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TERMS OF SERVICE

LAST UPDATED · 19 MAY 2026

These Terms of Service (the “Terms”) form an agreement between you and Polaris Records Ltd, a company registered in England & Wales (no. 15293821), with its registered office at Suite A, 82 James Carter Road, Mildenhall, Suffolk, England, IP28 7DE (“Polaris”, “we”, “us”, “our”).

They govern your access to and use of the Polaris promotion tracking platform (the “Service”). By creating an account or using the Service you agree to these Terms. If you do not agree, do not use the Service.

1. Eligibility and access

  • The Service is invite-only. You may only create an account using a valid referral code issued by an existing member.
  • You must be at least 16 years old to use the Service.
  • New accounts may be created in a pending state until an administrator assigns a role. Until that happens, your access is limited.
  • You must provide accurate information when you register and keep that information up to date.
  • One account per person. You may not share your account, or transfer it to anyone else.

2. Your account and security

  • You are responsible for keeping your password confidential and for activity that takes place on your account.
  • If you suspect unauthorised access, change your password immediately and revoke other sessions from Settings → Sessions. Changing your password automatically signs out all of your other devices.
  • Administrators and the platform owner may revoke individual sessions, force you to sign in again, or deactivate your account where there is a legitimate reason to do so (for example, a suspected compromise or a breach of these Terms).
  • Sessions automatically expire after seven days.

3. Acceptable use

When using the Service, you agree not to:

  • Use the Service for any unlawful purpose, or in breach of any applicable law or regulation.
  • Upload, store, or transmit material that infringes someone else’s intellectual property, privacy or other rights.
  • Attempt to gain unauthorised access to any part of the Service, any account other than your own, or the infrastructure it runs on.
  • Probe, scan or test the vulnerability of the Service without our prior written permission, except for good-faith security research disclosed responsibly to legal@polarisrecords.net.
  • Interfere with, disrupt, or place an unreasonable load on the Service.
  • Reverse engineer, decompile or attempt to extract the source code of the Service, except to the extent applicable law expressly permits.
  • Use the Service to send spam, malware or harmful content, or to harass other users.
  • Use automated means (scrapers, bots, headless browsers) to access the Service without our prior written permission.

4. Your content

You retain ownership of the content and records you create in the Service — campaigns, creator entries, video links, invoices, cover-art jobs, notes and similar (your “Content”). You grant Polaris a limited, non-exclusive licence to host, store, display and process your Content for the sole purpose of operating the Service for you. We do not use your Content for marketing or sell it to third parties.

You are responsible for the legality of the Content you submit. If your Content includes personal data about third parties (for example, contact details of creators), you confirm you have the right to share that data with us, and we will process it on your behalf for the operation of the Service.

5. Our intellectual property

The Service, including its software, interface, logos and design, is owned by Polaris Records Ltd or its licensors. These Terms do not transfer any ownership rights in the Service to you. You may not copy, modify or create derivative works based on the Service without our written permission.

6. Availability and changes

  • The Service is provided on an “as is” and “as available” basis. We do not guarantee uninterrupted availability and may need to take the Service offline for maintenance, updates or unexpected issues.
  • We may add, change or remove features at any time. Where a change is material we will make a reasonable effort to let you know in the Service.
  • If we discontinue the Service, we will give you reasonable notice and a chance to export your data, where it is technically practicable to do so.

7. Suspension and termination

You may stop using the Service at any time. An administrator can also delete your account on request. We may suspend or terminate your account if you breach these Terms, if your continued access creates a security or legal risk, or if your invitation is withdrawn. Where reasonably possible we will tell you why. On termination, your right to use the Service ends immediately and your sessions are revoked. Sections that by their nature should survive (for example, intellectual property, liability and governing law) will continue to apply.

8. Disclaimers

To the extent permitted by law, the Service is provided without warranties of any kind, whether express or implied, including warranties of merchantability, satisfactory quality, fitness for a particular purpose, or non-infringement. We do not warrant that the Service will be error-free, secure against every possible attack, or that defects will be corrected.

This section does not exclude or limit any rights you may have as a consumer under English law, including under the Consumer Rights Act 2015, that cannot be excluded or limited by contract.

9. Liability

Nothing in these Terms limits or excludes our liability for: (a) death or personal injury caused by our negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot be limited or excluded under English law (including, where you use the Service as a consumer, certain rights under the Consumer Rights Act 2015).

Subject to the paragraph above, and to the maximum extent permitted by law, our total liability to you for any claim arising out of or relating to the Service is limited to the greater of (i) the amount you have paid us for the Service in the twelve months before the claim, and (ii) one hundred pounds sterling (£100). We are not liable for indirect, special, or consequential losses, including loss of profits, revenue, business, goodwill or data.

The Service is currently provided to invited members without charge. This does not affect the liability cap above.

10. Privacy

Our handling of personal data is described in our Privacy Policy, which forms part of these Terms.

11. Complaints

If you have a complaint about the Service, please email legal@polarisrecords.net. We will acknowledge your complaint within 30 days and tell you what we plan to do about it. Complaints about how we handle your personal data are dealt with under our Privacy Policy.

12. Changes to these Terms

We may update these Terms from time to time. If we make a material change, we will update the “Last updated” date and, where practical, notify you in the Service. Continued use of the Service after a change means you accept the updated Terms.

13. General

  • If any provision of these Terms is found to be unenforceable, the remaining provisions remain in full effect.
  • Our failure to enforce a provision is not a waiver of our right to enforce it later.
  • You may not transfer your rights or obligations under these Terms without our written consent. We may transfer ours in connection with a business reorganisation or sale, provided your rights are not materially reduced.
  • These Terms (together with the Privacy Policy) form the entire agreement between you and us about your use of the Service.

14. Governing law and jurisdiction

These Terms and any dispute arising out of them or the Service are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that if you use the Service as a consumer you may be able to bring proceedings in the courts of the country where you are resident.

15. Company details

Polaris Records Ltd
Company registered in England & Wales, no. 15293821
Registered office: Suite A, 82 James Carter Road, Mildenhall, Suffolk, England, IP28 7DE
Contact: legal@polarisrecords.net