Polaris Micro LLC, operating through the Polaris Micro Institute brand (“Polaris”, “we”, “us” or “our”), respects the privacy of candidates, credential holders, website visitors, training partners, organizational representatives and others who interact with us.
01 · WHO WE ARE
Polaris Micro LLC
Polaris Micro Institute is a professional certification and learning brand operated by Polaris Micro LLC, a limited liability company registered in Wyoming, United States of America. Polaris Micro LLC is responsible for personal information processed through Polaris Micro Institute, except where another party independently determines how information is processed.
Website: polarismicro.institute
02 · SCOPE
Activities covered by this policy.
This policy applies to personal information processed through Polaris websites and, when operational, certification applications, candidate registration, examinations, credential issuance and maintenance, credential verification, training, ATP activities, corporate and university enquiries, support, complaints, appeals, events and professional development communications.
Independent third party services may operate under their own privacy policies.
03 · INFORMATION WE MAY COLLECT
Information depends on your interaction.
AIGRAP launch-list registration
We collect your name, email address, country or region, professional role and, if provided, organization and referral code. We also record your privacy acknowledgement, email consent, the wording version and submission date. These details are sent to the Polaris team through our email service to manage your interest, attribute a registration to the ambassador or regional partner whose code was provided, and send the AIGRAP updates you requested.
Launch updates cover the Body of Knowledge, final candidate requirements and registration opening. We rely on your consent to send these emails. You can withdraw consent at any time by emailing info@polarismicro.institute with the subject “Unsubscribe from AIGRAP launch updates”. Withdrawing consent stops future launch updates and does not affect processing already carried out before withdrawal.
Identity & Contact
- Name and email address
- Telephone number
- Country or region
- Organization and job title
- Postal or billing details where required
Candidate & Certification
- Candidate and credential numbers
- Registration and eligibility information
- Examination results and decisions
- Issue, expiry and certification status
- Renewal, development and conduct records
Identity & Examination
- Identity verification information
- Examination and proctoring records
- Technical session information
- Incident and conduct information
Website & Technical
- IP address and browser type
- Device and operating system
- Pages, access time and referring page
- Website interaction information
Polaris does not state that it stores copies of passports or national identity documents. If secure identity document processing becomes necessary, the applicable process and notice will be defined before collection.
04 · TRAINING, PARTNER & ORGANIZATIONAL INFORMATION
Learning and relationship records.
Training information may include programme, registration, attendance, completion status, provider, instructor, feedback and communications. Training records and certification records may be maintained separately where needed for impartiality and confidentiality.
For ATPs, prospective partners, universities and corporate customers, information may include representative contact details, organization and legal information, training capabilities, instructor information, programme interests, partnership communications, and authorization or review records. Information about an organization may not itself be personal information, but information identifying its representatives may be.
05 · COMPLAINTS, APPEALS & INVESTIGATIONS
Controlled access to sensitive matters.
Where a person submits or is involved in a complaint, appeal, examination incident or credential integrity matter, Polaris may process identity and contact information, relevant certification or examination records, the submission and supporting evidence, communications, review records, decisions and outcomes.
Access should be limited to people with an appropriate need to know.
06 · HOW WE USE INFORMATION
Certification, services, security and legal obligations.
- Provide certification services and register candidates
- Administer examinations and verify identity
- Process results and certification decisions
- Issue, maintain and verify credentials
- Administer renewal and professional development
- Manage ATP relationships and coordinate partner-delivered learning
- Manage launch-list registrations and send requested AIGRAP updates
- Attribute referred registrations and administer agreed ambassador or partner benefits
- Respond to enquiries and support requests
- Handle complaints, appeals and investigations
- Protect examination and credential integrity
- Maintain website and system security
- Improve programmes and communicate changes
- Meet legal, contractual and regulatory obligations
- Establish, exercise or defend legal rights
Appropriate processing
Depending on the activity and applicable law, information may be processed to provide requested services, take requested pre contract steps, comply with legal obligations, support legitimate organizational interests, protect certification or examination integrity and organizational systems, or act on consent where consent is the appropriate basis. The applicable basis may vary by jurisdiction and activity.
07 · CERTIFICATION RECORDS & VERIFICATION
Maintaining confidence in credentials.
Certification records may be retained for an appropriate period to demonstrate who was certified, the certification awarded, issue and validity dates, status, examination and certification decisions, renewal history, and relevant disciplinary or status actions. Records may be retained beyond the active credential period where necessary for verification, legal, integrity or legitimate recordkeeping purposes.
