Legal Document

1. Terms of Use

Outlines the rules and expectations for using PolarTie’s services and platform.

Key Contents: User responsibilities, Acceptable use, Intellectual property, Account management, Disclaimers and limitations of liability
Applies To: All users and visitors of the PolarTie platform.
Why It Matters: Sets the legal foundation for user interactions, protecting both the company and the user.

Legal Document

2. Service Level Agreement (SLA)

Defines the level of service users can expect from PolarTie, including uptime and support standards.

Key Contents: Uptime guarantees, Response time for support tickets, System maintenance schedules, Remedies for service interruptions
Applies To: Business clients and enterprise users.
Why It Matters: Ensures transparency and accountability in how services are delivered.

Legal Document

3. Refund & Cancellation Policy

Explains the terms for canceling services and receiving refunds.

Key Contents: Eligibility for refunds, Cancellation procedures, Timeframes for processing, Non-refundable conditions
Applies To: All customers using paid PolarTie services.
Why It Matters: Helps users understand their rights and the process for stopping services if needed.

Legal Document

4. Security & Compliance

Describes how PolarTie protects data and complies with regulatory standards.

Key Contents: Data encryption, Access controls, Compliance with GDPR, SOC 2, etc., Incident response protocols
Applies To: All users, especially those handling sensitive or regulated data.
Why It Matters: Builds trust by showing commitment to protecting user data and meeting legal requirements.

Legal Document

5. Accessibility Statement

Communicates PolarTie’s commitment to ensuring the platform is usable by everyone, including people with disabilities.

Key Contents: Compliance with WCAG standards, Supported assistive technologies, Known limitations and contact for help
Applies To: All users, particularly those using assistive tools.
Why It Matters: Ensures inclusivity and legal compliance with accessibility regulations.

Legal Document

6. Privacy Policy

Explains how PolarTie collects, uses, and protects personal data.

Key Contents: Types of data collected, Purposes of data usage, Data sharing and third-party involvement, Rights of the data subject
Applies To: All users providing personal information on the platform.
Why It Matters: Builds trust and ensures users are informed about their data rights and protections.

Legal Document

7. Cookie Policy

Details how cookies are used on the PolarTie site to enhance user experience.

Key Contents: Types of cookies used (e.g., analytics, functional), Consent and opt-out options, Duration and control of cookies
Applies To: All visitors of the PolarTie website.
Why It Matters: Complies with privacy laws and ensures transparency around tracking technologies.

Privacy Policy

Effective Date: [Insert Date]

At PolarTie, your privacy is not just a feature — it's a fundamental commitment. This Privacy Policy explains how we collect, use, store, and protect your data when you interact with our platform, services, agents (AI or Live), websites, and applications.

1. What We Collect

We collect only what is necessary to operate our services effectively and improve the user experience.

Account Information
Organization name, admin contact details, billing email
Role-based user credentials (passwordless – see Section 4)
Usage Data
Log data: pages visited, features used, session timestamps
Interactions with AI or Live Agents (see Session Data)
Session Data
Optional transcripts, video/audio recordings, and metadata
AI-generated summaries (where enabled)
Topics, timestamps, and associated queue details
Uploaded Content
Files, prompts, knowledge assets uploaded to your workspace
Includes PDFs, images, documents, and other formats
Integration Metadata
CMS, eCommerce platforms, kiosk configuration data
API/webhook interaction logs

2. How We Use Your Data

We use collected data only to:

Operate and deliver PolarTie platform services
Improve product performance and user experience
Provide customer support and technical troubleshooting
Comply with operational and billing obligations

We do not use your data to train global AI models.
We never sell or share your customer data with third parties.

3. AI & Session Transparency

All AI Agent interactions are:

Logged (unless disabled)
Configurable by administrators
Stored within your tenant and not accessible externally

Transcripts, recordings, and call summaries are only generated if explicitly enabled in your settings.

4. Authentication & Security

PolarTie uses passwordless authentication. No passwords are stored or managed.

