PLACEHOLDER — complete before launch. Replace every [BRACKETED] field and name your actual service providers in sections 3 and 11 (hosting, payment processor, email platform, Mexico carrier). Mexican law also expects a Spanish-language privacy notice (aviso de privacidad) for customers in Mexico — ask your Mexican attorney to provide or review one. This policy describes the site as built: no analytics or advertising trackers. If you add Google Analytics, Meta Pixel, live chat, SMS marketing or a similar tool, update sections 4 and 5 first. Have your attorney review, then delete this box.
Effective date: [EFFECTIVE DATE]
This Privacy Policy explains how [LEGAL ENTITY NAME] (“PolarPeak Labs”, “we”, “us”) collects, uses and shares personal information when you visit polarpeaklabs.com or place an order.
1. Information we collect
Information you give us
- Orders and accounts: name, email address, phone number, billing and shipping addresses, order history, account login details, and your research-use attestation confirmed at checkout.
- Contact form: name, email address, organization, order number, and the content of your message.
- Update sign-ups: your email address.
Payment card details are entered into and processed by our payment processor. We do not store full payment card numbers on our servers.
Information collected automatically
When you use the Website, our servers record technical information such as your IP address, browser type, device information, pages visited and the date and time of your visit. This is used for security, fraud prevention and keeping the Website running.
Information from third parties
We receive payment confirmation and fraud-screening results from our payment processor, and delivery status from our carriers (USPS and [MEXICO CARRIER]).
2. How we use information
- to process, ship and support your orders, and to send order and shipping emails;
- to manage your account and respond to your questions and documentation requests;
- to confirm research-use eligibility and to prevent fraud and misuse;
- to send updates about new lots and restocks, only if you signed up;
- to secure and improve the Website;
- to comply with legal, tax and accounting obligations and to protect our legal rights.
3. How we share information
We share personal information only as needed to run our business:
- Service providers that act on our behalf: website hosting ([HOSTING PROVIDER, e.g. Hostinger]), payment processing ([PAYMENT PROCESSOR]), shipping (USPS for U.S. orders and [MEXICO CARRIER] for orders to Mexico), and email delivery ([EMAIL PROVIDER]);
- Legal and safety: when required by law, to respond to lawful requests from authorities, or to protect our rights, customers or the public;
- Business transfers: as part of a merger, acquisition or sale of assets, subject to this policy.
We do not sell your personal information, and we do not share it for cross-context behavioral advertising.
4. Cookies and similar technologies
We use only cookies and browser storage that are needed for the Website to work: to keep items in your cart, keep you signed in, protect forms and checkout, and remember that you confirmed the research-use entry notice. We do not currently use analytics or advertising cookies. You can block or delete cookies in your browser settings, but the cart and checkout may not work without them.
5. How long we keep information
- Order records: as long as required for tax, accounting and legal purposes;
- Account information: until you ask us to delete your account, unless we must keep it for legal reasons;
- Contact-form messages: up to 24 months after the conversation ends;
- Update sign-ups: until you unsubscribe.
6. Security
We use reasonable administrative, technical and physical safeguards, including encrypted (HTTPS) connections. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
7. Email updates
We send marketing emails only to people who have signed up. Every update email includes an unsubscribe link. Even after you unsubscribe, we will still send emails about your orders.
8. Your privacy rights
Depending on where you live, including California, Virginia, Colorado, Connecticut, Texas and other U.S. states with consumer privacy laws, you may have the right to:
- know and access the personal information we hold about you;
- correct inaccurate information;
- delete your information, subject to legal exceptions;
- receive a copy of your information in a portable format;
- opt out of the sale of personal information or its use for targeted advertising (we do neither);
- appeal our decision on your request.
To make a request, contact us at [SUPPORT EMAIL] or through the contact form. We will verify your identity before acting on the request and respond within the time required by law. You may use an authorized agent where the law allows. We will not discriminate against you for exercising your rights.
California residents: in the last 12 months we collected identifiers (such as name, email and address), commercial information (such as order history) and internet activity information (such as pages visited), for the purposes described in section 2. We have not sold or shared personal information, and we do not use sensitive personal information for purposes that would require a right to limit.
9. Global Privacy Control
We treat a Global Privacy Control browser signal as a request to opt out of the sale or sharing of personal information. Because we do not sell or share personal information, no further action is needed.
10. Children
The Website is intended only for adults aged 21 and older. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us with information, contact us and we will delete it.
11. Customers in Mexico
We sell to customers in the United States and Mexico. The Website is hosted in [HOSTING COUNTRY]. For orders shipped to Mexico, we share your name, delivery address and phone number with [MEXICO CARRIER] in Mexico so it can deliver your order. By placing an order for delivery in Mexico, you consent to this transfer for that purpose.
If you are in Mexico, you have the rights granted by the Federal Law on the Protection of Personal Data Held by Private Parties (Ley Federal de Protección de Datos Personales en Posesión de los Particulares), including the rights to access, rectify, cancel and oppose the processing of your personal data (ARCO rights), and to withdraw your consent. To exercise them, contact us at [SUPPORT EMAIL] with your name, the right you wish to exercise, and a copy of an identification document. We will respond within the time required by that law.
Visitors from other countries: we do not sell or ship outside the United States and Mexico.
12. Changes to this policy
We may update this policy. The effective date at the top shows when it last changed. Material changes will be highlighted on the Website.
13. Contact
[LEGAL ENTITY NAME] · [BUSINESS ADDRESS] · [SUPPORT EMAIL] · Contact form