Privacy Policy

1. Introduction

Polar Petrochemicals Limited (“Company”, “we”, “our”, or “us”) operates POMEM (Polar Memorandum), an internal enterprise memo management application designed to streamline communication and workflow processes within the organization.

This Privacy Policy explains how we collect, use, protect, and manage information when authorized personnel use the POMEM mobile and web applications.

POMEM is intended strictly for internal use by authorized employees and personnel of Polar Petrochemicals Limited.

2. Information We Collect

POMEM collects only the minimum data necessary to operate securely and efficiently.

2.1 Personal Information

We may collect:

Full Name
Email Address
Employee ID (if applicable)
Department/Role information

This information is used for authentication, memo tracking, workflow routing, and internal communication.

2.2 Usage and Activity Data

We collect in-app activity information such as:

Memos created
Comments and approvals
@Mentions
Login timestamps
Interaction history

This data is required for accountability, workflow transparency, and operational reporting.

2.3 Device Information

For mobile app functionality, we may collect:

Device push notification token
Device type and OS version (for performance optimization)

We do not collect precise location data.

3. How We Use Information

Information collected is used strictly for:

User authentication and access control
Internal memo creation, routing, approval, and tracking
Push notifications and alerts
System performance monitoring
Security and fraud prevention
Administrative reporting

We do not use personal data for advertising or marketing purposes.

4. Push Notifications

POMEM uses secure third-party push notification services (such as Firebase Cloud Messaging or similar infrastructure) to deliver real-time alerts.

These services are used strictly for message delivery and do not receive access to memo content beyond what is technically necessary to deliver notifications.

5. Data Sharing and Disclosure

We do not sell, rent, trade, or distribute user data to third parties.

Information may only be shared:

With authorized internal personnel
With secure infrastructure providers necessary for system functionality (e.g., hosting, push notification delivery)
When required by law or regulatory authority

All third-party services used are industry-standard secure infrastructure providers.

6. Data Security

We implement appropriate technical and organizational security measures, including:

SSL/TLS encryption for all data transmission
Secure backend server infrastructure
Role-based access control
Authentication mechanisms
Restricted database access
Planned VPN hosting for enhanced internal network security

Only authorized personnel can access system data.

7. Data Retention

We retain data only for as long as necessary for operational, legal, and administrative purposes.

Memo records and activity logs may be retained as part of official company documentation and compliance requirements.

8. Data Access and Deletion

Authorized users may request:

Access to their personal information
Correction of inaccurate data
Deletion of personal data (subject to business and legal requirements)

Requests can be made by contacting the system administrator or IT department of Polar Petrochemicals Limited.

9. Children’s Privacy

POMEM is an enterprise business application and is not directed toward individuals under the age of 18.

We do not knowingly collect personal information from children.

10. International Data Transfers

If hosting infrastructure is located outside Nigeria, data may be processed in secure data centers in other jurisdictions. All such transfers are protected by appropriate safeguards and encryption standards.

11. Account Security

Users are responsible for:

Keeping login credentials confidential
Reporting suspected unauthorized access
Logging out of shared devices

The company reserves the right to suspend accounts in cases of misuse or policy violation.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in technology, legal requirements, or operational needs.

Any updates will be reflected by revising the “Last Updated” date above.

13. Contact Information

For privacy-related inquiries, data access requests, or deletion requests, please contact:

Polar Petrochemicals Limited
Email:polarpetrochemicals@gmail.com
Website: https://polarpetrochemicalsltd.com