights, contact us using the email below; we will respond within a reasonable time. You also have the right to lodge a complaint with a supervisory authority if you believe we have not handled your data properly.

8. Updates to This Policy

We may update this policy from time to time to reflect changes in our practices or the law. When we make meaningful changes, we will post the revised version on this page and update the “Last Updated” date. We encourage you to review it periodically. Continued use of our website or services after changes take effect will be treated as acceptance of the updated policy, where the law allows.

9. Your Legal Rights

Under applicable data protection laws, you have rights in relation to your personal data, including the right to request access, correction, erasure, restriction of processing, data portability, and to object to processing. We will not discriminate against you for exercising these rights. If you wish to do so, please contact us using the details below.

10. Contact Us

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

• Email: contact@polargearrental.com