Last updated: 12 October 2026
This policy explains what personal information Polarkin collects, why we use it, who we share it with and your rights.
Who we are
POLARKIN LTD (“Polarkin”, “we”) is registered in England and Wales, company number 17488855. Registered office: 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ. We are responsible for the personal information described here.
Questions about your information: email [email protected] or call 0333 188 1347.
What we collect and why
- Finding a system: the rooms, sizes and preferences you enter, and your postcode when you check whether we cover your area. If you save a quote, we keep your chosen system for 30 days so you can come back to it.
- Bookings: your name, email address, mobile number, installation address, property type and outdoor unit position, the system you chose and your booking deposit. We use these to take your booking, review your installation, arrange your installation and keep you updated.
- Photos and room details: the photos and notes you add after booking. We keep them private and use them only to review and plan your installation.
- Waiting list: your name, email address, phone number, postcode and, if you joined from a configured system, the system you chose. We use these to tell you when you can book.
- Coverage enquiries: your email address and postcode, so we can tell you when we install in your area if you ask us to.
- Installer partner applications: your name, email address, contact number, selected trade, optional company name and any qualification or registration numbers you provide, to review your application.
- Job applications: the details and CV you send, to consider your application.
- Contacting us: what you send us by email, WhatsApp or phone, so we can help you.
Newsletters and early-bird offers are optional. We only send them if you tick the box to receive them, and you can stop them at any time.
Our lawful bases
We use your information to take steps you ask for and to carry out our contract with you (for example, a booking and installation); for our legitimate interests in answering enquiries, running and protecting our website and improving our service; to meet legal obligations such as keeping accounting records; and with your consent for marketing emails.
Who we share it with
- The installers who carry out your survey or installation, with the details they need to do the work.
- Manufacturers, to register your product warranty.
- Stripe, which processes card payments. We don’t see or store your full card details.
- Cloudflare Turnstile, which helps protect our forms from spam and abuse.
- Postcode and address lookup providers (postcodes.io and Ideal Postcodes), which receive the postcode you enter.
- Our website hosting, email and IT providers, who process information for us.
We don’t sell your personal information. Some providers may process information outside the UK; where they do, we rely on safeguards recognised under UK data protection law.
Cookies
We use essential cookies to keep your booking and basket working, to keep you signed in if you have an account, and to protect our forms. Our payment provider may set cookies to prevent fraud. We don’t use advertising cookies.
How long we keep it
We keep information only as long as we need it for the purposes above. Booking and order records are kept for as long as needed for your installation and warranty and to meet our legal and accounting obligations. Waiting-list and coverage enquiry details are kept until we have told you we’re open in your area, or until you ask us to remove them. Saved quotes expire after 30 days.
Your rights
You can ask to access, correct or delete your information, to restrict or object to how we use it, or to receive a copy in a portable format. You can withdraw consent to marketing at any time. To make a request, contact [email protected].
If you’re unhappy with how we’ve handled your information, please tell us. You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk.
Changes to this policy
We’ll update this page if how we use your information changes. The date at the top shows when it was last updated.