Effective Date: June 3, 2026
POLARIS SLEEP PC (“Polaris Sleep,” “we,” “our,” or “us”) cares about your privacy. Thank you for taking the time to read our privacy policy (“Privacy Policy”). This Privacy Policy describes the types of information we may collect from you or that you may provide when you visit the website polarissleep.com, our services, and our practices for collecting, using, maintaining, protecting, and disclosing that information (collectively, “Services”).It is our policy to comply with applicable privacy and data protection laws, including the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) where applicable, the California Consumer Privacy Act of 2018, as amended by the California Privacy Rights Act (“CCPA/CPRA”), the Washington My Health My Data Act (“MHMDA”) where applicable, and other applicable U.S. state consumer privacy laws. This commitment reflects the value we place on earning and keeping the trust of our customers, business partners, and others who share their Personal Data with us. If our privacy practices for certain services differ from those explained in this Privacy Policy, we will let you know at the time we ask for or collect your information.Please read this Privacy Policy carefully to understand our policies and practices regarding your information and how we will treat it. We may make changes to the Privacy Policy from time to time. For non-material changes, your continued use of the Website after we post the updated Privacy Policy will constitute acceptance. For material changes, we will provide notice (such as by email to the address associated with your account or by a prominent notice on the Website) at least thirty (30) days before the change takes effect, and, where required by applicable law, will obtain your affirmative consent or provide you a right to opt out. We, therefore, encourage you to check the Privacy Policy periodically for updates.By using or interacting with our website or Services, you accept the privacy practices described in this Privacy Policy. If you disagree with any part of this Privacy Policy, you must not use or access our Services.
Our Services are intended for individuals fourteen (14) years of age or older. Our Services are not directed to, and we do not knowingly collect Personal Data from, children under thirteen (13) years of age (or the relevant minimum age under applicable law). If you are between the ages of fourteen (14) and the age of majority in your jurisdiction (typically eighteen (18)), you may use the Services only with the prior verifiable consent of, and under the supervision of, a parent or legal guardian who has read and agreed to this Privacy Policy on your behalf. Information about a minor patient may be submitted by such patient’s parent, legal guardian, or other authorized representative; in that case the parent, guardian, or representative is responsible for ensuring that they have the legal authority to provide such information on the minor’s behalf. If we learn that we have collected Personal Data from a child under thirteen (13) without the requisite parental or guardian consent, we will take commercially reasonable steps to delete such information.
If you believe we might have any information from or about a child under 13, please contact us at support@polarissleep.com.
Residents of certain states may have additional rights regarding the collection of their personal information. Please see Your State Privacy Rights below for more information.
Personal Data means any information about an individual from which that person can be identified, directly or indirectly. It does not include Protected Health Information (“PHI”) (as defined by the Health Insurance Portability and Accountability Act of 1996, as amended (“HIPAA”)) created, received, maintained, or transmitted by POLARIS SLEEP PC in its capacity as a HIPAA covered entity, which is governed by our separate Notice of Privacy Practices and not by this Privacy Policy. To the extent any information that would otherwise be Personal Data under this Privacy Policy is also “consumer health data” as defined under the Washington My Health My Data Act, Nevada SB 370, or similar state laws, such information will be handled in accordance with those laws and our supplemental Consumer Health Data Privacy Policy where applicable. Personal Data also does not include data where the identity has been removed (anonymized data), which we can use for any purpose. Some jurisdictions may consider your Internet Protocol (IP) address to be Personal Data. We may collect different kinds of Personal Data about you which we have grouped together as follows:
Information You Provide Us:
• Personal Identification Data include your first name and last name, your child’s name and age, your email address, your personal address, phone number, your appointment registration information, Internet Protocol (IP) address, or similar identifiers.
• Transaction Data includes your payment and transaction information such as your credit/debit card number, ACH information, your first and last name, and billing address.
• Employment Related Data includes information about your business and your title at your business, as well as any information provided by you on your Polaris Sleep job application, if applicable.
• Geolocation data includes the imprecise location of where you are.
• Communication Data includes your discussion with our team member(s) via email, the questions you provide us when you seek online support, your feedback that you communicate to us via email, and your language preference.
