1. Who operates this website
15991722 CANADA INC. operates localpolar.com under the LocalPolar brand. This policy explains how information is handled through the website and its project-request and account features. LocalPolar currently focuses on project inquiries in Winnipeg, Manitoba.
For privacy questions, access or correction requests, or concerns about this policy, contact support@localpolar.com. Please do not send passwords, payment-card details or identity documents in an initial email.
2. Information we collect
We collect information you provide when you request help, create or use an account, communicate about a project or respond to a quote. An account is optional for the initial request, but is needed for private online project features.
- Contact details: your name, email address and any phone number or property address you choose to provide.
- Project information: selected services, your description, uploaded photos and their comments, and later updates.
- Account information: your profile, contact preferences, email preferences, verification status and a password hash. The account password is not stored as plain text.
- Project records: messages, sender details, timestamps, activity and assignment records, read status, quotes, invoices and your recorded responses to quotes.
- Technical information needed to operate and protect the service, such as IP addresses, request information, server logs and authentication records. Hosting and email providers also process technical information when delivering their services.
3. Why we use information
We use information to understand and respond to your request, contact you, discuss and arrange project work, provide account access, deliver messages and documents, and keep a record of what was requested and agreed. We also use relevant records for service follow-up, security, accounting, resolving complaints or disputes, and meeting applicable obligations.
Submitting a request is not consent to unrelated promotional messages. An optional marketing preference is recorded separately from project and account communications. Essential messages, such as verification, password recovery or document delivery, may still be needed to operate your account or project.
4. Photos and project conversations
Only upload information you are entitled to share. Avoid faces, identity documents, personal papers, payment details and other information that is not necessary to explain the work. Obtain permission before including someone else's personal information.
Project photos may be resized, compressed and converted for storage; the current upload processing removes embedded image metadata such as EXIF/GPS information. Do not rely on this processing to remove information that is visible in the picture itself.
Messages and project actions are recorded with identifying and timing information. Corrections may be recorded as additional entries rather than removing the original message, so the conversation and document history remain understandable. Submitted project photos and messages are private project records, not automatically published as reviews, advertising or case studies. Publication for those purposes requires separate permission.
5. Who may receive information
Relevant information is available to authorized people managing your request and to service providers assigned to the project when needed for the work. Access depends on the person's role and assignment. Customer records are not provided through a public request-listing endpoint.
We use infrastructure providers to host the website and database, store private project files and deliver email. The current deployment uses OVHcloud hosting and IONOS email. Email recipients receive the information in the message, including attached quote or invoice PDFs where applicable. These providers process information as part of their services; where it is processed depends on their arrangements and may involve locations outside your province or country.
Information may also need to be disclosed to professional advisers or authorities where necessary for applicable obligations or a legitimate complaint, claim or security investigation. We do not sell project information for advertising.
6. Cookies and tracking
The website uses the localpolar_session cookie to keep you signed in. It is an essential account cookie, configured on the HTTPS site with Secure, HttpOnly and SameSite restrictions and a maximum lifetime of 12 hours. Signing out removes the cookie and invalidates that session. Blocking cookies can prevent account features from working.
The current website frontend does not include third-party advertising pixels or analytics scripts. Google Search Console is used to understand the site's appearance in search; it is not an analytics script installed on these pages. External websites, including email and social platforms, have their own privacy practices when you use them.
7. How long we keep information
For a project request that is closed without any work proceeding, our retention policy is one year after that closure. The information is then reviewed for removal or de-identification, except where particular records are still needed for an unresolved issue or an applicable obligation.
For projects where work proceeds, we retain relevant project, communication, quote and invoice records for longer, according to their need for project follow-up, accounting, warranty-related matters, dispute resolution and applicable obligations. The period depends on the kind of record and the ongoing purpose; the one-year rule for unused requests does not apply to these records.
Closing a request, deactivating an account or changing your profile does not itself erase historical project records. Retention and deletion are handled through review rather than an automatic one-year deletion feature. Copies may remain in backup archives until those archives are replaced or deleted. Contact us to ask about the retention of your particular information.
8. Your choices and requests
You can update supported profile and communication preferences in your account. You can also contact support@localpolar.com to ask to access or correct your information, close your account, request deletion, or withdraw permission for a use that depends on your permission.
We may need to confirm your identity before providing information or changing access. We consider requests in light of the purpose of the records and applicable obligations. Some project and financial records may need to be retained, and removing information needed for a request can limit our ability to continue handling it. We will explain relevant limitations when responding.
9. Protecting information
The site uses HTTPS, password hashing, account verification and role-based access controls. Project files are stored outside the public website files and are delivered through authorized application routes. These measures reduce risk but do not make any online service risk-free.
Protect your account password and verification or recovery links. Share only what is needed for the project, and contact us promptly if you suspect someone has accessed your account or information without permission.
10. Policy updates and contact
We may update this policy when our services or information practices change. The date at the top identifies the version shown here. A new use that requires additional permission will not be authorized merely by changing this page.
Questions or concerns can be sent to support@localpolar.com.