Privacy Policy

Last updated: October 24, 2024

ABOUT THIS POLICY

POLARA ENERGY INC. (“Polara”, “we”, “our”) , an organization specializing in providing charging management services for commercial vehicle fleets, takes seriously the protection of your privacy and personal information. This privacy policy (the “policy”) describes our practices regarding the protection of personal information when you use the https://www.polara.energy/ site (the “website”).

WHAT IS PERSONAL INFORMATION?

For the purposes of this policy, personal information means any information about an individual that can identify that person, either directly or indirectly, individually or in combination with other information. Generally, personal information does not include your name or business contact information, such as your job title, professional designation, or office address.

WHAT PERSONAL INFORMATION DO WE COLLECT?

Some of the personal information we collect as part of our activities and service delivery includes:

We also collect information about you that is generated through the interaction between your device (computer, tablet or phone) and our website. For information purposes, Polara collects information related to the use of its website, including technical information about your visits, conversion rate, average visit length, actions taken on the website, type of device used, the web browser used during the visit, the IP address, the origin of visitors, or any other information collected through cookies or similar tools. For more information, see the section Why do we use cookies?

HOW DO WE COLLECT YOUR PERSONAL INFORMATION?

Right from you

Generally, we obtain the personal information we need right from you; for example, when you use our services or when you contact us.

With your consent

Generally, we will obtain the personal information we need right from you, with your consent, subject to the exceptions provided for under applicable legislation. For example, Polara may need to proceed without your consent when, for fraud detection or prevention purposes, seeking your consent would defeat the purpose.

Refusing and withdrawing your consent

You have the right to opt out of the collection, use and disclosure of your personal information. Similarly, subject to reasonable notice and applicable legal or contractual restrictions, you can contact us at any time to withdraw your consent to the use of your personal information that is in our possession or control. You must be aware, however, that if you decide not to provide your personal information, that choice may prevent you from accessing certain features of the website. We also must inform you that some anonymous information, that does not enable us to know who you are, can be retained even if you withdraw your consent.

WHY DO WE USE YOUR PERSONAL INFORMATION?

For specific and limited purposes

Generally, we use your personal information to:

(collectively, the “purposes”).

The information collected this way will be used solely for the purposes set out in this policy.

For messaging purposes

If you have consented to receive such information, Polara can send you newsletters and electronic messages (the “messages”) regarding Polara services or products and third-party products or services. You can express your desire to not receive messages as described later in the Contact Us section or by following the instructions in the messages. However, Polara may continue to send you messages to inform you of possible upgrades to or critical technical issues with the website.

For secondary purposes

Polara can also aggregate and de-identify the personal information you have provided in order to create statistical data for improving the website and training the machine-learning algorithms. Polara may also share that information with its partners. These statistical data do not include personal information.

WHO DO WE SHARE YOUR PERSONAL INFORMATION WITH?

Polara does not rent or sell any of your personal information to third parties and will not share it with third parties without your consent, unless required by law or necessary for the purposes set out below.

With our employees

As part of their job, our employees may need access to your personal information; for example, when you contact us or request technical support. That access is limited to what they need in performing their duties.

With our strategic partners

Polara may share your personal information with its partners to the extent that such disclosure is required for the Purposes. Polara may use third parties to facilitate its operations, such as growth-oriented analytical and product management service providers or hosting service providers. As part of these activities, Polara’s service providers can access and use your personal information for a limited period of time. When Polara uses third parties to handle any personal information, it establishes reasonable contractual and technical safeguards to ensure that all the personal information handled by those third parties is kept strictly confidential. Please note that those third parties may be in different legal jurisdiction than you, in which case appropriate action will be taken by Polara as outlined below in the section Is your personal information transmitted outside Québec?

