Policies, plain English.

Privacy Policy.

Effective 22 May 2026. We are committed to protecting your personal data and being clear about what we collect, why we collect it, and what we do with it.

1.1 What information we collect

When you contact us, use our website, or become a customer, we may collect:

• Contact information such as your name, email address, phone number, company name and job title.
• Billing information including invoice and payment details processed via our payment provider.
• Service information including the domains, websites and applications we host for you, and operational data needed to deliver the service.
• Technical information such as IP address, browser type, device information and pages visited, collected automatically when you use our website.
• Communication content when you contact us by email, form, phone or other channels.

1.2 Why we collect it and our legal basis

1.3 Who we share information with

We only share personal data with third parties who help us deliver the service or where we are legally required to do so. Our principal data processors include:

• Hosting infrastructure provider (currently Clook, UK based) for the underlying servers your data is stored on.
• Payment processor (currently Stripe) for handling card transactions.
• Billing platform (currently ClientExec) for invoicing and account management.
• Email infrastructure providers (MailChannels for outbound deliverability, MXroute where hosted email is supplied).
• Domain registrar (Namecheap) where we register or manage domains on your behalf.
• SSL certificate authority (The SSL Store) where premium SSL is supplied.
• Accountants and professional advisers bound by confidentiality.

We do not sell your personal data, ever. We do not use your data for advertising profiling.

1.4 How long we keep it

We keep personal data only for as long as necessary for the purpose for which it was collected. Customer account data is kept for the duration of the contract and for a reasonable period afterwards to comply with legal, accounting and tax obligations (typically 6 years). Enquiry data from non-customers is kept for up to 24 months unless you ask us to delete it sooner.

1.5 Where your data is stored

Customer hosting data is stored in UK-based data centres. Some of our third-party processors (such as Stripe) may transfer data outside the UK. Where this happens, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or equivalent mechanisms recognised under the UK GDPR.

1.6 Your rights

Under UK data protection law you have the right to:

• Request access to the personal data we hold about you.
• Request correction of any inaccurate or incomplete data.
• Request deletion of your data in certain circumstances.
• Restrict or object to processing in certain circumstances.
• Receive your data in a portable format.
• Withdraw consent at any time where consent is the basis for processing.
• Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

To exercise any of these rights, email hello@polar-networks.com and we will respond within 30 days.

1.7 Security

We take the security of your data seriously. The platform is protected by an origin firewall (Imunify360), continuous malware scanning, encrypted backups taken twice daily, and TLS encryption for all data in transit. Access to administrative systems is restricted, audited, and protected with multi-factor authentication. We will notify affected customers and the ICO of any personal data breach without undue delay where legally required.

1.8 Changes to this policy

We may update this policy from time to time. Material changes will be notified by email and posted on this page with a revised effective date.

Terms of Service.

Effective 22 May 2026. These terms govern your use of Polar Hosting services supplied by Polar Network Solutions Limited.

2.1 Definitions

In these Terms:

• "We", "us", "our" means Polar Network Solutions Limited, company number 17087733, registered at 139 Eastgate, Louth, LN11 9QQ.
• "You", "Customer" means the person or entity purchasing services from us.
• "Services" means the managed hosting plans, add-ons and project work we provide to you, as set out on our website or in a written quotation.
• "Content" means any data, code, files, websites or materials you store or operate using the Services.

2.2 Service provision

We will provide the Services with reasonable skill and care, in accordance with the plan you have purchased. Plan features, resource limits, support response times and inclusions are described on our website and may be updated from time to time with reasonable notice.

2.3 Uptime SLA

We target the following monthly uptime for the hosting platform, measured per calendar month:

• Essential plan: 99.9%
• Growth plan: 99.95%
• Scale plan: 99.99%

If we miss the target in a given month, you may request a pro-rata service credit against the following month's fee. Scheduled maintenance announced in advance, force majeure events, customer-caused outages and third-party network issues outside our reasonable control are excluded from SLA calculations.

2.4 Fees and payment

Hosting fees are billed monthly or annually in advance, in pounds sterling, by Direct Debit, card or bank transfer via our billing platform. Annual plans receive a 10% discount. Project and retainer work is quoted separately and invoiced according to the terms of that engagement.

