Regulatory Documentation

Effective Date: January 1, 2026

PolarisMetricSystems ("we", "us", "our"), registered at Wagnersvej 19, 2450 Kobenhavn SV, Denmark, is committed to protecting your personal data in accordance with the EU General Data Protection Regulation (GDPR) and applicable Danish data protection legislation.

1. Data Controller

The data controller responsible for processing your personal data is PolarisMetricSystems, located at Wagnersvej 19, 2450 Kobenhavn SV, Denmark. For any data protection inquiries, contact us at [email protected].

2. Data We Collect

We collect the following categories of personal data when you interact with our services:

• Contact information (name, email address, phone number) submitted through our contact forms.
• Technical data including IP address, browser type, operating system, and device identifiers collected automatically.
• Usage data including pages visited, time spent on pages, and navigation patterns within our analytics dashboards.
• Payment and billing information processed through our third-party payment processors.

3. Legal Basis for Processing

We process your personal data under the following legal bases as defined in Article 6 of the GDPR:

• Consent: When you voluntarily provide data through contact forms or subscribe to our services.
• Contractual necessity: When processing is required to fulfill our contractual obligations to you.
• Legitimate interest: When processing is necessary for our legitimate business interests, including service improvement, fraud prevention, and security monitoring.
• Legal obligation: When we are required to retain data to comply with applicable laws, tax regulations, or regulatory requirements.

4. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected. Contact form submissions are retained for a maximum of 24 months. Technical and usage data is retained for 12 months. Financial records are retained for 5 years in compliance with Danish bookkeeping regulations.

5. Data Sharing

We may share your personal data with the following categories of recipients:

• Cloud infrastructure providers (AWS, Google Cloud) for data hosting and processing.
• Payment processors for transaction handling and fraud prevention.
• Analytics service providers for website performance monitoring.
• Legal authorities when required by law or court order.

All third-party processors are bound by Data Processing Agreements (DPAs) ensuring GDPR-compliant handling of personal data.

6. International Data Transfers

Where personal data is transferred outside the European Economic Area (EEA), we ensure adequate protection through Standard Contractual Clauses (SCCs) approved by the European Commission, or other appropriate safeguards as required by Article 46 of the GDPR.

7. Your Rights

Under the GDPR, you have the following rights regarding your personal data:

• Right of Access (Article 15): Request a copy of the personal data we hold about you.
• Right to Rectification (Article 16): Request correction of inaccurate or incomplete data.
• Right to Erasure (Article 17): Request deletion of your personal data under certain circumstances.
• Right to Restriction (Article 18): Request restriction of processing in specific situations.
• Right to Data Portability (Article 20): Receive your personal data in a structured, machine-readable format.
• Right to Object (Article 21): Object to processing based on legitimate interests.
• Right to Withdraw Consent: Withdraw consent at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, contact our Data Protection Officer at [email protected]. We will respond to your request within 30 days.

8. Data Security

We implement appropriate technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. These measures include encryption in transit and at rest, access controls, regular security audits, and incident response procedures.

9. Supervisory Authority

If you believe your data protection rights have been infringed, you have the right to lodge a complaint with the Danish Data Protection Authority (Datatilsynet):

Borgergade 28, 1300 Copenhagen K, Denmark
Email: [email protected]

Effective Date: January 1, 2026

This Cookies Policy explains how PolarisMetricSystems uses cookies and similar tracking technologies when you visit our website and use our analytics services. This policy is issued in accordance with the EU ePrivacy Directive (2002/58/EC) and the GDPR.

1. What Are Cookies

Cookies are small text files placed on your device when you visit a website. They are widely used to make websites work efficiently, provide analytics information, and improve user experience.

2. Types of Cookies We Use

• Strictly Necessary Cookies: Essential for website functionality. These enable core features such as session management and security. They cannot be disabled.
• Analytics Cookies: Collect anonymized data about how visitors interact with our website. This helps us improve site performance and user experience. Data is aggregated and does not identify individual users.
• Functional Cookies: Remember your preferences and settings to provide a personalized experience. These are set only when you explicitly configure your preferences.

3. Specific Cookies Deployed

• cookieConsent: Stores your cookie acceptance preference. Duration: 365 days. Type: Functional.
• _ga, _gid: Google Analytics cookies for traffic analysis. Duration: 2 years / 24 hours. Type: Analytics.
• session_id: Maintains your session state during active use. Duration: Session. Type: Strictly Necessary.

4. Third-Party Cookies

We use Google Analytics for anonymized website analytics. Google processes data in accordance with their own privacy policy. We have configured IP anonymization and data processing agreements to ensure GDPR compliance.