Where required by the applicable legislation

We may also share your personal information if required by law or if we believe in good faith that such action is necessary to (i) comply with the law; (ii) comply with the order from a competent judicial authority in any jurisdiction; (iii) comply with legal proceedings served on Polara; (iv) protect and defend Polara’s rights or property; (v) enforce or verify your compliance with any agreement you have with Polara, if applicable; (vi) prevent fraud or other illegal activity perpetrated through the website; and (vii) take action in urgent circumstances to protect the personal safety of users of our website or the general public.

During a business transfer

We may share your personal information without your consent when our operations require it (e.g., in the event of a merger, acquisition, bankruptcy, or sale of assets). This type of event may also result in some or all of your personal information being shared with the relevant third party (or their advisors) as part of due diligence.

For other purposes, with your consent

Where you have expressly consented, your personal information may be shared with other third parties. For example, additional conditions may apply and, in these specific cases, we make it clear that specific third parties process your personal information.

PARTY SERVICES AND PLATFORMS

Link to third-party platforms

We may include links on our website to third-party sites or services that we do not control, for example, if you use an integrated feature of Google or social media (LinkedIn, Facebook, etc.). These third parties can share some information about you with us. Your activities on our website can be posted on social media platforms. Please read the privacy policies of those sites, applications or platforms that may collect personal information, in order to understand their privacy policies and practices. This policy applies only to personal information processed by or on behalf of Polara.

Using reCAPTCHA

We may use the reCAPTCHA service offered by Google LLC (“Google”) to verify whether the data entered on the website were done so by a human or an automated program. The reCAPTCHA service may collect information about you, including your personal information, for security purposes. The information collected by reCAPTCHA is retained in accordance with Google’s privacy policy. By using reCAPTCHA, you consent to Google handling your personal information in the manner and for the purposes described in its privacy policy.

WHY DO WE USE COOKIES?

A cookie is a small text file stored in a reserved location on your computer, mobile device, tablet, or other device when you use an online service with a browser. Other tracking technologies, such as web beacons and tracking pixels, can be used for similar purposes. In this policy, all of these tracking technologies are collectively referred to as “cookies” or “cookie files”. Any personal information collected using cookies by or on behalf of Polara is handled with the same level of confidentiality as any other personal information held by Polara.

Strictly necessary cookies

These cookies are required to run the website and cannot be turned off in our systems. Strictly necessary cookies must be there in order for our website to provide basic functions including, presumably, connection. In particular, they enable a user to move from one page to the next without erasing their previous actions in the same session.

Non-essential cookies

If you have consented to their use, Polara or its third-party partners, or both, can also use non-essential cookies associated with the website and messages:

How to manage cookies

With the exception of strictly necessary cookies, cookies will only be placed on your devices if you consent to it, and those cookies will be kept for a maximum period of eighteen (18) months from the time they are placed on your devices. At the end of that period, your consent will again be required.

Cookies can be managed or turned off using the cookie settings in your browser. To the extent that their policies are applicable, you can also manage social network cookies by reading the policies of the following social media:

However, if you opt out of cookies, you will likely not be able to use all the features of the website and messages. For more information on how to manage or turn off non-essential cookies, please visit https://www.allaboutcookies.org and https://optout.aboutads.info/?c=2&lang=EN.

HOW DO WE ADVERTISE ONLINE?

Using cookies or mobile ad IDs

As described above, access to your personal information enables us to provide you with targeted ads or messages that we believe may be of interest to you, and that may include ads for specific services and products. We share information with our advertising partners about your use of our website as well as your reaction to our ads on other websites. This personal information is collected using social media cookies or advertising cookies, as indicated in the section Why do we use cookies?. Some of that personal information will be shared directly with our advertising partners.

Based on the preferences you have expressed on your mobile devices, Polara and its advertising partners can also use your mobile advertising ID to target and measure the effectiveness of their advertising campaigns. In iOS, this identifier is called “IDFA” (ID for Advertising); in Android (Google Play), this identifier is called “AAID” (Android Advertising ID). You can access and reset your mobile ad ID or limit its use through the settings on your mobile devices’ operating system.

