Privacy Policy

This Privacy Policy describes how Polaris Travel CRM (Roave Technology LLC) ("we", "us", or "our") collects, uses, and shares information about you when you use Polaris Travel CRM (the "Service"), available at polariscrm.ai and app.polariscrm.ai.

By using the Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

Information you provide directly

• Account information: your name, email address, company name, and password when you register.
• Profile information: logo, agency details, and preferences you add to your account.
• Client data: names, email addresses, passport details, loyalty numbers, and travel preferences you enter for your clients.
• Trip and booking data: itineraries, supplier confirmations, flight details, and payment records you create in the Service.
• Communications: any messages you send us via email or support channels.

Information collected automatically

• Usage data: pages visited, features used, actions taken, timestamps, and session duration.
• Device information: IP address, browser type, operating system, and referring URL.
• Cookies and similar technologies: see our Cookie Policy for details.

Information from third parties

• Google OAuth: if you sign in with Google, we receive your name, email address, and profile picture from Google. We do not receive your Google password.
• Stripe: when you subscribe or make a payment, Stripe processes your payment information. We receive confirmation of payment and subscription status but do not store full card details.
• Flight data providers: we receive live flight status data from third-party aviation APIs to power the flight tracker feature.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the Service
• Authenticate your identity and maintain your account
• Process payments and manage your subscription
• Send transactional emails (receipts, password resets, flight alerts)
• Respond to your support requests
• Analyse usage patterns to improve features and performance
• Detect and prevent fraud, abuse, and security incidents
• Comply with legal obligations

We do not sell your personal information to third parties. We do not use your client data for advertising purposes.

3. How We Share Your Information

We share your information only in the following circumstances:

• Service providers: trusted third-party vendors who help us operate the Service, including cloud hosting (Microsoft Azure), database services (MongoDB Atlas), payment processing (Stripe), email delivery (Brevo), and analytics (Google Tag Manager / Google Analytics). These providers are contractually bound to protect your data.
• AI features: when you use the Polaris Copilot AI assistant, your prompts and relevant context are processed by Anthropic's Claude API. Anthropic's data handling is governed by their own privacy policy.
• Legal requirements: we may disclose your information if required by law, court order, or government authority, or to protect the rights and safety of Polaris Travel CRM (Roave Technology LLC), our users, or the public.
• Business transfers: in the event of a merger, acquisition, or sale of all or part of our assets, your information may be transferred as part of that transaction.

4. Data Retention

We retain your account and associated data for as long as your account is active, or as needed to provide the Service. If you delete your account, we will delete or anonymise your personal data within 30 days, except where we are required by law to retain it longer.

5. Data Security

We use industry-standard measures to protect your information, including encrypted connections (HTTPS/TLS), hashed passwords, and access controls. However, no method of transmission or storage is 100% secure. We encourage you to use a strong, unique password and to notify us immediately at hello@polariscrm.ai if you suspect any unauthorised access to your account.

6. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal data:

• Access: request a copy of the personal data we hold about you.
• Correction: request that we correct inaccurate or incomplete data.
• Deletion: request that we delete your personal data ("right to be forgotten").
• Portability: request your data in a structured, machine-readable format.
• Objection: object to processing of your data for certain purposes.
• Withdrawal of consent: where we process data based on consent, you may withdraw that consent at any time.

To exercise any of these rights, email us at hello@polariscrm.ai. We will respond within 30 days.

7. Cookies

We use cookies and similar tracking technologies. For full details, including how to opt out, see our Cookie Policy.

8. Children's Privacy

The Service is not directed to children under the age of 16. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us at hello@polariscrm.ai and we will delete it promptly.

9. International Data Transfers

Polaris Travel CRM (Roave Technology LLC) is based in the United States. If you are accessing the Service from outside the US, your information may be transferred to, stored, and processed in the US or other countries where our service providers operate. We take appropriate safeguards to ensure your data receives adequate protection.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. If the changes are material, we will notify you by email or by a prominent notice within the Service. Your continued use of the Service after changes take effect constitutes your acceptance of the revised policy.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, please contact us:

Polaris Travel CRM (Roave Technology LLC)
Email: hello@polariscrm.ai