• Marketing Data includes names, mailing addresses, and email addresses.
• Commercial Data includes records of Services purchased by you.
• Other information you may choose to disclose to us about yourself, for example, on comments or feedback regarding our Services.
Information Automatically Collected by Technology:
In addition, to the information you provide us, we may automatically collect certain information about your equipment, software, and browser to provide you with an efficient and personalized experience. This information includes:
• Device Data includes the device’s hardware information, operating system, platform information, browser type, language information, bot status, and browser plugin types.
•. Website Usage Data includes information about how you use our website and our Services, or what website referred you to our site.
Information Collected from Third Parties:
• Information Provided to Us by Your Other Healthcare Providers or Laboratory. We may receive information such as information in your medical records from your other treating providers and laboratories.
•. Information from Other Third-Party Sources. We may collect personal or anonymized information about you from third-party companies that provide services that are used together with our website or our Services. For example, we may collect information such as your name, your social media account username, location, email address, profile picture, and public data for contacts from social networking sites, including Facebook, Instagram, LinkedIn, and YouTube.
Aggregated Data:
We may also collect, use, and share aggregated data such as statistical or demographic data for any purpose (“Aggregated Data”). Aggregated Data could be derived from your Personal Data but is not considered Personal Data as this data will not directly or indirectly reveal your identity. For example, we may aggregate your website usage data to calculate the percentage of users accessing our websites. However, if we combine or connect Aggregated Data with your Personal Data so that it can directly or indirectly identify you, we treat the combined data as Personal Data which will be used in accordance with this Privacy Policy.
We may process the Personal Data you provide for the following reasons and legal bases:
• To provide you with access to and information about our Services.
• To enroll you as a patient of Polaris Sleep.
• To process your payment information in connection with the Services we provide to you.
• To receive your feedback and comments about our Services that we provide via our website.
• To respond to your requests and inquiries for technical support and general questions.
• To communicate with you about your comments and feedback regarding our website and Services you provide on third-party social media platforms.
• To provide you with Polaris Sleep’s newsletters and other marketing materials upon receiving your email address.
• To allow you to exercise your data privacy rights.
In addition, we may process your Personal Data for the following reasons:
• To carry out our obligations and enforce our rights.
• In any other way we may describe when you provide the information.
• For any other purpose with your consent.
We may use information that is not Personal Data for any purpose. For example, we may process aggregate usage data from many people in a way that does not identify any individuals to calculate the percentage of users accessing a feature on our website.
We use different methods and sources to collect information from and about you including through:
• Direct interactions. You may give us information about you by interacting with our website, by communicating with us via phone, email, or through our online chat application. This includes information you provide by emailing us about our website or Services at support@polarissleep.com.
• Third-party or publicly available sources. We may receive information about you from third parties. The information we receive includes analytics information for improvement of our website and Services.
• Technical and Communication Data from the following parties. We may collect information from third-party providers such Facebook, Instagram, LinkedIn, YouTube, and Google Analytics. The information we may collect includes your feedback about our Services on the third-party provider’s website.
• How We Use Your Personal Data.
The Company may use your Personal Data to:
• Communicate with you. This may include: (i) informing you of our Services; (ii) communicating with you regarding your account and billing services; (iii) responding to your feedback about our website and Services, including, for example, technical support for our website and Services; (iv) responding to your questions or inquiries, including our further details about our Services; (v) responding to your general inquiries; (vi) responding to your privacy inquiries; and (vii) inviting you to join our newsletters.
• Develop and manage our relationships with you and our business partners. This may include: (i) to process payments and refunds; (ii) providing information about our Services; (iii) providing you with a more consistent experience in interacting with us, including learning more about you and how you use and interact with our website and Services to personalize the website; and (iv) planning, managing, and performing our contractual relationships with you and our partners.
• Improve our website and Services. This may include: (i) customizing our website to your preferences or interests, (ii) making them more compatible with your devices and browsers, or otherwise making our website and Services easier to use; (iii) maintaining the security of our website and your information; (iv) improving our website and Services; and (v) developing new services.
