Privacy Policy

Last updated: 1st January 2026

Introduction

PolarMomentum B.V. ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you visit our website at polarmomentum.world or use our services.

Data Controller Information

PolarMomentum B.V. is the data controller responsible for your personal data. You can contact us at:

• Address: Berkenlaan 299, 1336 RM Almere, Flevoland, Netherlands
• Phone: +31 36 310 9809
• Email: privacy@polarmomentum.world
• Registration Number: NL98615074
• VAT Number: NL009861507B01

Data Collection

We collect and process the following types of personal data when you interact with our website and services:

Information You Provide Directly

The data we collect includes information you voluntarily provide when you:

• Fill out contact forms or enquiry forms
• Subscribe to our newsletter or marketing communications
• Register for membership or services
• Communicate with us via email or phone
• Book appointments or sessions

Information Collected Automatically

We automatically collect certain information when you visit our website, including:

• IP address and location data
• Browser type and version
• Device information and operating system
• Website usage patterns and navigation data
• Referral sources and pages visited

How We Use Your Information

We process your personal data for the following purposes based on legitimate legal grounds under GDPR:

Service Provision

We use your data to provide our fitness and wellness services, including:

• Processing membership applications and managing accounts
• Scheduling and managing appointments
• Providing customer support and responding to enquiries
• Processing payments and managing billing

Communication and Marketing

With your consent, we may use your information to send you marketing communications about our services, special offers, and fitness-related content that may be of interest to you.

Cookies and Tracking Technologies

We may use cookies and tracking technologies for analytics, advertising, and remarketing purposes, including Google Ads. These technologies help us measure campaign effectiveness, deliver relevant advertisements, and improve our services. You can manage your cookie preferences at any time through our cookie consent banner.

For detailed information about our use of cookies, please refer to our Cookie Policy.

Legal Basis for Processing

Under GDPR, we process your personal data based on the following legal grounds:

• Contract: To perform our contractual obligations when providing services
• Consent: For marketing communications and non-essential cookies
• Legitimate Interest: For website analytics and business operations
• Legal Obligation: To comply with applicable laws and regulations

Data Sharing and Third Parties

We may share your personal data with trusted third parties in the following circumstances:

• Service providers who assist us in operating our business (e.g., payment processors, email services)
• Analytics and advertising partners (e.g., Google Analytics, Google Ads)
• Legal authorities when required by law or to protect our rights
• Professional advisors such as lawyers and accountants

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this privacy policy. Specific retention periods include:

• Customer records: 7 years after service termination
• Marketing data: Until consent is withdrawn or 3 years of inactivity
• Website analytics: 26 months (Google Analytics default)
• Legal compliance records: As required by applicable law

Your Rights

Under GDPR, you have the following rights regarding your personal data:

• Right of Access: Request copies of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your data
• Right to Restrict Processing: Request limitation of data processing
• Right to Data Portability: Request transfer of your data
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent for processing

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption, access controls, and regular security assessments.

International Data Transfers

Some of our service providers may be located outside the European Economic Area (EEA). When we transfer your data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions by the European Commission.

Contact Information

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

• Email: privacy@polarmomentum.world
• Phone: +31 36 310 9809
• Post: Privacy Officer, PolarMomentum B.V., Berkenlaan 299, 1336 RM Almere, Netherlands

Complaints

If you believe we have not handled your personal data in accordance with this policy, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or your local supervisory authority.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date.