Privacy Policy

1. Introduction

Welcome to PolarFlow Inc. ("PolarFlow," "we," "our," or "us"). We are a Canadian company headquartered in Ontario, Canada, that designs and distributes fan products for personal, commercial, and professional use.

This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website at polarflow.ca (the "Site"), submit inquiries through our contact form, or otherwise interact with us. Please read this policy carefully. By using our Site, you consent to the practices described herein.

We are committed to complying with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and the Freedom of Information and Protection of Privacy Act (FIPPA) of Ontario, as well as other applicable provincial and federal legislation.

2. Information We Collect

We may collect the following categories of personal information:

2.1 Information You Provide Directly

• Contact Form Data: When you submit a message through our Contact Us page, we collect your full name, email address, company name (optional), subject, and message content.
• Email Correspondence: If you contact us directly via email, we retain the content of those communications along with your email address and any information you voluntarily include.
• Quote Requests: If you request a product quote, we may collect additional information relevant to your inquiry, such as quantity requirements, application details, or delivery preferences.

2.2 Information Collected Automatically

• Log Data: Our servers automatically record information when you visit the Site, including your IP address, browser type, operating system, referring URLs, pages visited, and timestamps.
• Device Information: We may collect information about the device you use to access the Site, including device type, screen resolution, and language preferences.
• Cookies and Similar Technologies: We use cookies and similar tracking technologies as described in Section 5 of this policy.

2.3 Information from Third Parties

We may receive limited information about you from third-party services we use, such as analytics providers (e.g., Cloudflare Web Analytics) or form processing services. This information is used only to improve our Site and services.

3. How We Use Your Information

PolarFlow uses the personal information we collect for the following purposes:

• Responding to Inquiries: To reply to questions, quote requests, and general correspondence submitted through our contact form or email.
• Processing Orders and Quotes: To fulfill product inquiries, prepare quotes, and manage business transactions.
• Improving Our Website: To analyze usage patterns, identify areas for improvement, and enhance the overall user experience on our Site.
• Communication: To send you information related to your inquiry, including follow-up communications regarding products or services you have expressed interest in.
• Legal Compliance: To comply with applicable laws, regulations, legal processes, or governmental requests.
• Security: To detect, investigate, and prevent fraudulent activity, unauthorized access, or other illegal activities.
• Business Operations: To maintain our internal records, conduct business analytics, and support general administrative functions.

We will not use your personal information for purposes other than those described in this policy without your prior consent, except as required by law.

4. Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Consent: Where you have given us clear consent to process your personal information for a specific purpose, such as submitting a contact form.
• Contractual Necessity: Where processing is necessary to fulfill a contract with you or to take steps at your request before entering into a contract (e.g., preparing a quote).
• Legitimate Interests: Where processing is in our legitimate business interests, such as operating and improving our website, provided those interests are not overridden by your rights and interests.
• Legal Obligation: Where we are required to process your information to comply with a legal obligation.

5. Cookies and Tracking Technologies

Our Site may use cookies — small text files stored on your device — and similar technologies to enhance your browsing experience and collect usage data.

5.1 Types of Cookies We Use

• Essential Cookies: These cookies are necessary for the Site to function properly. They enable core functionality such as language preferences and session management. You cannot opt out of these cookies while using our Site.
• Analytics Cookies: We use analytics tools (such as Cloudflare Web Analytics) to understand how visitors interact with our Site. These cookies collect aggregated, anonymized data about pages visited, time spent on the Site, and navigation patterns.
• Preference Cookies: These cookies remember your settings and preferences, such as your selected language (English or French), so you do not need to re-set them on each visit.

5.2 Managing Cookies

You can control and manage cookies through your browser settings. Most browsers allow you to refuse or delete cookies. Please note that disabling certain cookies may affect the functionality of our Site. For more information about managing cookies, visit your browser's help documentation or www.allaboutcookies.org.

5.3 Do Not Track

Some browsers transmit "Do Not Track" (DNT) signals to websites. We respect DNT signals where technically feasible and do not use cross-site tracking for advertising purposes.

6. Sharing and Disclosure of Your Information

PolarFlow does not sell, rent, or trade your personal information to third parties. We may share your information only in the following limited circumstances:

6.1 Service Providers

We may share your information with trusted third-party service providers who assist us in operating our Site and conducting our business, including:

• Cloudflare Pages: Our website is hosted on Cloudflare's infrastructure, which processes limited technical data (such as IP addresses) for security and performance purposes. Cloudflare's privacy practices are governed by their own privacy policy.
• Formspree: We use Formspree to process contact form submissions. Information you submit through our contact form is transmitted to and stored by Formspree before being forwarded to our team. Formspree's data handling is subject to their privacy policy.
• Email Providers: We use standard email services to receive and respond to your inquiries.

