Privacy Policy
Last updated: 27 October 2026 · Polaris (Polaris POS Ug), Kampala, Uganda
Polaris builds business software. This policy explains what personal data we handle, why, and the rights you have. It is aligned with Uganda's Data Protection and Privacy Act, 2019.
1. Two roles — this matters
We handle personal data in two capacities:
- As controller — for data about our clients and prospects (name, phone, email, WhatsApp, billing and support history). We decide how it's used and are responsible for it.
- As processor — for data inside a client's own Polaris deployment (their staff logins and any customer details they record). The client is the controller of that data; we only process it to host, deploy, support, and back up their system, in each client's own separate database.
2. What we collect (as controller)
- Contact details — name, business name, phone, email, WhatsApp.
- Billing and payment references (e.g. mobile-money confirmation).
- Support messages and tickets.
- Basic, privacy-respecting website usage needed to keep the site working and secure.
- When you send a form on this website: what you typed, and how you found us (for example the ad, search or page that brought you, and the ad's click reference). We use this to follow up with you and to see which of our ads are worth paying for.
We do not sell personal data, and we collect no more than we need.
3. How we use it
To deliver and support our software; to quote, invoice and take payment; to respond to you; to send service messages; and — only with your consent — occasional product news you can opt out of at any time. We also use it to meet legal obligations.
4. Who we share it with
Only where necessary: our hosting and infrastructure providers, mobile-money and payment providers to process payments, and authorities where the law requires. We do not otherwise disclose your data. Where a provider stores data outside Uganda, we take reasonable steps consistent with the Act to ensure comparable protection.
5. Security
We use reasonable technical and organisational measures: a separate database per client, row-level access controls, encrypted connections, and least-privilege access for our team. No system is perfectly secure; please report any concern to hello@polarispos.ug.
6. Retention
We keep client data for as long as you are a client and as long as the law requires afterwards (for example, tax records). You can ask us to delete data we hold as controller, subject to those legal duties.
7. Your rights
You may ask to access, correct, or delete the personal data we hold about you, object to certain uses, and withdraw marketing consent. To exercise any right, contact hello@polarispos.ug. You may also complain to Uganda's Personal Data Protection Office.
8. Clients' responsibilities
If you are a Polaris client, you are the controller of the data in your deployment. You are responsible for collecting your customers' and staff's data lawfully and telling them how it's used. We assist as processor and act on your reasonable instructions.
9. Cookies, advertising & children
This website stores a few things in your own browser: your theme choice, your cookie choice, and how you first reached us (the ad, search or site you came from) for up to 90 days. That last item is only sent to us if you submit a form.
When we advertise, we may use Google Analytics, Google Ads and the Meta (Facebook/Instagram) Pixel to count visits and to see which ads lead to enquiries. These tools set cookies and receive information about your visit (pages viewed, the ad you clicked, and that a form was sent), but never your name, phone number, email or message. They only load if you choose Accept on the cookie notice; if you choose No thanks, or ignore it, they don't run. To change your choice, clear this site's data in your browser and the notice will appear again.
Our services are for businesses; we do not knowingly collect children's data.
10. Changes
We may update this policy; the current version is always here. Material changes will be communicated where practicable.
Questions? hello@polarispos.ug · WhatsApp +256 704 642 705