Privacy policy

This policy explains how Polaris Freight & Shipping handles personal information submitted through this website, the tracking flow and the customer portal. It applies to information we collect directly from you; it does not govern information held by carriers, customs authorities or other parties in the supply chain.

Information we collect

• Contact details you submit: name, company, email address, phone number and message.
• Shipment information: references, routes, cargo details and contact details on the booking.
• Tracking access data: the reference and email used, IP address, browser information and verification attempts.
• Portal activity: shipments viewed, documents downloaded and notification preferences.
• Quote requests and correspondence needed to respond to your enquiry.

How we use it

• To respond to quote requests, messages and support enquiries.
• To verify access to shipment information and prevent unauthorised tracking.
• To provide shipment milestones, documents and service updates.
• To maintain security, audit logs and records of operational changes.
• To meet legal, customs and accounting obligations.

Tracking verification

Access to a shipment timeline requires a valid reference and the email address on the booking, followed by a one-time code. We do not confirm whether a reference or email exists until verification succeeds. Access attempts are logged for security.

Cookies and sessions

The site uses essential cookies only: a staff session cookie, a verified customer session cookie and a short-lived verification cookie. We do not use advertising cookies or third-party analytics trackers on this site.

Sharing

We share information only where needed to provide the service — for example with carriers, clearing agents, warehousing partners, IT service providers and professional advisers — or where required by law. We do not sell personal information.

Retention

Shipment, customs and accounting records are retained for the period required by applicable law and our operational needs. Website enquiry records are kept for as long as needed to handle the enquiry and maintain a reasonable business record.

Your choices

You can manage status and document notification emails from the customer portal, or use the unsubscribe link in any automated email. To request access, correction or deletion of personal information, contact us using the details below. Some records may need to be retained for legal or customs reasons.

Security

We use HTTPS, hashed session tokens, hashed one-time codes, access controls, audit logging and rate limiting. No online system is completely secure; please use a trusted network and keep your email account protected.

Contact

Polaris Freight & Shipping
Collines House, Level 3, Plot 4 Pilkington Road
Kampala, Uganda
info@polarisfr.com · +256 200 920 535

This policy is a general website notice. It should be reviewed against the laws that apply to your business and updated when data practices change.