Payment is due on receipt of invoice unless agreed otherwise in writing. We reserve the right to suspend services for accounts that remain unpaid more than 14 days past due, following two written reminders.

2.5 Cancellation and refunds

You may cancel monthly hosting at any time, with effect from the end of the current billing month. Annual hosting is non-refundable after the first 30 days of the initial term. We offer a 30 day money-back guarantee on new annual hosting accounts where the platform genuinely fails to meet documented requirements.

2.6 Your responsibilities

You agree to:

• Provide accurate registration and contact information and keep it up to date.
• Keep your account credentials secure and notify us promptly of any suspected unauthorised access.
• Use the Services lawfully and not for any purpose that is illegal, abusive, fraudulent, or that infringes the rights of others.
• Comply with our Acceptable Use Policy (summarised in section 2.7 below).
• Maintain your own copies of Content where critical, in addition to the backups we provide.

2.7 Acceptable Use

You must not use the Services to host or transmit:

• Content that is illegal under UK law, defamatory, harassing, obscene, or that infringes intellectual property rights.
• Malware, phishing pages, command and control infrastructure, or content designed to attack other systems.
• Unsolicited bulk email (spam) or mailings that violate UK PECR or GDPR.
• Cryptocurrency mining, torrent trackers, or other resource abusive applications.
• Content that consumes resources in a manner that materially degrades service for other customers (we reserve the right to define this reasonably).

We may suspend or terminate services for breaches of this policy, with notice where practicable, or immediately where the breach poses a risk to other customers or the platform.

2.8 Backups and data

We take backups twice daily with 30 day retention as standard, and offer extended retention as an add-on. Backups are intended as an operational recovery tool, not as a replacement for your own data protection arrangements. You remain responsible for your own backup strategy where Content is business critical.

2.9 Intellectual property

You retain all rights in the Content you provide. You grant us a limited licence to host, store, transmit, back up and operate on your Content solely as required to deliver the Services. We retain rights in our own software, configurations, documentation and any work product we develop, except where specifically agreed otherwise in a project engagement.

2.10 Liability

Nothing in these Terms excludes our liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under UK law.

Subject to the above, our total aggregate liability to you in any rolling 12 month period is limited to the fees you have paid us in that period. We are not liable for indirect, consequential or special losses, including loss of profits, business, goodwill, anticipated savings, or for loss or corruption of data beyond what reasonable backup procedures would have recovered.

2.11 Termination

Either party may terminate the agreement on 30 days written notice. We may terminate immediately for material breach of these Terms, or in the event of your insolvency. On termination we will provide reasonable assistance in migrating your data away from the platform, subject to all outstanding fees being settled.

2.12 Changes to terms

We may update these Terms from time to time. Material changes will be notified by email at least 30 days in advance, and will take effect at your next renewal unless you cancel before then.

2.13 Governing law

These Terms are governed by the laws of England and Wales. Any dispute will be subject to the exclusive jurisdiction of the courts of England and Wales.

Cookie Policy.

Effective 22 May 2026. This policy explains what cookies we use on the Polar Hosting website and how you can control them.

3.1 What cookies are

Cookies are small text files stored by your browser when you visit a website. They are widely used to make websites work, to improve user experience, and to provide information to site owners. Some cookies are essential for the site to function, others are optional.

3.2 What we use

We keep our cookie use minimal. The cookies we set fall into the following categories:

We do not use advertising or cross-site tracking cookies on the Polar Hosting website.

3.3 Third-party cookies

Embedded content from third parties (such as fonts loaded from Google Fonts) may set their own cookies. We minimise reliance on third-party services where possible. Where third-party services are used in our customer portal (for example our billing platform or payment processor), their own cookie policies apply.

3.4 Managing cookies

You can accept, reject or change your cookie preferences at any time via the cookie preferences banner on this site. You can also clear or block cookies through your browser settings, though doing so may affect site functionality.

3.5 Changes to this policy

We will update this policy if our use of cookies changes. The effective date at the top of this section will reflect the most recent revision.

Contact us.

Questions about any of these policies, or about how we handle your data, can be sent to:

For data protection enquiries specifically, mark your email "Data Protection Enquiry" and we will route it accordingly. We aim to respond to all enquiries within one business day.