Privacy & Data Management

Your data privacy is our top priority. Control exactly what data we collect and store.

Data Collection

What We Collect

Polaris AI collects:

Messages & Commands - What you ask Polaris AI to do
Integration Data - Information from connected apps (Gmail, Calendar, etc.)
Usage Patterns - Which features you use and when
Preferences - Settings, language, timezone
Performance Data - How fast things work, errors encountered

What We Don't Collect

We explicitly do NOT collect:

Your full email text (only metadata like sender/subject)
Downloaded files from the internet
Voice recordings (audio discarded after transcription)
Browsing history outside Polaris AI
Location data (unless you explicitly request)

When Polaris AI reads your Gmail, it sees the message but doesn't store the full text. Only key info (sender, date, subject, and your task) is processed.

Data Usage

How We Use Your Data

To provide service - Process your requests
To improve service - Fix bugs, add features (using anonymized data)
To personalize - Learn your preferences (optional, can disable)
To secure accounts - Detect suspicious activity
For compliance - Legal requirements

What We Don't Do

Sell your data to advertisers
Share your data with third parties for marketing
Use your data to build profiles for tracking
Use your emails or calendar for advertising purposes
Train AI models on your personal data without consent

Data Retention

How Long We Keep Data

Data Type	Retention Period
Messages & Chat	90 days (in your account)
Memory Entries	Until you delete
Conversation History	Until you delete or archive
Integration Logs	30 days
Account Data	Until account deletion
Backups	30 days after deletion

Delete Your Data

Open Data Management

Go Settings → Privacy → Data Management

Select Data to Delete

Choose what to delete:

Clear recent chat history
Delete all memories
Remove integration logs
Clear cached data

Confirm Deletion

Confirm "Delete"

Most deletions are immediate. Some backups take up to 30 days to fully remove.

Memory & Learning

How Memory Works

Polaris AI can "learn":

Your email habits (frequent contacts, preferred times)
Your preferences (formal vs casual, concise vs detailed)
Your schedule patterns (usually busy mornings, free afternoons)
Your common requests (repeated tasks)

Opt Out of Learning

Open Memory Settings

Go Settings → Preferences → Memory

Disable Learning

Toggle Allow Learning to OFF

Confirm Changes

Polaris AI won't remember anything after this

Review Your Memories

View Stored Memories

Go Settings → Privacy → View Memories

See Learned Information

See exactly what Polaris AI has learned about you

Manage Memories

Edit or delete specific memories

Add New Memories

Add memories manually (tell it about yourself)

Example memories:

"Call my boss Michael, not Mike"
"I prefer detailed explanations"
"I'm based in Pacific timezone"
"Monday meetings usually run late"

Clear All Memories

Open Memory Settings

Go Settings → Privacy → View Memories

Click Clear All

Click Clear All

Confirm Reset

Confirm - will restart learning from scratch

Permissions & Access

Connected App Permissions

Each connected app gets specific permissions:

Gmail:

✓ Read emails
✓ Send emails
✓ Modify labels
NOT included: Full access to Google Account

Calendar:

✓ Read events
✓ Create events
✓ Modify events
NOT included: Delete calendar access

Google Docs:

✓ Create documents
✓ Edit documents
✓ Read documents
NOT included: Delete document access

Review permissions anytime:

Open Connected Apps

Go Settings → Account → Connected Apps

View App Permissions

Click on an app to see its permissions

Manage Permissions

Click Manage Permissions to adjust

Revoke Access

Open Connected Apps

Go Settings → Account → Connected Apps

Disconnect App

Click Disconnect next to app

Confirm Revocation

Confirm - Polaris AI loses access immediately

(Your data in that service remains safe)

Export Your Data

Export Everything

Open Export Settings

Go Settings → Privacy → Export Data

Start Export

Click Start Export

Choose Format

Choose format:

JSON (recommended, most complete)
CSV (spreadsheet compatible)
PDF (human-readable, formatted)

Wait for Email

Email will arrive in 5-10 minutes

Download Data

Download your data from email

What's Included

Your export contains:

All your conversation history
All memories and learned preferences
All uploaded files metadata
Settings and preferences
Account information
Connected app information (not the apps' data)

What's NOT Included

Your actual emails (they stay in Gmail)
Your calendar events (stay in Google Calendar)
Your documents (stay in Google Drive)
Data from connected apps

Your data in Gmail, Calendar, Drive, etc. belongs to you and stays there. Polaris AI's export is only Polaris AI data.

Security & Encryption

Data Transmission

All data sent to Polaris AI is encrypted:

HTTPS/TLS - All web traffic encrypted
OAuth tokens - Account connections secured
API calls - All encrypted end-to-end

Data Storage

Encrypted at rest - Data encrypted when not in use
Secure servers - Protected infrastructure
Access controls - Limited employee access
Regular audits - Security verified continuously

OAuth Security

When you connect Gmail, Calendar, etc.:

Your password is never shared with Polaris AI
Polaris AI gets a limited token (not full access)
You can revoke access anytime without changing password
Each connection is completely separate

We use industry-standard OAuth 2.0. Your passwords stay safe.

Two-Factor Authentication

Enable 2FA

Open Security Settings

Go Settings → Account → Security

Toggle 2FA

Toggle Two-Factor Authentication ON

Scan QR Code

Scan QR code with authenticator app

Save Recovery Codes

Save recovery codes in secure location

Recommended authenticator apps:

Google Authenticator
Authy
Microsoft Authenticator
Bitwarden

Save those recovery codes! Write them down or store securely. If you lose your authenticator, you'll need them.

Privacy Settings

Analytics & Improvement

Go Settings → Privacy → Analytics

Choose:

Full - Help us improve with anonymized usage data
Basic - Only critical errors reported
Off - No analytics at all

Cookies & Tracking

Go Settings → Privacy → Cookies

Choose:

All - Enable everything (better experience)
Essential - Only required cookies
None - Disable all (some features limited)

Do Not Track

Go Settings → Privacy → Do Not Track

Toggle ON to send "Do Not Track" signal

We honor this signal (though not all advertisers might)

Delete Your Account

Account deletion is permanent and cannot be undone.

Before Deleting

Export your data if you want a copy (see Export above)
Note any important information
Disconnect all integrations (optional, we do it automatically)

Delete Account

Go Settings → Account → Danger Zone

Click Delete Account

Read warning carefully

Type "DELETE" to confirm

Enter your password to verify

Account and all data deleted immediately

After Deletion

All Polaris AI data is removed
Your connected apps remain unaffected (Gmail, Calendar, etc. still exist)
30-day backup retention, then completely gone
Cannot recover deleted account

Data Residency

Where Your Data Lives

Primary: EU data centers (GDPR compliant)
Redundancy: US backups (secure, encrypted)
Caching: Regional CDNs for speed

You can request specific data residency in Business plans.

If you're in EU, you have (and can request):

✓ Right to access - See all your data
✓ Right to deletion - Delete your data
✓ Right to portability - Export your data
✓ Right to rectification - Correct your data
✓ Right to restrict processing - Limit how we use data
✓ Right to object - Opt out of certain processing

Email privacy@polarisai.com

Specify which right you're requesting

Provide proof of identity

We respond within 30 days

Contact & Questions

Privacy Officer: privacy@polarisai.com Legal Support: legal@polarisai.com General Support: support@polarisai.com

Mailing Address: [Privacy Office Address - coming soon]

Need more details? Check our full Privacy Policy or Terms of Service.

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