Effective 30 October 2026
Videos in The Polar Cinema
The Polar Cinema uses YouTube’s embedded player in privacy-enhanced mode. When a player loads or you watch a video, your browser connects directly to YouTube, which may process device and network information and serve advertisements under the Google Privacy Policy. YouTube controls its own playback, availability and advertising. PRPI does not receive your YouTube password or account information through these players. Viewing is subject to YouTube’s Terms of Service.
Who we are
The Polar Connection is operated by Polar Research and Policy Initiative (PRPI), based in Notting Hill, London, UK. PRPI is responsible for the information collected through the contact and email signup forms covered by this notice. Contact Dwayne Menezes at d.menezes@polarconnection.org about your information.
Enquiries
When you contact us, we use your name, email address, enquiry category and message to respond and manage the conversation. Our lawful basis is our legitimate interest in answering requests and managing PRPI’s work; steps you request before entering a contract may also apply to membership enquiries. An enquiry does not subscribe you to email updates. Please avoid including sensitive personal information unless necessary for your enquiry.
Email updates
If you choose to subscribe, we use your email address and optional name to send PRPI articles, publications, newsletters and event updates. Our lawful basis is your consent. You must confirm your email address before your subscription begins. You can withdraw consent using the unsubscribe link in an update or by writing to us. Withdrawal does not affect processing that was lawful beforehand. Paid membership and email subscription are separate.
Service providers and international processing
We use OpenAI’s Sites service and its Cloudflare hosting/database infrastructure for the website and records, Resend (Plus Five Five, Inc.) for outgoing email, and Galditi for our existing PRPI mailboxes. Authorised PRPI personnel and service providers may process the information needed for these purposes. Providers may process information outside the UK, including in the United States. Resend’s data-processing terms describe safeguards including standard contractual clauses and UK transfer provisions where applicable. Its Ireland sending region does not mean all processing stays in Ireland. Contact us for further information about the providers and safeguards relevant to your data.
Delivery, security and tracking
We record submission references, delivery status and provider receipt identifiers. The forms use short-lived hashed rate-limit identifiers to reduce abuse. Hosting and email providers also process operational/security data under their service arrangements. The form emails do not include advertising or email-open tracking pixels added by PRPI. Essential website authentication and security services may use cookies or similar storage. External sites or media you choose to open have their own privacy information.
How long we keep information
Routine website enquiry copies are automatically removed three calendar years after the enquiry closes or the last recorded substantive contact, whichever is later. Open enquiries and records on a retention hold are excluded while needed for an ongoing matter or a documented legal obligation. We review those exceptions when the matter ends. Confirmation links expire after 24 hours; expired confirmation requests are removed by daily cleanup, normally within 48 hours of the original request. Active subscriber details remain until withdrawal. After unsubscribe we remove the optional name and retain only the email address, withdrawal status, consent/version dates and record identifiers needed to respect that withdrawal and evidence the subscription history while the mailing service operates. A new explicit signup and confirmation can renew consent. Website cleanup does not delete publications, images, research, events, projects or other website content, and does not delete copies in email inboxes or provider backups/logs. Provider copies follow the provider’s own retention arrangements.
Your choices and rights
Contact d.menezes@polarconnection.org to request access, correction, deletion or restriction, to object where applicable, or to ask about portability where applicable. We may need to verify your identity; some requests are subject to legal exceptions. You can complain to the UK Information Commissioner’s Office at ico.org.uk. We would welcome the opportunity to address your concerns first.
Scope and changes
This notice covers the contact and email signup functions on The Polar Connection. We provide any additional privacy information needed for other services, including paid membership and payments, before collecting information for those services. We will update this notice when relevant arrangements change and explain material changes where appropriate.
Business correspondence address
15C Hereford Road, Notting Hill, London W2 4AB, United Kingdom
Provider information: Resend privacy policy · Resend data-processing terms · OpenAI privacy policy · Cloudflare privacy policy