Users sign in via magic links sent to their verified email addresses
OAuth and SSO integrations are supported
All sessions are encrypted in transit and at rest

Platform security is built on top of Amazon Web Services (AWS) infrastructure and adheres to AWS's best practices for multi-tenant cloud environments.

5. Data Ownership

Your organization retains full ownership of:

Uploaded knowledge
Agent configurations and prompts
Transcripts, media, and customer session data

You control access, export, retention, and deletion of your content.

6. Data Retention & Deletion

You can configure:

Retention periods for transcripts, recordings, and logs
Immediate deletion of specific sessions or assets
Export/download of your data at any time

Deleted data is removed from active storage and archived backups within a reasonable period.

7. Payment Information

Payments are processed by Stripe. PolarTie:

Does not store credit card or billing details
Relies on Stripe's PCI-DSS compliant infrastructure

All financial transactions are encrypted and securely handled by Stripe.

8. Third-Party Integrations

If you connect third-party systems (e.g. CMS platforms, APIs, kiosks), we do not access their content beyond the scope of authorized configuration and agent logic. You remain in control of what's exposed to PolarTie.

9. 📬 Communications

You may receive emails from us regarding:

Security, billing, and usage alerts
Product updates and platform improvements
Onboarding and support

You can opt out of non-essential communications at any time.

10. Changes to This Policy

We may update this Privacy Policy from time to time. All changes will be posted on this page with an updated effective date.

If changes materially affect your rights, we will provide additional notice via email or dashboard alerts.

11. Contact Us

For any privacy-related inquiries, data access requests, or concerns, please contact:

PolarTie Privacy Team
📧 privacy@polartie.com
🌐 www.polartie.com/privacy

Terms Of Service

Last updated: February 27, 2025.

The following Web Site Terms of Use ("Terms") govern all PolarTie.com web pages ("Site"). By accessing the Site, you agree to these Terms. This Site is under Copyright 2025 by PolarTie and/or its affiliates. All rights are reserved.

Use of the PolarTie.com Site

When using our Site, you must comply with all applicable laws, including federal, state, and local laws, the laws of your jurisdiction, and laws regarding the transmission of technical data. You may not use the Site to promote any third party products or services.

Site Content

Content on the site is owned and controlled by PolarTie and protected by copyright, trademark and other proprietary rights. PolarTie and its licensors retain all rights to this intellectual property. You are granted a limited right to view the Site Content only for your internal use of the Site. Site Content may also include, but is not limited to, graphic representations, icons, photographs, text content, product documentation, technology overviews and linked or attached documents. These materials may only be used with PolarTie’s permission.

The trademarks and logos displayed on our Site are the property of PolarTie or other third parties. PolarTie is a trademark of PolarTie and/or its affiliates. You are not permitted to use these without the prior written consent of PolarTie or the third party that owns the trademarked item.

Disclaimers and Limitations of Liability

Except as specifically set forth above, nothing in these Terms confers, by implication or otherwise, any license or intellectual property right of PolarTie or any third party. All rights not expressly conferred are reserved.

PolarTie assumes no responsibility for the accuracy of the information on the site. All efforts have been made to ensure accuracy of the Site Contents. We may change the solutions or products mentioned at any time without notice. Mention of non-PolarTie products or services is for informational purposes only and constitutes neither an endorsement nor a recommendation. Not all products or solutions mentioned will be available in all areas or countries. Please contact your local sales representative for information as to products and services available in your location.

The Site and all information therein are subject to applicable federal, state, and local laws, and U.S. export control laws, and may also be subject to the laws of the country where you reside.

This site is provided "as is" without warranty of any kind. PolarTie shall not be liable for any indirect or consequential damages arising out of the use or inability to use this site or any related services or content, or damages resulting from use of the information present. PolarTie does not guarantee and does not promise any specific results from use of the site or any related services or content.

About Our Terms

PolarTie reserves the right to change these Terms from time to time at our sole discretion. These Terms are governed by the laws of the State of California, U.S.A. These terms were last updated on February 27, 2025 and are effective immediately.