Privacy Policy 
Effective date: 15 September 2026 
 
This privacy statement governs the processing of personal data by Team Polar in respect of individuals engaged as contracted volunteers ("volunteers," "you").  It sets out the categories of personal data collected, the purposes and legal grounds for such processing, and the way this data is handled and safeguarded. 
 
For anything related to privacy – questions, complaints, or requests to access or update your data – you can reach out to us at info@teampolar.org 
 
I. Processed personal data  
Team Polar processes your personal data because you engage with us as a volunteer and/or because you provide this information to us directly. 
 
Below is an overview of the personal data we process: 

• Full name 

• Date of birth 

• Phone number 

• Personal email address 

• Food requirements/allergies 

• Clothing size 

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II. Purpose for data processing  
Team Polar processes personal data for the following purposes: 

• Communication – to contact you regarding team-related matters 

• Accountability – to maintain accurate records of our members and their involvement with Team Polar 

• Health and Safety – to take your food requirements and allergies into account when arranging meals or catering at events 

 
III. Lawful grounds for processing personal data 
By providing your personal information as set out in Section I, you enable Team Polar to fulfil the volunteer agreement between us. This information is necessary for your participation as a volunteer and is processed on the basis of that agreement. 
 
 
IV. Retention Period  
How long we retain your personal data depends on your status after your volunteership ends: 

• Active alumni – if a volunteer chooses to remain an active alumnus, we retain their personal data for as long as this status continues, until they decide to end it. 

• Inactive volunteers – if a volunteer does not wish to remain active, we retain only their name, phone number, and email address for a period of 7 years, after which this data is deleted.  
   
   

V. Automated decision-making  
Team Polar does not use automated decision-making or profiling in relation to your personal data. 
 
VI. Third-Party Sharing  
Team Polar does not share your personal data with any third parties. Your information is used exclusively within Team Polar for the purposes described in this statement.  

VII. Cookies 
Team Polar’s website does not make use of cookies or any similar tracking technologies. 
 
VIII. Exercise of Rights  
You have the following rights in relation to our collection and processing of your personal information: 

• Right of access – you have the right to access your own personal information.  

• Right to rectification – you have the right to request that we correct any personal data we hold about you that is inaccurate or incomplete. 

• Right of erasure – you have the right to request that your personal information be deleted or removed once your involvement with Team Polar has ended, unless we are required to retain certain information for a longer period.  

 
IX. Data Security  
Team Polar takes appropriate measures to safeguard your personal data against unauthorized access, use, or disclosure. Access to this information is restricted to current members of the board, and board members are not permitted to share or disclose your personal data to any other party without your explicit permission.  
 
X. Amendments to this Policy 
Team Polar reserves the right to amend this privacy policy at any time. Should any significant modifications be made, these will be communicated through a notice on our website prior to implementation, and the effective date shown above will be adjusted to reflect the update. We recommend that you review this policy periodically to stay informed of any changes. This policy was last updated on 15 September 2026