Privacy Policy

This Policy applies to all users of the Services, including:

• Individual makers and hobbyists using Polar Cloud for personal or professional projects
• Educators — including K–12 teachers, university professors, librarians, and instructional staff — managing classroom or institutional accounts
• Students at all levels accessing Polar Cloud through a school, university, or library account, or by using an institution-issued join code
• Enterprise subscribers using Polar Cloud for business or organizational purposes
• Visitors to our public websites

Where a school or district has executed a separate data processing agreement, non-disclosure agreement, or state-specific student data privacy agreement with Polar3D, that agreement governs to the extent it conflicts with this Policy.

2.1  Information You Provide Directly

When you register for or use the Services, we may collect:

• Name and email address
• School or organization name and district affiliation
• Profile image and preferred display name
• Mailing address or phone number (if provided for support purposes)
• 3D models, designs, and files you upload or create
• Comments and content you post within the platform

2.2  Information from Single Sign-On Providers

You may log in using Google, Microsoft, or Facebook. When you do, we receive the information you authorize that provider to share, which typically includes your email address, first and last name, preferred display name, and profile image. This information is saved to your Polar Cloud account profile and can be changed or removed at any time via account settings.

2.3  Information Collected Automatically

When you use the Services, we automatically collect certain technical information, including:

• IP address and approximate geographic location
• Browser type, operating system, and device information
• Referring and exit pages, and clickstream data
• Session activity and usage patterns within the platform
• 3D printer device models and usage data for devices managed through the platform

This information is used to operate, maintain, and improve the Services, and to provide technical support. We do not link automatically collected technical data to personally identifiable student information.

2.4  Cookies and Similar Technologies

We use session cookies to help you navigate the Services and maintain your login session. Session cookies are removed from your system when you close your browser. We do not use cookies to track your activity across third-party websites or to build advertising profiles. You must enable cookies in your browser to use the Services.

2.5  Information from Students

Polar Cloud is used by K–12 schools, colleges, universities, libraries, and other educational institutions. When students access the Services through an institutional account or by using an institution-issued join code, the institution acts as the authorizing party for that student’s access. Polar3D collects only the student information necessary to provide the educational service.

We use the information we collect to:

• Provide, operate, and improve the Services
• Authenticate your identity and manage your account
• Process transactions and manage subscriptions
• Respond to support requests and resolve technical issues
• Send service-related communications (e.g., maintenance notices, security alerts, billing notifications)
• Provide information about training programs, certifications, or platform features you have enrolled in or expressed interest in
• Facilitate collaboration features, such as shared printer queues and classroom groups
• Comply with legal obligations

We do not use your information for purposes materially different from those described above without first providing you the opportunity to consent or opt out.

4.1  What Is Visible to Other Users

Within the platform, the following information may be visible to other users:

• Your display name and profile image
• Your email address — but only to managers of 3D printer devices you use through the platform, so they may contact you regarding your print jobs
• Content you have explicitly chosen to make public

Student-identifiable information is not displayed publicly. We are currently reviewing our platform settings to confirm and document precisely what student information, if any, is visible within institutional accounts. This Policy will be updated to reflect those findings.

4.2  Service Providers and Subcontractors

We may share your information with trusted third-party service providers who assist us in operating the Services, including payment processors, hosting providers, and technical support tools. These providers are permitted to use your information only as necessary to perform services on our behalf, are prohibited from using your information for their own commercial purposes, and are required to maintain protections consistent with this Policy.

Payment information (e.g., credit card data) is processed by our payment processor (currently Stripe) and is not stored by Polar3D.

4.3  Student Data — Strict Limits

4.4  Legal Disclosure

We may disclose your information when required by law, in response to a valid legal process (such as a court order or subpoena), or when we believe disclosure is necessary to protect the rights, property, or safety of Polar3D, our users, or the public.

4.5  Business Transfers

If Polar3D undergoes a merger, acquisition, or sale of assets, your account information may be among the assets transferred. We will notify you via email and a prominent notice on the platform in advance of any such change in ownership or control.

5.1  Federal Law

Polar3D’s Services are used by schools and educational institutions across the United States. We comply with applicable federal student privacy laws, including:

• Family Educational Rights and Privacy Act (FERPA)
• Children’s Online Privacy Protection Act (COPPA)
• Protection of Pupil Rights Amendment (PPRA)

5.2  COPPA and the School Official Pathway

Polar Cloud allows students to access the platform in two ways: through a teacher-, professor-, or administrator-managed institutional account, or by creating an account using an institution-issued join code unique to their subscribing school, university, or library. In both cases, the educational institution serves as the authorizing party for student access and acts in the capacity of a “school official” under COPPA, providing consent on behalf of students and their parents for the collection of information necessary to provide the educational service.

Polar3D does not knowingly collect personal information from children under 13 outside of the school official pathway described above. If we become aware that personal information has been collected from a child under 13 without appropriate authorization, we will promptly delete it.