When the official verification service becomes operational, limited public information may include the credential holder’s name, certification designation, credential number, issue and expiry dates, and current status. Polaris intends to limit display to information reasonably necessary to establish authenticity and status.
08 · SHARING INFORMATION
Polaris does not sell personal information to advertisers or data brokers.
Where appropriate, information may be shared with examination and proctoring providers, technology and hosting providers, payment providers, credentialing providers, ATPs, professional advisers, authorities acting under applicable law or lawful process, and parties to an organizational restructuring or similar transaction subject to applicable requirements.
Service providers should receive only information reasonably necessary for the relevant purpose.
International transfers
Because Polaris Micro LLC is based in the United States and may serve candidates and partners internationally, personal information may be processed outside an individual’s country of residence. Where applicable law requires transfer safeguards, Polaris will seek to implement mechanisms appropriate to the activity and jurisdiction.
Applicable privacy requirements
Where Polaris serves individuals internationally, personal information is processed in accordance with the legal obligations applicable to those activities and jurisdictions.
09 · WEBSITE, COOKIES & THIRD PARTY TECHNOLOGY
Technology use must match actual operations.
Website hosting, security services, server logs and externally loaded resources may process ordinary technical information such as IP address, browser and device details. Polaris does not currently state that this public site uses advertising trackers or marketing pixels.
The contact and launch-list forms use an essential session cookie to protect submissions against cross site request forgery. A short lived record of submission counts and hashed IP addresses helps limit abuse; it does not contain enquiry messages. Additional cookies or similar technologies may be introduced for preferences, performance, analytics and user experience. Where required, appropriate information and choices will be provided before non essential technologies are used.
Independent examination, proctoring, payment, credentialing or other services may process information under their own notices and applicable arrangements with Polaris.
10 · SECURITY, CONFIDENTIALITY & RETENTION
Proportionate protection and recordkeeping.
Polaris uses administrative, organizational and technical measures intended to protect personal information against unauthorized access, disclosure, loss, alteration, misuse and destruction. Measures may include access restrictions, authentication, encryption, secure communications, monitoring, backup, vendor controls, confidentiality requirements and incident procedures. No information system can be guaranteed completely secure.
Examination confidentiality
Candidates must not copy, record, photograph, distribute, solicit or disclose live examination content or use unauthorized assistance. Information concerning suspected misconduct may be processed to protect certification integrity and determine appropriate action.
Launch-list retention
We review inactive launch-list registrations after 12 months from registration or your last direct interaction with Polaris about the launch list. Sending an update does not restart that period. At review, we remove records that are no longer needed or document why continued retention is necessary. You may request removal earlier using the unsubscribe email above. Limited consent and withdrawal records may be retained where necessary to respect your request or meet applicable recordkeeping requirements.
Other retention
Retention periods reflect the collection purpose, certification and contractual requirements, legal obligations, security and fraud prevention needs, complaints and appeals, verification, and legal claims. When information is no longer required, it may be deleted, anonymized or securely disposed of according to applicable requirements.
11 · YOUR PRIVACY RIGHTS
Rights may vary by jurisdiction.
Depending on the applicable law, individuals may have rights to request access, correction or deletion; object to or restrict certain processing; withdraw consent where relied upon; request information or applicable portability; and raise a privacy complaint.
Rights are not absolute and may be limited by legal, certification, examination security or recordkeeping requirements. A deletion request, for example, may not require erasure of records legitimately retained to establish certification history or examination integrity.
Submitting a privacy request
Until a dedicated monitored privacy channel is established, submit a request through the Polaris contact page and select General Enquiry. Polaris may need to verify identity before acting on a request and will handle it according to applicable legal requirements.
Submit Privacy Request →12 · CHILDREN, THIRD PARTY WEBSITES & UPDATES
Additional privacy information.
Polaris professional certification services are primarily designed for adult professionals. Polaris does not knowingly seek personal information from children through professional certification services except where a specific programme permits participation and appropriate legal requirements are satisfied.
Polaris does not control the privacy practices of independent third party websites. Individuals should review their applicable notices before providing information.
This policy may be updated to reflect changes in services, certification activities, technology, legal requirements or processing practices. Material updates will be reflected in the Last Updated date and, where appropriate, additional notice.
13 · CONTACT US ABOUT PRIVACY
Use the appropriate Polaris contact route.
Polaris Micro Institute
Operated by Polaris Micro LLC
Wyoming, United States of America
A dedicated privacy email address will be published only after it is operational and monitored.