Polaryn privacy policy

Operator: Nicholas Thrash

Privacy and support contact: support@polaryn.app

Effective date: 2026-10-30

Scope

This policy describes the native Polaryn iOS app and its supporting workspace services. Workspaces provide staff directories, schedules, reference documents, announcements, onboarding checklists, request-off approvals, and professional credentials. Your organization controls your workspace membership, enabled features, and shared content.

Information used by the service

The service stores information linked to accounts to provide these features:

• Account email addresses, display names, account identifiers, organization memberships, and access roles support sign-in and workspace access.
• Staff names, roles, and phone numbers support organization directories. Administrators can enter directory information. Saving an entry to Contacts is an explicit action on your iPhone; the app does not upload your address book.
• Workspace details, reference documents, resource links, announcements, and checklist instructions support shared operational content. Administrators can publish supported content through the app or the separate management interface.
• Announcement read and acknowledgement records, assigned checklist progress, completion history, and administrative audit records support workspace operations and accountability. Reading an announcement records that it was opened; acknowledging it and completing a checklist task are separate actions.
• Request-off dates, shift choices, and request and decision history support member submissions and administrator review. Private notification inbox entries, read status, and channel preferences support updates about those requests.
• In workspaces that use Credentials, the credential type, an optional label, the credential number, issue and expiration dates, the optional issuing organization, verification link and notes, a photo or PDF of the card or certificate, personal reminders, and administrator review notes and decisions support keeping licenses and certifications current. Only the member and the workspace's active administrators can see a member's credentials and documents. The camera is used only when you choose to scan a card; scanned pages are uploaded as the credential's document and are not saved to your photo library.
• If you enable push notifications, an installation identifier and Apple device token connect this iPhone to one selected workspace at a time. Email notifications use your verified account address. Request-off push and all email start off. In a workspace that uses Credentials, credential push notices are on by default once you allow notifications on this iPhone (the app asks the first time you open Credentials), and they have their own switch.

Authentication, providers, and access

Supabase provides account authentication, database services, and private document storage. Cloudflare provides the app's backend gateway and native schedule service. For connected workspaces, the schedule service retrieves coverage from Amion and Teamup. These providers process the requests needed to operate their respective services. External resources you choose to open are subject to their own policies.

When external notifications are configured and turned on, Resend processes email delivery and Apple processes push delivery. Request-off alerts contain generic update text, without request dates, names, or notes. Credential alerts to a member name the credential type and its timing (for example, that a certification expires in 30 days) and never include the credential number or document contents; credential alerts to administrators show counts only, without member names. Push payloads include identifiers so the signed-in app can check access before opening the update. External notification delivery is disabled until the relevant provider setup is completed.

The app uses signed-in membership checks to scope workspace access. Workspace administrators can manage members and shared content and review the operational records available to their role, including acknowledgement totals and onboarding progress. Authorized service operators can administer the supporting systems and assist with access or recovery. Access controls do not make workspace information inaccessible to these administrators, operators, or supporting service providers.

The native app does not include advertising or cross-app tracking. Its recorded reads, acknowledgements, completions, and administrative actions serve the workspace functions described above.

Device storage and retention

The app saves supported documents, images, directory information, and schedules on the device for faster access and offline use. Signing out, changing workspaces, or deleting an account clears the app's workspace caches. Suspension blocks future server access, but cannot remotely erase information already downloaded or shared. Credential records and documents are not saved on the device: a document is downloaded when you open it and released when the viewer closes. Credentials of a member whose membership stays inactive for 90 days are deleted with their documents. A credentials PDF you export is built on the iPhone without notes or documents, and the app does not upload it. Sharing it writes one protected temporary file that is deleted when the share sheet closes; a copy you send or save elsewhere is yours to manage. The private notification inbox is held in memory while the workspace is open; it is not saved as an offline inbox. Its server records, preferences, device registrations, and delivery outcomes remain until the applicable account or workspace deletion process removes them.

Shared content and operational records remain available until removed through the applicable account, document, or workspace process. Archiving an announcement or checklist preserves its retained history. Unpublishing a managed document removes it from the reader library while retaining its draft and publication history. Permanent managed-document deletion removes that document's draft and publication history; unreferenced private PDF files are removed through scheduled cleanup, which can be delayed by retries. Copies already downloaded or shared are not recalled.

Your account and choices

You can edit your display name and delete your account from Account in the app. Account deletion removes your authentication account, profile, memberships, personal announcement receipts, assigned checklists, personal notification records and device registrations, and your credentials and reminders. Uploaded credential documents are removed by the next scheduled cleanup, usually within an hour. It does not delete shared workspace content you authored. Some retained publication history includes an author-name snapshot even after the account identifier is removed, and text written by workspace members may still mention a person. Contact the operator above about retained personal information or other privacy questions.

If you are a workspace's only administrator, appointing a successor before deleting your account helps the organization retain administrative access. Account deletion remains available without that step.

Changes and contact

The operator will update this policy when the described practices change. The effective date above identifies the published version. Use the privacy and support contact above for questions about the app, access, or your information.