All service providers are required to handle your information securely and only for the specific purposes for which it was shared.

6.2 Legal Requirements

We may disclose your personal information if required to do so by law, court order, or government authority, or if we believe in good faith that such disclosure is necessary to protect our rights, your safety, or the safety of others.

6.3 Business Transfers

In the event of a merger, acquisition, sale of assets, or other business transaction, your personal information may be transferred to the acquiring entity. We will notify you of any such transfer and any choices you may have regarding your information.

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law.

• Contact Form Submissions: We retain inquiry and correspondence records for up to 2 years from the date of submission, after which they are securely deleted.
• Business Records: Records related to completed transactions or ongoing business relationships may be retained for up to 7 years in accordance with Canadian accounting and tax requirements.
• Analytics Data: Aggregated, anonymized analytics data may be retained indefinitely as it cannot be used to identify individual users.

When personal information is no longer required, we take reasonable steps to ensure it is securely destroyed or de-identified.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These measures include:

• Secure HTTPS encryption for all data transmitted between your browser and our Site.
• Use of reputable, security-certified hosting and form processing providers (Cloudflare, Formspree).
• Limiting access to personal information to employees and contractors who need it to perform their job functions.
• Regular review of our data collection, storage, and processing practices.

While we take reasonable precautions to protect your information, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security of your data and encourage you to exercise caution when sharing sensitive information online.

In the event of a data breach that poses a real risk of significant harm to you, we will notify you and the appropriate regulatory authorities as required by applicable Canadian law.

9. Your Rights and Choices

Under Canadian privacy law (PIPEDA and applicable provincial legislation), you have the following rights regarding your personal information:

• Right of Access: You have the right to request access to the personal information we hold about you, including information about how it is being used and to whom it has been disclosed.
• Right to Correction: If you believe any personal information we hold about you is inaccurate, incomplete, or outdated, you have the right to request that we correct it.
• Right to Withdraw Consent: Where we rely on your consent to process your personal information, you may withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out prior to withdrawal.
• Right to Erasure: In certain circumstances, you may request that we delete personal information we hold about you, subject to legal retention obligations.
• Right to Lodge a Complaint: You have the right to file a complaint with the Office of the Privacy Commissioner of Canada (OPC) if you believe your privacy rights have been violated. For more information, visit www.priv.gc.ca.

To exercise any of these rights, please contact us using the information provided in Section 12 of this policy. We will respond to your request within 30 days.

10. Children's Privacy

Our Site and services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you are a parent or guardian and believe that your child has provided us with personal information without your consent, please contact us immediately at info@polarflow.ca and we will take steps to delete that information promptly.

If we discover that we have inadvertently collected personal information from a child under 16, we will delete such information from our records without delay.

11. International Data Transfers

PolarFlow is based in Ontario, Canada. If you are accessing our Site from outside of Canada, please be aware that your information may be transferred to, stored, and processed in Canada or in other countries where our service providers operate (such as the United States, where Cloudflare and Formspree are headquartered).

By using our Site and submitting information through our contact form, you consent to the transfer of your information to these countries, which may have different data protection laws than your country of residence. We take reasonable steps to ensure that any cross-border transfers of personal information are subject to appropriate safeguards.

Our service providers are required to handle your data in accordance with this Privacy Policy and applicable data protection standards.

12. Third-Party Links

Our Site may contain links to third-party websites, including product supplier pages, industry references, or partner organizations. These links are provided for your convenience and information only. PolarFlow is not responsible for the privacy practices or content of these external websites.

We encourage you to review the privacy policies of any third-party websites you visit through links on our Site. The inclusion of a link does not imply our endorsement of the linked site or its privacy practices.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

• Update the "Last Updated" date at the top of this page.
• Post the revised policy on our Site.
• Where required by law, notify you of significant changes by email or a prominent notice on our Site.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our Site after any changes constitutes your acceptance of the updated policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Privacy Officer:

We are committed to working with you to resolve any privacy concerns. If we are unable to resolve your concern to your satisfaction, you may also contact the Office of the Privacy Commissioner of Canada: