Application Privacy Notice

Polaris Olfactive Group (“Polaris”, “we”, “us”) is the data controller responsible for processing personal data submitted through this application form.

Who We Are

Stockholm Olfactive Group is the data controller responsible for processing personal data submitted through this application form.

Polaris Olfactive
Resupple
Forvägen 17
145 51 Norsborg
Sweden
info@polarisparfums.com

What Personal Data We Collect

When you submit an application, we collect:

— Name
— Email address
— Job title / role
— Brand and company information
— Country and website
— Brand description and application content
— Any information you choose to provide to us

GDPR requires transparency about what categories of personal data are collected.

Why We Process Your Data

We use your data to:

Evaluate applications for Polaris Olfactive Week and related programs

— Communicate with you about your application
— Manage event participation and logistics
— Maintain business and legal records

Providing purpose and legal basis is mandatory under GDPR transparency rules.

Legal Basis

We process data based on:

Contractual steps
Processing needed to review your application and potentially enter participation agreements.

Legitimate interest
Operating, curating, and improving Polaris events and platforms.

Consent (if applicable)
If you separately opt into marketing or optional communications.

Event registrations commonly rely on contractual necessity and legitimate interest.

Who May Receive Your Data

Data may be shared with:

— Polaris internal team
— Event partners or venues (only when necessary)
— Service providers (hosting, CRM, email systems)
— Authorities if legally required
— GDPR requires disclosure of recipients or recipient categories.

International Transfers

If we transfer data outside the EEA, we ensure appropriate safeguards are in place.

Data Retention

We retain personal data only as long as necessary for:

— Application review and event administration
— Legal and accounting obligations
— Historical participation records where relevant
— Retention criteria must be disclosed in privacy notices.

Your Rights

You have the right to:

— Access your data
— Correct inaccurate data
— Request deletion
— Restrict or object to processing
— Request data portability (where applicable)
— Withdraw consent at any time (if consent is the basis)
— Lodge a complaint with your Data Protection Authority
— These rights are core GDPR requirements.

Providing Data Is Voluntary

If you choose not to provide required data, we may not be able to process your application.

Updates

We may update this notice periodically. The latest version will always be available on our website.