Privacy Policy

1. Introduction

Polara AI Inc. ("Polara AI," "we," "us," or "our") operates the Polara AI platform and its associated products, including Meadow (healthcare), Willow (home services), and Vara (real estate). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

2. Information We Collect

Account Information

When you create an account, we collect your name, email address, and authentication credentials via Google OAuth.

Health Information (Meadow)

If you use Meadow, you may voluntarily provide health-related information including insurance details, medical conditions, medications, allergies, and provider preferences. You may also connect your health records via third-party services (e.g., Flexpa). We treat all health information with the highest level of care and in accordance with applicable regulations.

Contractor Information (Willow)

If you use Willow as a home service contractor, we collect business-related information including: business name, owner name, phone number, email address, trade specialties, service area, CRM connection tokens (stored encrypted), call recordings, call transcripts, lead data (caller name, phone number, service request, address), and follow-up messages sent on your behalf.

Usage Data

We automatically collect information about how you interact with our services, including conversation history, tool usage, device information, IP address, and browser type.

Location Information

We may collect location data (such as ZIP code or city) to provide location-relevant results, such as finding nearby healthcare providers or service professionals.

3. How We Use Your Information

• To provide, operate, and improve our AI agent services
• To find and rank service providers relevant to your needs
• To verify insurance coverage and network status
• To maintain your health memory and preferences across sessions
• To facilitate appointment scheduling and provider outreach
• To send service-related communications (e.g., appointment confirmations)
• To answer and route inbound calls on behalf of contractors
• To qualify leads and book estimates via AI voice agent
• To send follow-up SMS/email messages to contractor's customers
• To sync leads and jobs to the contractor's connected CRM
• To generate weekly performance reports for contractors
• To analyze usage patterns and improve our products
• To comply with legal obligations

4. How We Share Your Information

We do not sell your personal information. We may share your information with:

• Service Providers: Third-party services that help us operate (e.g., cloud hosting, AI model providers, communication services). These providers are contractually obligated to protect your data.
• Healthcare Providers: When you request us to contact a doctor's office or schedule an appointment on your behalf.
• Insurance Verification: We may query insurance directories and federal databases (e.g., CMS) to verify coverage, using only the minimum information necessary.
• CRM Providers: When a contractor connects their CRM (Jobber, Housecall Pro, ServiceTitan), we sync lead and job data to their CRM account. We only access the data the contractor has authorized via OAuth.
• Twilio: We use Twilio for phone number provisioning, call handling, SMS messaging, and call recording/transcription.
• Community Features: If you submit reviews or ratings, anonymized or pseudonymized data may be visible to other users.
• Legal Requirements: When required by law, court order, or governmental regulation.

5. Data Security

We implement industry-standard security measures to protect your information, including encryption in transit (TLS) and at rest, access controls, and regular security audits. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide services. You may request deletion of your account and associated data at any time by contacting us at privacy@polara.ai.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information
• Object to or restrict certain processing
• Data portability
• Withdraw consent at any time

To exercise any of these rights, contact us at privacy@polara.ai.

8. Third-Party Services

Our services integrate with third-party providers including Google (authentication), OpenAI (AI processing), Supabase (data storage), Twilio (communications), and others. Each third-party service is governed by its own privacy policy. We encourage you to review their policies.

9. Children's Privacy

Our services are not intended for users under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of our services after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy, please contact us at:
privacy@polara.ai

Polara AI Inc.
United States