Under no circumstances will Polara authorize advertising directed at children when it has actual knowledge that the user is under the age of 13. For more information about Polara’s advertising practices, please contact Polara as indicated in the Contact Us section.

For more information about how targeted advertising works, you can read the Network Advertising Initiative education page (“NAI”). You can also opt out of some of these services by visiting the Digital Advertising Alliance opt-out portal.

Do Not Track signal

Some browsers may send websites a Do Not Track (“DNT”) signal to indicate that the user does not want their activity tracked. There is currently no universally accepted standard for how to interpret these signals, although work is underway to establish consensus. Therefore, we do not respond to the DNT signal.

HOW LONG DO WE KEEP PERSONAL INFORMATION?

We will retain your personal information for as long as it is necessary to both achieve the purposes set out in this Privacy Policy and ensure that we are compliant with the applicable legal and regulatory obligations. After that time, the personal information we hold will be destroyed or de-identified in accordance with the retention schedule we have adopted and the applicable legislation. To determine the appropriate retention period for your personal information, we consider the number, nature and sensitivity of that information, the potential for harm arising from unauthorized use or disclosure of your personal information, the Purposes for which we handle your personal information, and the possibility of achieving those Purposes by other means, as well as legal, regulatory, tax, accounting or other applicable requirements. For more information, please contact us (see the Contact Us section).

IS YOUR PERSONAL INFORMATION TRANSMITTED OUTSIDE QUÉBEC?

The personal information we collect is stored in secure systems hosted on servers that may be located outside your province, territory, state, or country of residence, including in Canada and the United States. We may also retain the services of agents and service providers that may be located outside Québec. However, we strive to protect the personal information in our care, including personal information entrusted to an agent or service provider. In particular, we strive to limit their access to what is necessary for performing the duties assigned to them. Please note that we also strive to put contractual agreements in place with these agents and service providers to ensure the confidentiality and security of your personal information. This may include the implementation of robust, effective security measures. If you have further questions about this, do not hesitate to contact us.

HOW DO WE PROTECT THE CONFIDENTIALITY OF YOUR PERSONAL INFORMATION?

Necessary and appropriate security measures

We strive to apply the necessary and appropriate security measures to ensure the confidentiality of the personal information in our possession. We do this by adhering to the generally accepted standards in our industry. Thus, the personal information in our possession is made available only to the people authorized to access it, who consult it when it is necessary to perform their duties. The following is a list of some of the physical, technical and administrative safeguards put in place and maintained to minimize the risk of incidents:

If you think your personal information has been compromised, we encourage you to contact us.

WHAT ARE YOUR RIGHTS?

Under the applicable privacy legislation, you have certain rights, including the following:

To exercise any of these rights (to the extent applicable), please follow the instructions in the Contact Us section.

UPDATES TO THE POLICY

The policy may be amended, revised, updated or supplemented from time to time by Polara, at its discretion, to reflect changes in its practices or for other operational, legal or regulatory reasons. The date of the policy update indicates when it was last modified. It is necessary to refer to the most recent version of the policy for the most recent changes. If there are significant changes to the policy, either you will be notified when you visit our website or you will receive a link to the new version of the policy. The policy and any associated documents, if applicable, will be posted on our website. By browsing Polara’s website, you accept the changes made to the policy, if applicable.

CONTACT US

To learn more about our privacy practices, submit comments or questions, file a complaint, or exercise your rights in accordance with applicable laws, please contact our Privacy Officer:

By email:

privacy@polara.energy

By mail:

Attn: Privacy Officer

1155-1111 Saint-Charles O Longueuil

Longueuil (Québec) J4K 5G4

We will respond to your written request within thirty (30) days of its receipt. Please include your full name, the email address or phone number where you can be reached, and the reason for your request so that we can respond accordingly and provide you with the appropriate information.