5. Managing Cookies

You can control and manage cookies through your browser settings. Most browsers allow you to refuse or delete cookies. However, disabling strictly necessary cookies may affect website functionality. You can manage your cookie consent preferences at any time through our cookie banner.

6. Changes to This Policy

We may update this Cookies Policy periodically. Changes will be posted on this page with an updated effective date. Continued use of our website after changes constitutes acceptance of the updated policy.

Effective Date: January 1, 2026

PolarisMetricSystems, registered at Wagnersvej 19, 2450 Kobenhavn SV, Denmark, provides data engineering and analytics services under the following refund conditions.

1. Service Delivery

All services are delivered according to agreed project milestones defined in the service agreement. Payment milestones are tied to deliverable completion and acceptance.

2. Refund Eligibility

Refunds are evaluated under the following conditions:

• Pre-delivery cancellation: If a project is cancelled before any work has commenced, a full refund of any advance payment will be issued within 14 business days.
• Partial delivery: If a project is cancelled after work has commenced but before completion, refunds will be calculated proportionally based on completed milestones and work hours logged.
• Quality concerns: If delivered work does not meet the specifications defined in the service agreement, we will first attempt to rectify the issue. If rectification is not possible, a proportional refund will be issued.

3. Non-Refundable Items

The following are not eligible for refund:

• Third-party software licenses or cloud infrastructure costs already incurred.
• Work completed and accepted by the client at each milestone checkpoint.
• Consultation or advisory hours already delivered.

4. Refund Process

To request a refund, submit a written request to [email protected] with the project name, invoice number, and reason for the refund request. We will acknowledge receipt within 3 business days and provide a resolution within 14 business days.

5. Payment Methods

Refunds are processed using the original payment method. If the original method is unavailable, we will arrange an alternative method in consultation with the client.

6. Dispute Resolution

In the event of a dispute regarding refunds, both parties agree to attempt resolution through mediation before pursuing any legal proceedings. This agreement is governed by Danish law and subject to the jurisdiction of Danish courts.

Effective Date: January 1, 2026

These Terms of Service govern your use of services provided by PolarisMetricSystems, located at Wagnersvej 19, 2450 Kobenhavn SV, Denmark. By engaging our services, you agree to these terms.

1. Scope of Services

PolarisMetricSystems provides data engineering, analytics, and dashboard development services as described in individual service agreements. The scope, timeline, deliverables, and pricing for each engagement are defined in the corresponding statement of work (SOW) or service agreement.

2. Client Obligations

The client agrees to:

• Provide timely access to necessary data sources, APIs, and systems as specified in the SOW.
• Designate a primary point of contact for project communications.
• Review and provide feedback on deliverables within agreed review periods.
• Ensure that all data provided for processing complies with applicable laws and regulations.

3. Payment Terms

Invoices are issued according to the payment schedule defined in the SOW. Payment is due within 30 days of invoice date. Late payments are subject to interest charges of 1.5% per month as permitted under Danish legislation. All prices are quoted in Euros (€) unless otherwise specified.

4. Intellectual Property

Upon full payment, the client receives a perpetual, non-exclusive license to all custom deliverables produced under the service agreement. PolarisMetricSystems retains ownership of pre-existing frameworks, tools, and methodologies used in service delivery. Source code for custom-developed solutions transfers to the client upon final payment.

5. Confidentiality

Both parties agree to maintain the confidentiality of proprietary information shared during the engagement. This obligation survives termination of the service agreement for a period of 3 years. Confidential information includes, but is not limited to, business strategies, technical architectures, data schemas, and customer lists.

6. Data Protection

Both parties are committed to GDPR compliance. A Data Processing Agreement (DPA) will be executed as part of the service engagement where PolarisMetricSystems processes personal data on behalf of the client. PolarisMetricSystems implements appropriate technical and organizational measures to ensure data security.

7. Limitation of Liability

PolarisMetricSystems' total liability under any service agreement shall not exceed the total fees paid by the client for the specific service giving rise to the claim. We are not liable for indirect, consequential, or incidental damages, including but not limited to lost profits or data loss resulting from service use.

8. Termination

Either party may terminate a service agreement with 30 days written notice. In the event of termination, the client is responsible for payment of all work completed up to the termination date. We will provide a final invoice detailing completed milestones and pending work.

9. Force Majeure

Neither party shall be liable for delays or failures in performance resulting from causes beyond reasonable control, including natural disasters, pandemics, government actions, cyber attacks, or infrastructure failures.

10. Governing Law

These Terms of Service are governed by the laws of Denmark. Any disputes arising from these terms shall be subject to the exclusive jurisdiction of the courts of Copenhagen, Denmark.