• Address legal issues. This may include: (i) complying with our obligations to retain certain business records for minimum retention periods; (ii) establishing, exercising, or defending legal claims; (iii) complying with laws, regulations, court orders, or other legal processes; (iv) detecting, preventing, fraud or intellectual property infringement claims, violations of our contracts or agreements, violations of law, or other misuse of our website or Services; and (v) protecting our rights or property, or yours or other health, safety, welfare, rights, or property.
We may also use your Personal Data for other uses consistent with the context in which the data was collected or with your consent or lawful purposes.
• We may share your Personal Data with our affiliates and service providers, including HWX Matterhorn, LLC. When we do so, these organizations will use your data in a manner consistent with this Privacy Policy and all applicable privacy and data protection laws.
• We may also disclose your Personal Data with IT and logistics service providers and subprocessors to perform and support the services and to assist us in processing your Personal Data as described above. These processors are required to treat your Personal Data in compliance with all applicable privacy and data protection laws.
• We may share your Personal Data with third parties when we have a good faith belief that disclosure is necessary:
◦ (i) to comply with a law, regulation, court order, or other legal processes;
◦ (ii) to detect, prevent, and respond to fraud or intellectual property infringement claims, violations of our contracts or agreements, violations of law, or other misuse of our website or Services; or
◦ (iii) to protect our rights or property or yours or others’ health, safety, welfare, rights, or property.
• We may disclose your Personal Data with third parties in connection with the sale, purchase, merger, reorganization, liquidation, or dissolution of Polaris Sleep, or under similar circumstances. If such an event occurs, we will take appropriate steps to protect your Personal Data.
• We may share your Personal Data with your consent or at your express request.
• We may share anonymized or Aggregated Data internally and with third parties for any purpose. Such information will not identify you individually.
Our website may use automatic data collection technologies to distinguish you from other website users. This helps us deliver a better and more personalized experience when you browse our website. It also allows us to improve our website by enabling us to:
• Estimate our website’s visitor traffic and usage patterns.
• Store your preferences, so we may customize our website according to your individual interests.
• Recognize you when you return to our website.
The technologies we use for this automatic data collection may include cookies, pixels, web beacons, software development kits (SDKs), and similar technologies (collectively, “Tracking Technologies”). A cookie is a small file placed on the hard drive of your computer. Some Tracking Technologies (including those operated by third-party analytics and advertising providers such as Google Analytics, Meta/Facebook, and similar) may collect persistent identifiers, IP addresses, device identifiers, and other information that may be considered Personal Data under applicable law. We treat data collected through Tracking Technologies in accordance with this Privacy Policy and applicable law. We honor browser-based opt-out preference signals (including the Global Privacy Control (“GPC”)) to the extent required by California, Colorado, Connecticut, and other applicable state laws. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. However, if you disable or refuse cookies, please note that some parts of these Websites may become inaccessible or not function properly.
Our website may contain links to other sites served by third parties, content providers and application providers which we do not control. Those websites have their own privacy policies and terms, and we encourage you to read those terms before interacting with third-party sites.
We will retain your Personal Data as reasonably necessary for the disclosed purpose. The retention periods for each category of personal information vary depending on compliance with relevant laws, your request for deletion, and our retention policies. For example, we may need to retain your personal information to comply with our legal or reporting obligations in accordance with the laws or to defend against claims. Consequently, it is not possible for us to provide a definitive length of time. Our retention periods are determined by using and balancing the following criteria:
• The volume, nature, and sensitivity of your information;
• The potential risk of unauthorized access, use or disclosure, or misappropriation;
• The purposes for which we process your personal information; and
• The retention obligations under applicable legal requirements.
We have created mechanisms to provide you with the following control over your information:
• Accessing, Updating, and Deleting Your Information. You can contact us via email at support@polarissleep.com to request access to, correction of, portability of, opt-out of certain processing of, or deletion of Personal Data that you have provided to us. You may also submit such requests through an authorized agent acting on your behalf, subject to our verification of the agent’s authority. We may also ask you to verify your identity before we respond to your request. We will respond to verified consumer requests within the time required by applicable law (generally within forty-five (45) days, with one extension of up to forty-five (45) additional days where reasonably necessary). If we deny your request in whole or in part, you may, where required by applicable state law, appeal our decision by replying to our response or emailing privacy@polarissleep.com. We will not discriminate or retaliate against you for exercising your privacy rights. Depending on your request, we may not accommodate your request to change information if we believe the change would violate any law or legal requirement (including without limitation our record retention obligations under HIPAA and state medical records laws) or negatively affect the information’s accuracy.
• Cookies and Automatic Data Collection Technologies. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. However, if you disable or refuse cookies, please note that some parts of these websites may become inaccessible or not function properly.
The security of your Personal Data is very important to us. We use physical, electronic, and administrative safeguards designed to protect your Personal Data from loss, misuse and unauthorized access, use, alteration, or disclosure. We will only retain your Personal Data for as long as reasonably necessary to fulfill the purpose of collecting it.
We also require our service providers and business partners to whom we disclose the information to maintain appropriate safeguards by contract. Where appropriate, we use industry-standard encryption (such as Transport Layer Security (TLS)) to protect the transmission of sensitive information. We will continue to evaluate and update our physical, electronic, and administrative safeguards. However, no method of transmission over the Internet or method of electronic storage is one-hundred percent (100%) secure, and we cannot guarantee absolute security of your Personal Data. You acknowledge that you provide your Personal Data to us at your own risk.
California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, and Virginia, and certain other states, provide (now or in the future) their state residents with rights to:
• Confirm whether we process their personal information.
• Access and delete certain personal information.
• Correct inaccuracies in their personal information, taking into account the information’s nature processing purpose (excluding Iowa and Utah).
• Data portability.
• Opt-out of personal data processing for:
◦ targeted advertising (excluding Iowa);
◦ sales; or
◦ profiling in furtherance of decisions that produce legal or similarly significant effects (excluding Iowa and Utah).
• Either limit (opt-out of) or require consent to process sensitive personal data.
The exact scope of these rights may vary by state. To exercise any of these rights please contact us by email: support@polarissleep.com.
Nevada provides its residents with a limited right to opt-out of certain personal information sales. Residents who wish to exercise this sale opt-out rights may please contact us by email: support@polarissleep.com. However, please know we do not currently sell data triggering that statute’s opt-out requirements.
California Residents (CCPA/CPRA). California residents have the rights described above and the additional right to know the categories of Personal Data we collect, the sources of such data, the business or commercial purposes for collection, and the categories of third parties with whom we share Personal Data. We do not sell Personal Data for monetary consideration. To the extent that our use of third-party advertising or analytics technologies (such as Meta Pixel or Google Analytics) constitutes “sharing” of Personal Data for cross-context behavioral advertising under the CCPA/CPRA, you may opt out by emailing privacy@polarissleep.com, by clicking the “Your Privacy Choices” link on our Website footer, or by enabling the Global Privacy Control (GPC) signal in your browser. We do not knowingly sell or share the Personal Data of consumers under sixteen (16) years of age without affirmative authorization.
Consumer Health Data Notice (Washington MHMDA, Nevada SB 370, and Similar Laws). If you are a resident of Washington, Nevada, Connecticut, or any other jurisdiction with a consumer health data privacy law, certain information we collect through the Services (other than PHI, which is governed by our Notice of Privacy Practices) may constitute “consumer health data.” We collect such data to provide and improve the Services, to communicate with you, and for the other purposes described in this Privacy Policy. We do not sell consumer health data. We will obtain your affirmative consent before collecting, sharing, or processing consumer health data where required by applicable law. You may exercise your access, deletion, and consent-withdrawal rights with respect to consumer health data by emailing privacy@polarissleep.com.
Changes to this Privacy Policy will be posted on this site, along with information on any material changes. The Company reserves the right to update or modify this Privacy Policy at any time and without prior notice. If we make material changes to how we treat our users’ personal information, we will notify you by email to the email address specified in your account and/or through a notice on the Website home page. The date the privacy policy was last revised is identified at the top of the page. You are responsible for ensuring we have an up-to-date active and deliverable email address for you, and for periodically visiting our Website and this Privacy Policy to check for any changes.
If you have any questions about this Privacy Policy or our use of your Personal Data, please contact us at: Polaris Sleep, Attn: Privacy Officer, 1032 15th ST NW #418 Washington, DC 20005, Email: privacy@polarissleep.com.
