Polar Manifests ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we handle your information when you use our desktop application and related services (the "Software").
1. Information We Collect
To provide and maintain the Software, we collect a minimal amount of information:
Account information: Email address and Discord ID (if linked). Used for account management, authentication, and customer support.
Hardware ID (HWID): A hashed, non-reversible identifier of your machine used solely to bind license keys. This is considered personal data under applicable privacy laws.
Usage data: Games added, removed, or synced. Used for analytics, leaderboard features, and service improvement. This data is tied to your account.
License key: Stored locally on your device and transmitted only to our license validation server over HTTPS.
2. Information We Do Not Collect
We do not collect or store passwords (authentication is handled by our auth provider, Clerk)
We do not collect payment card details (handled by third-party payment processors)
We do not collect personal files, Steam credentials, or game content
We do not track your browsing activity outside the Software
We do not sell, rent, or share your personal data with third parties for marketing purposes
3. How We Use Your Information
The limited information we collect is used exclusively to:
Create and manage your account
Validate your license key and HWID
Provide cloud sync functionality (if enabled by you)
Generate aggregated, anonymized analytics to improve the Software
Communicate with you regarding your account or support inquiries
Enforce our Terms of Service
4. Legal Basis for Processing (GDPR)
If you are located in the European Economic Area (EEA), our legal basis for collecting and using your information is:
Contract performance: Processing your account data and license key to provide the Software you purchased
Legitimate interest: Aggregated analytics, fraud prevention, and service improvement
Consent: Optional features like cloud sync and Discord Rich Presence, which you can enable or disable
5. Data Storage and Processors
Your data is processed and stored by the following services:
BunnyCDN (Global) — Cloud sync files, game manifests, support transcripts
BunnyNet (Global) — License validation via edge workers, CDN delivery
Clerk (US) — Authentication provider
All data is transmitted over HTTPS/TLS. These providers act as data processors on our behalf and are bound by their own privacy and security commitments.
6. International Data Transfers
Our servers and data processors are primarily located in the United States. If you are accessing the Software from outside the US, your data may be transferred to and processed in the US. By using the Software, you consent to this transfer. We rely on standard contractual clauses and processor agreements where applicable.
7. Data Retention
Account data is retained while your account is active
Cloud sync data is deleted 30 days after your plan expires
Support transcripts are retained for 90 days
Activity logs are retained for 12 months, then automatically purged
Upon account deletion, all associated personal data is removed within 30 days
8. Your Rights
Depending on your jurisdiction, you may have the following rights regarding your personal data:
Access: Request a copy of the data we hold about you
Correction: Request correction of inaccurate data
Deletion: Request deletion of your account and associated data
Portability: Request your data in a machine-readable format
Objection: Object to processing based on legitimate interest
To exercise any of these rights, contact us via Discord or email at support@polarmanifests.com. We will respond within 30 days.
9. Data Security
We implement appropriate security measures to protect your data, including HTTPS encryption for all communications, hashed hardware identifiers, and restricted access to user data. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.
10. Data Breach Notification
In the event of a data breach that affects your personal data, we will notify affected users within 72 hours via email or through the Software, and will report to relevant supervisory authorities as required by law.
11. Third-Party Services
The Software interacts with the following third-party services, which have their own privacy policies:
Steam Store API & SteamSpy: Game metadata (descriptions, images, tags, pricing)
Discord: Account linking, community features, Rich Presence
We encourage you to review their respective privacy policies.
12. Cookies and Local Storage
The desktop application uses local storage to persist preferences (theme, view mode, cached data). The website does not use cookies or third-party tracking scripts.
13. Children's Privacy
The Software is not intended for users under 13 years of age. We do not knowingly collect information from children under 13. If we become aware that we have collected data from a child under 13, we will delete it promptly.
14. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on our website and updating the "Last Updated" date. If a change is material, we will provide at least 14 days' notice. Your continued use of the Software after changes constitutes acceptance.
15. Data Controller and Contact
Polar Manifests acts as the data controller for information collected through the Software. For privacy concerns, data requests, or questions about this policy, contact us via our Discord server or by email at support@polarmanifests.com.