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Privacy Policy

Effective Date: October 6, 2025
Last Updated: October 6, 2025

Privacy Policy

Polaris Resolutions ("we," "our," or "us") is a digital-first Canadian advisory practice committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our advisory services.

Please read this Privacy Policy carefully. By accessing or using our services, you acknowledge that you have read, understood, and agree to be bound by all the terms of this Privacy Policy. If you do not agree with this Privacy Policy, please do not use our services.

1. Information We Collect

1.1 Personal Information

We collect personal information that you voluntarily provide to us when you:

  • Request a case review or contact us
  • Engage our advisory services
  • Subscribe to practice updates
  • Fill out forms on our website
  • Communicate with us via email or phone

This information may include:

  • Full name
  • Email address
  • Phone number
  • Mailing address
  • Financial information related to the matter under review
  • Documentation and evidence related to your matter
  • Any other information you choose to provide

1.2 Automatically Collected Information

When you visit our website, we automatically collect certain information about your device and browsing activity:

  • IP address
  • Browser type and version
  • Device type and operating system
  • Referring website
  • Pages viewed and time spent on pages
  • Date and time of visit
  • Geographic location (country/city level)

1.3 Cookies and Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to collect information about your browsing activities. For detailed information about our cookie practices, please see our Cookie Policy.

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 Advisory Services

  • Providing advisory consultation and case strategy
  • Reviewing matters and pursuing dispute resolution routes
  • Communicating about your matter
  • Preparing case documentation and procedural filings (in coordination with regulated counsel where applicable)
  • Coordinating with regulators, law enforcement, and financial institutions where appropriate

2.2 Business Operations

  • Responding to inquiries and support requests
  • Processing payments and maintaining financial records
  • Sending service-related notifications
  • Improving our website and services
  • Conducting business analytics

2.3 Marketing and Communications

  • Sending practice updates and notes (with your consent)
  • Providing information about our services
  • Educational content related to digital and investment disputes

2.4 Legal Compliance

  • Complying with legal obligations
  • Responding to legal requests and court orders
  • Protecting our legal rights
  • Preventing misuse and security threats

3. Legal Basis for Processing (Canadian Privacy Law)

Under Canadian privacy law (PIPEDA - Personal Information Protection and Electronic Documents Act), we process your personal information based on:

  • Consent: You have provided explicit consent for us to process your information
  • Contract Performance: Processing is necessary to fulfill our advisory services agreement with you
  • Legal Obligation: We are required by law to process certain information
  • Legitimate Interests: Processing is necessary for our legitimate business interests

4. Information Sharing and Disclosure

We may share your information with third parties in the following circumstances:

4.1 Service Providers

We may share information with trusted service providers who assist us in operating our business:

  • Private investigators and forensic experts
  • Blockchain analysis services
  • Document storage and management providers
  • IT service providers
  • Payment processors
  • Email and communication platforms

4.2 Regulated Counsel and Case Partners

We work with regulated counsel and case partners across jurisdictions on matters that require it. We share case-relevant information with:

  • Partner law firms in the relevant jurisdictions
  • Local counsel for procedural steps
  • Expert witnesses and forensic specialists

4.3 Law Enforcement and Regulators

We may disclose information to:

  • Law enforcement agencies investigating related conduct
  • Financial regulators (FINTRAC, provincial securities commissions)
  • Courts and judicial authorities
  • Government agencies as required by law

4.4 Financial Institutions

To pursue dispute resolution routes, we may share relevant information with:

  • Banks and financial institutions
  • Payment processors
  • Cryptocurrency exchanges

4.5 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

  • Encryption: We use SSL/TLS encryption for data transmission
  • Access Controls: Strict access limitations to personal data
  • Secure Storage: Encrypted databases and secure servers
  • Regular Audits: Security assessments and updates
  • Staff Training: All staff are trained in data protection
  • Confidentiality Agreements: All employees and contractors sign NDAs

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to:

  • Provide our advisory services to you
  • Comply with legal and regulatory requirements
  • Resolve disputes and enforce agreements
  • Maintain business records

Where matters involve coordination with regulated counsel, we follow the file-retention requirements applicable to that counsel under their law society regulations (typically a minimum of seven to ten years after case closure). For advisory-only matters, we retain records for a typical period of seven years after closure unless a legal obligation requires longer retention. After the applicable period, we securely destroy the information.

7. Your Privacy Rights

Under Canadian privacy law (PIPEDA), you have the following rights:

7.1 Right to Access

You have the right to request access to the personal information we hold about you.

7.2 Right to Correction

You can request that we correct inaccurate or incomplete personal information.

7.3 Right to Withdraw Consent

You can withdraw your consent for us to process your information at any time, subject to legal or contractual restrictions.

7.4 Right to Object

You can object to certain processing of your information, particularly for marketing purposes.

7.5 Right to Complaint

You have the right to file a complaint with the Office of the Privacy Commissioner of Canada if you believe we have violated your privacy rights.

To exercise these rights, contact us at:
Phone: +1 (902) 482-7106
Mail: 1959 Upper Water St, Suite 1300, Halifax, NS B3J 3N2, Canada
Or via the secure form on our Contact page.

8. International Data Transfers

As we handle cross-border digital matters, your information may be transferred to and processed in countries outside Canada. When we transfer data internationally, we ensure appropriate safeguards are in place:

  • Standard contractual clauses
  • Data processing agreements
  • Compliance with applicable data protection laws
  • Adequate security measures

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child without parental consent, we will take steps to delete that information.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies before providing any information.

11. Marketing Communications

If you have consented to receive marketing communications from us, you may opt out at any time by:

  • Clicking the "unsubscribe" link in our emails
  • Contacting us via our Contact page
  • Calling +1 (902) 482-7106

Please note that even if you opt out of marketing communications, we will still send you service-related notices (e.g., case updates, billing information).

12. Client Confidentiality

Polaris Resolutions is an advisory practice. We treat client matters with strict confidentiality. Where we coordinate with regulated counsel, communications with that counsel — and information shared with them in the course of the matter — are subject to applicable solicitor-client privilege and professional-ethics rules under Canadian law and the relevant provincial law society regulations.

13. Data Breach Notification

In the unlikely event of a data breach that poses a real risk of significant harm, we will:

  • Notify affected individuals as soon as feasible
  • Report the breach to the Privacy Commissioner of Canada
  • Take immediate steps to contain and remediate the breach
  • Provide information about the breach and protective measures

14. Provincial Privacy Laws

If you reside in a province with additional privacy legislation (such as Quebec's Law 25), you may have additional rights. Please contact us to learn more about rights specific to your province.

15. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

  • Posting the updated policy on our website
  • Updating the "Last Updated" date
  • Sending email notification for significant changes (if you are a client)

Your continued use of our services after any changes indicates your acceptance of the updated Privacy Policy.

16. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Polaris Resolutions Advisory Inc.
Privacy Officer
1959 Upper Water St, Suite 1300
Halifax, NS B3J 3N2
Canada

Phone: +1 (902) 482-7106
Or contact us via the secure form on our Contact page.

17. Governing Law

This Privacy Policy is governed by the Personal Information Protection and Electronic Documents Act (PIPEDA) and the laws of the Province of Nova Scotia and Canada.

18. Office of the Privacy Commissioner

If you have concerns about our privacy practices, you may file a complaint with:

Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, Quebec K1A 1H3
Toll-free: 1-800-282-1376
Website: www.priv.gc.ca

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