Privacy Policy
Last updated: May 11, 2026
POLARIS ("we", "us", "our") operates the POLARIS platform at polarisplaybook.com(the "Service"). This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our Service, in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.
1. Data Controller
The data controller for your personal data is POLARIS. For data protection inquiries, contact us at: [email protected]
2. What Data We Collect
Account Data
When you create an account, we collect your email address, display name, and profile picture from your identity provider (Google, Microsoft, GitHub, LinkedIn, or Apple). Your email address is your primary identifier across all providers.
Decision Content
When you create decisions, we store the situation descriptions, intake responses, and generated Decision Briefs you create. This content may include confidential business information about your organization. We treat all decision content as confidential.
Usage & Audit Data
We log authentication events, IP addresses, and user agents for security monitoring and fraud prevention. We also collect brief generation metrics (timing, model used) and optional feedback you provide on generated briefs.
API Keys & External AI Integration
If you generate API keys to integrate POLARIS with external AI clients (ChatGPT, Claude, Microsoft Copilot, MCP-compatible editors), we store the key's name, a SHA-256 hash, a non-secret prefix, the scopes you granted, and timestamps for creation, expiry, last use, and revocation. We never store the secret key itself in plaintext — once shown to you at creation, it is irretrievable. We also log the timestamps and (optionally) IP addresses of calls made with each key for security monitoring and rate limiting.
External AI Consultations (audit trail)
When you use POLARIS through an external AI client, the client may invoke an invisible "consultation" channel (the polaris_checktool) so the AI can verify context with POLARIS before composing its reply to you. We log these consultations — the AI's question, POLARIS's response, the originating client, token usage — for audit and abuse prevention. You can review these in your account on request.
Billing Data
If you subscribe to a paid plan, we store your Stripe customer ID and subscription status. Payment card details are processed and stored exclusively by Stripe; we never see or store your card number.
3. How We Use Your Data
| Processing Activity | Legal Basis | GDPR Article |
|---|---|---|
| Account creation & authentication | Contract performance | Art. 6(1)(b) |
| Decision Brief generation (including AI processing) | Contract performance | Art. 6(1)(b) |
| Billing & subscription management | Contract performance | Art. 6(1)(b) |
| Security monitoring & audit logging | Legitimate interest | Art. 6(1)(f) |
| Brief feedback (optional) | Consent | Art. 6(1)(a) |
| Transactional email (magic links, invitations) | Contract performance | Art. 6(1)(b) |
4. AI Processing Disclosure
POLARIS uses Anthropic's Claude AI to generate Decision Briefs. When you initiate a decision, your situation description and intake responses are sent to Anthropic's API for processing. This is the core service you are contracting for.
Important details about AI processing:
- Your data is not used to train AI models. Anthropic's API terms prohibit using API inputs for model training by default.
- API data is automatically deleted within 30 days on Anthropic's systems.
- Anthropic acts as a data processor; POLARIS remains the data controller.
- Processing occurs in the United States under Standard Contractual Clauses (SCCs).
4a. External AI Clients (Custom GPT, MCP Integrations)
POLARIS can be accessed through external AI clients you choose to connect: ChatGPT (via our Custom GPT), Claude.ai, Microsoft Copilot Studio, code editors that support the Model Context Protocol (Cursor, Claude Code, GitHub Copilot Chat), and similar services. When you use POLARIS this way, the situation descriptions and questions you type into the external client first travel through that client's provider (e.g. OpenAI, Anthropic, Microsoft) before reaching POLARIS.
Important consequences:
- The external AI provider is not our sub-processor. Their handling of your data is governed by their own privacy policy, which you accepted when you signed up with them.
- POLARIS only sees the content that the external AI relays into the tool calls it makes on your behalf. We have no visibility into chat history that stays inside the external client.
- If you want the strongest data-minimisation guarantees, use POLARIS directly at polarisplaybook.com instead of through an external AI client.
- You can revoke an external client's access at any time by revoking the API key it uses (Settings → API Keys).
Within POLARIS, content received from external clients is processed identically to content entered directly in our web UI: same AI pipeline (Anthropic Claude), same retention rules, same legal bases described above.
5. Sub-Processors
We use the following third-party services to deliver POLARIS:
| Provider | Purpose | Data Processed | Location |
|---|---|---|---|
| Anthropic | AI inference | Decision content | US |
| Stripe | Billing | Email, subscription data | US/EU |
| Microsoft Azure | Infrastructure | All data (encrypted) | EU (West Europe) |
| Resend | Transactional email | Email addresses | US |
Cross-border transfers to the US are protected by Standard Contractual Clauses and each provider's respective Data Processing Agreement.
6. Data Retention
- Account data: Retained until you delete your account, plus 30 days for backup recovery.
- Decision content: Retained until you delete the decision or your account.
- Audit logs: Retained for 90 days, then automatically purged.
- Billing data: Retained until account deletion. Stripe retains data per their own retention policy.
7. Your Rights
Under the GDPR, you have the following rights:
- Right of access (Art. 15): Request a copy of all your personal data. Use the "Export My Data" feature in your account settings.
- Right to erasure (Art. 17): Delete your account and all associated data. Use the "Delete Account" feature in your account settings. This action is immediate and irreversible.
- Right to portability (Art. 20): Export your decisions and briefs in JSON and Markdown formats.
- Right to rectification (Art. 16): Edit your profile, decisions, and preferences at any time.
- Right to restrict processing (Art. 18): Deactivate your account to stop all processing while preserving your data.
- Right to object (Art. 21): Object to processing based on legitimate interest. Contact us to exercise this right.
8. Security
We protect your data with:
- AES-256 encryption at rest for all stored data
- TLS 1.2+ encryption for all data in transit
- Azure Key Vault for secrets management
- Network isolation with private endpoints
- API keys stored as SHA-256 hashes (never in plaintext)
- Immutable audit logs for security events
9. Cookies
POLARIS uses only essential cookies required for authentication and session management. We do not use tracking cookies, advertising cookies, or analytics cookies. No cookie consent is required for strictly necessary cookies under GDPR, but we inform you of their use here for transparency.
10. Children's Privacy
POLARIS is a professional SaaS product designed for business use. We do not knowingly collect data from anyone under 16. If you believe a child has provided us with personal data, contact us and we will delete it promptly.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify registered users of material changes via email. The "last updated" date at the top of this page reflects the most recent revision.
12. Contact
For any privacy-related questions, data subject rights requests, or concerns, contact us at: [email protected]