Privacy Policy

Last updated: 15th January 2026

Data Controller Information

This privacy policy explains how Polaronex Ltd ("we", "our", or "us") collects, uses, and protects your personal information when you visit our website or use our services. As the data controller, we are committed to protecting your privacy and ensuring compliance with the General Data Protection Regulation (GDPR) and UK data protection laws.

Polaronex Ltd is a company registered in England and Wales with registration number 41638259. Our registered address is 199 High Street, Newcastle, Tyne and Wear, NE8D 4ZG, United Kingdom.

Data Collection

We collect personal data that you provide to us directly and information that is automatically collected when you visit our website. The data we collect includes information necessary to provide our fitness programme retention optimisation services and improve your experience on our website.

Personal information we may collect includes:

  • Contact details such as your name, email address, phone number, and postal address
  • Professional information including your job title, company name, and fitness facility details
  • Communication records including messages sent through our contact forms or email correspondence
  • Technical information such as your IP address, browser type, device information, and website usage data
  • Cookie and tracking data as described in our Cookie Policy

How We Use Your Information

We use your personal data to provide our fitness programme retention optimisation services, respond to your enquiries, and improve our website functionality. The use of your data is essential for delivering the services you request and maintaining effective communication with our clients.

Specifically, we use your information to:

  • Respond to your enquiries and provide customer support
  • Deliver our fitness programme retention optimisation services
  • Process and manage service agreements and consultations
  • Send you relevant information about our services and industry updates
  • Improve our website functionality and user experience
  • Comply with legal obligations and protect our legitimate business interests

Legal Basis for Processing

Under GDPR, we process your personal data based on the following legal grounds:

  • Consent: When you voluntarily provide information through our contact forms or subscribe to communications
  • Contract: To perform our services and fulfil contractual obligations
  • Legitimate interests: To operate our business, improve our services, and maintain security
  • Legal obligation: To comply with applicable laws and regulations

Cookies and Tracking Technologies

We may use cookies and tracking technologies for analytics, advertising, and remarketing purposes, including Google Ads. These technologies help us measure campaign effectiveness, deliver relevant advertisements, and improve our services. You can manage your cookie preferences at any time through our cookie consent banner.

For detailed information about the cookies we use, please refer to our Cookie Policy.

Data Sharing and Third Parties

We do not sell, trade, or rent your personal information to third parties. We may share your data with trusted service providers who assist us in operating our website and delivering our services, provided they agree to keep your information confidential and secure.

We may share your information with:

  • Professional advisors including lawyers, accountants, and consultants
  • Technology service providers for website hosting and maintenance
  • Analytics providers to help us understand website usage
  • Government authorities when required by law

International Data Transfers

As we operate primarily within the UK and EU, your data is generally processed within these regions. If we need to transfer your data outside the UK or EU, we will ensure appropriate safeguards are in place to protect your information in accordance with data protection laws.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal requirements. Our data retention periods vary depending on the type of information and the purpose for which it was collected.

Generally, we retain:

  • Contact form submissions for up to 3 years
  • Client service records for up to 7 years after contract completion
  • Website analytics data for up to 26 months
  • Marketing communications data until you unsubscribe

Your Rights

Under GDPR and UK data protection laws, you have several rights regarding your personal data. These rights include the ability to access, correct, or delete your personal information, as well as to restrict or object to certain processing activities.

Your rights include:

  • Right of access: Request a copy of the personal data we hold about you
  • Right to rectification: Ask us to correct inaccurate or incomplete data
  • Right to erasure: Request deletion of your personal data in certain circumstances
  • Right to restrict processing: Limit how we use your data
  • Right to data portability: Receive your data in a structured, commonly used format
  • Right to object: Object to processing based on legitimate interests or for marketing purposes
  • Right to withdraw consent: Withdraw consent at any time where processing is based on consent

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include secure data storage, encrypted communications, and regular security assessments.

Children's Privacy

Our services are not directed at children under the age of 16, and we do not knowingly collect personal information from children. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete such information.

Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website and updating the "last updated" date.

Contact Information

If you have any questions about this privacy policy or how we handle your personal data, please contact us using the details below. We are committed to addressing your concerns and ensuring your privacy rights are respected.

Data Protection Contact:
Email: privacy@polaronex.world
Phone: +44 1912 411439
Address: Polaronex Ltd, 199 High Street, Newcastle, Tyne and Wear, NE8D 4ZG, United Kingdom

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been breached. You can contact the ICO at ico.org.uk or by calling 0303 123 1113.