Privacy Policy
Effective Date: October 12, 2026
Last Updated: October 12, 2026
About This Policy
Polaris Lumina is an independent strategic advisory business registered in British Columbia, Canada. This Privacy Policy explains how Polaris Lumina collects, uses, protects, and manages personal information obtained through its website, communications, and advisory services. Polaris Lumina is committed to handling personal information responsibly and in accordance with applicable privacy laws.
Information We Collect
Depending on how you interact with Polaris Lumina, we may collect:
Website inquiries: Your name, email address, and information voluntarily submitted through our contact form or other communications.
Client engagements: Contact details, relevant background information, preparation materials, session notes, and information necessary to provide agreed advisory services and written deliverables.
Administrative and transaction records: Information required to manage agreements, invoices, payments, and business records.
Website technical information: Limited technical information, such as IP addresses and information associated with website operation, security, and submitted forms.
We ask that individuals provide only information relevant to their inquiry or engagement.
How We Use Personal Information
We use personal information to:
- Respond to inquiries and communicate about our services.
- Assess the suitability and scope of potential engagements.
- Prepare for and deliver agreed advisory services.
- Create and provide client deliverables.
- Administer agreements, invoices, payments, and business records.
- Maintain website functionality, security, and service quality.
- Meet applicable legal and regulatory obligations.
We do not sell personal information.
Consent
We collect, use, and disclose personal information with consent or as otherwise permitted or required by applicable law. By voluntarily submitting information through our contact form or engaging our services, you consent to its use for the purposes reasonably connected to that interaction. Where required, we will seek additional consent before using personal information for a materially different purpose. Consent may be withdrawn where permitted by law, subject to applicable legal obligations and the practical requirements of services already agreed upon.
Client Confidentiality
Information shared during a CLEAR engagement is treated as confidential and used to provide the agreed advisory services. Access to client information is restricted to what is reasonably necessary for service delivery and business administration. We do not disclose confidential client information to unrelated third parties without authorization, except where required or permitted by law.
Service Providers
Polaris Lumina uses third-party services to operate its website, manage communications, and administer business activities. These may include:
- GoDaddy for website hosting and related services.
- WordPress and Fluent Forms for website content and contact-form submissions.
- Microsoft 365 for business email and communications.
- Other service providers reasonably necessary for agreed services or business administration.
These providers may process or store information on our behalf in accordance with their services and applicable contractual arrangements. We take reasonable steps to use service providers appropriate to the nature of the information involved.
International Processing
Polaris Lumina operates internationally, and personal information may be accessed, processed, or stored outside British Columbia or Canada. Privacy and data-protection laws in other jurisdictions may differ from those in Canada. Information processed in another jurisdiction may be subject to lawful access under that jurisdiction’s laws. We take reasonable measures to protect personal information regardless of where it is processed.
Cookies and Website Analytics
Our website may use cookies and similar technologies necessary for website operation, security, and functionality. Some website services may process limited technical information when visitors access the site or submit forms. Visitors can manage certain cookies through their browser settings, although restricting essential cookies may affect website functionality. If optional analytics technologies are introduced, this policy will be updated to explain their use and any applicable consent choices before they are activated.
Information Security
We use reasonable administrative and technical measures to protect personal information against unauthorized access, use, disclosure, alteration, or loss. These measures may include restricted account access, authentication controls, secure communications, and appropriate management of business records. No method of electronic storage or transmission can be guaranteed completely secure.
Retention and Disposal
Personal information is retained only for as long as reasonably necessary for the purposes for which it was collected, to provide agreed services, or to meet applicable legal and business obligations. Retention periods depend on the nature of the information, including whether it relates to an inquiry, a client engagement, or financial and contractual records. When information is no longer required, we take reasonable steps to securely delete, destroy, or anonymize it, subject to applicable legal requirements and backup-retention arrangements.
Access and Correction
Individuals may request access to personal information held about them or ask for corrections to information that is inaccurate or incomplete, subject to applicable legal exceptions. We may need to verify identity before responding to a request. Requests will be handled within the timeframes required by applicable law.
External Websites
Our website may contain links to external websites. Polaris Lumina is not responsible for the privacy practices or content of third-party websites. We encourage visitors to review the privacy policies of those websites separately.
Changes to This Policy
We may update this Privacy Policy to reflect changes in our services, information practices, technologies, or legal requirements. The latest version will be published on this website with an updated revision date. Where required by law, we will provide additional notice or obtain consent.
Privacy Officer and Contact Information
For questions about our privacy practices, requests to access or correct personal information, or privacy-related concerns, please contact:
Privacy Officer
Polaris Lumina
329 Howe Street, #1102
Vancouver, BC V6C 3N2
Canada
Email: info@polarislumina.com
Website: https://polarislumina.com
We encourage individuals to contact us directly to review and address privacy concerns. If you believe your privacy concern has not been adequately addressed, you may have the right to contact the Office of the Information and Privacy Commissioner for British Columbia or another applicable privacy regulator.