5.3  State-Specific Agreements

Polar3D has executed or participates in student data privacy agreements in multiple states, including California (CSDPA, party since October 14, 2019), New York, Massachusetts, Illinois, Virginia, Wisconsin, and other states within the New England Data Privacy Agreement framework. Where a state-specific agreement or district-level NDPA/DPA is in effect, that agreement governs the treatment of student data for users in that jurisdiction.

Schools and districts with specific data privacy requirements are encouraged to contact us at support@polar3d.com to discuss applicable agreements.

5.4  California-Specific Provisions

For California users, Polar3D complies with the Student Online Personal Information Protection Act (SOPIPA) and California Education Code § 49073.1. Student data collected in connection with a school service is not used for non-educational commercial purposes, is not sold, and is not used to build profiles on students for non-educational purposes.

6.1  Access and Correction

You may access, update, or correct your personal information at any time through your account settings page. If you need assistance, contact us at support@polar3d.com.

6.2  Account Deletion

You may delete your account at any time through your account settings or by contacting support@polar3d.com. Upon deletion, we will remove your personal information within 14 days, except where retention is required by law or necessary to resolve outstanding disputes, comply with legal obligations, or maintain accurate financial records.

6.3  Communications from Polar3D

Polar3D does not send marketing communications. We may send you service-related messages that are directly relevant to your use of the platform, including:

• Security alerts and breach notifications
• Maintenance and service availability notices
• Information about training programs, certifications, or platform features you have enrolled in or expressed interest in
• Billing and account notifications

These are operational communications, not marketing. You may opt out of non-essential service communications at any time by contacting support@polar3d.com, though you may not opt out of critical security or account notices while your account is active. Student accounts never receive any form of promotional or optional communications.

6.4  Sensitive Information

For any sensitive personal information, Polar3D will seek your affirmative opt-in consent before using or disclosing it for purposes other than those for which it was originally collected. We provide clear and accessible mechanisms to exercise this choice.

6.5  Requests Regarding Third-Party Submitted Data

If you believe a third party has provided us with your personal information and you would like it removed, please contact us at support@polar3d.com.

For non-student users only — including individual makers, educators, university users, and enterprise subscribers — and only with your explicit prior consent, we may partner with third-party advertising networks to display relevant advertising on our Services or elsewhere. If applicable and consented to, such advertising may be informed by your use of the platform (for example, the types of 3D printers associated with your account). You may withdraw consent at any time by contacting support@polar3d.com.

Polar3D implements industry-standard security measures to protect your personal information against unauthorized access, loss, misuse, or alteration. Sensitive information such as login credentials and payment data is encrypted in transit using SSL/TLS.

While we take all reasonable steps to protect your data, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, and transmission of personal information to our Services is at your own risk. Once we receive your information, we apply strict access controls and security procedures.

If you have questions about our security practices, contact us at support@polar3d.com.

In the event of a data breach involving personal information — particularly student data — Polar3D will:

• Notify affected schools, institutions, and/or individual users promptly and in accordance with applicable state and federal law
• Conduct an investigation to determine the scope and cause of the breach
• Take immediate steps to contain and mitigate harm
• Document the incident and our response in accordance with our internal incident response plan

Our breach response procedures are designed to meet the notification requirements of applicable state breach notification laws as well as FERPA, COPPA, and other relevant federal requirements.

We retain personal information for as long as your account is active or as needed to provide the Services. If you terminate your account or request deletion:

• Your personal data will be deleted within 14 days of account termination
• We may retain certain information as required by law, to resolve disputes, enforce agreements, or maintain accurate financial records
• Anonymized or aggregated data that cannot identify you may be retained indefinitely for platform improvement purposes

12.1  Social Media Features

Our websites may include social media features (such as share buttons). These features may collect your IP address and the page you are visiting, and may set a cookie to function properly. Your interactions with these features are governed by the privacy policy of the company providing them.

12.2  Public Community Areas

Polar Cloud includes community areas where users may post publicly accessible content. Any information you include in a public post may be read, collected, and used by others. To request removal of your personal information from a public area, contact us at support@polar3d.com. In some cases we may be unable to remove content, and we will inform you if that is the case.

12.3  Testimonials

We may post customer testimonials on our websites. We obtain your consent before posting your name or any identifying information alongside a testimonial. To request removal, contact us at support@polar3d.com.

The Services may contain links to third-party websites not owned or operated by Polar3D. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies before providing any personal information.

Polar3D is based in the United States and the Services are operated from the United States. If you access the Services from outside the United States, your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction.

By using the Services, you acknowledge and consent to this transfer. We apply the protections described in this Policy to all user data regardless of origin.

We may update this Policy from time to time. When we make material changes, we will:

• Post the updated Policy at polar3d.com/privacy with a new effective date
• Notify active users via email or in-product notice at least 14 days before changes take effect

Your continued use of the Services after the effective date of any updated Policy constitutes your acceptance of the changes. If you do not agree, you may close your account before the effective date.

For questions, complaints, or requests related to this Privacy Policy or your personal information, please contact: