This policy is about the Bearhug mobile and web application (the “App”) — the field-sales companion that Bearhug It, Inc. (“Bearhug”, “we”, “us”) publishes and operates. It says, in plain terms, what the App collects, where that information goes, who else receives it, how long it is kept, and how to ask for it to be removed. Our website has its own privacy policy; where the two differ about the App, this page controls.
1. Who the App is for, and who is responsible for the data
The App is a business tool. It is provided only to employees and authorised representatives of organisations that have deployed Bearhug (each a “customer organisation”), such as Legends Marketing & Sales. You sign in with the work account your organisation gave you; the App cannot be used with a personal account, and a person who has not been set up by their organisation sees no business data.
The business records in the App — customer accounts, contacts, visits, quotes, commission figures — belong to your customer organisation. Your organisation decides what goes into the App and why, and is the controller of that data. Bearhug operates the App on the organisation’s behalf as its processor (service provider). For the limited things we decide for ourselves — keeping the App secure and working — we act as a controller.
2. What the App collects, and what it does with it
Your work identity
You sign in through Microsoft Entra ID with your organisation’s work account. From that sign-in we receive your name, your work email address and a unique account identifier. We never see or store your password. We use these to sign you in, to show you only the accounts and figures assigned to you, and to record which user made an entry. The account identifier is also kept on your device so that work you record while offline is sent under your identity and nobody else’s.
Location
With your permission, the App uses your device’s precise location only while the App is open and in use:
- when you check in to, or out of, a customer visit, the App records your location at that moment on the visit record;
- when you sort accounts by distance or open the map, your current location orders the list and centres the map;
- while the App is open, it may notice that you have arrived at one of your accounts and suggest a visit. Nothing is recorded unless you confirm the suggestion.
The App does not track your location in the background, does not collect it when the App is closed, and does not build a history of your movements. You can refuse or withdraw location permission in your device settings; check-in, distance sorting and the map become limited and the rest of the App keeps working.
Camera
With your permission, the App uses the camera only to scan product barcodes in the cross-reference feature, and only when you start a scan. It does not take, store or upload photographs.
Your work email and calendar
If your organisation has enabled it, the App shows your work mailbox and calendar through Microsoft Graph, using permissions your organisation’s administrator approved. On your instruction the App can read and search your mail, send new messages, reply and forward, mark messages read, move or archive them, and move a message to Deleted Items; it can read your calendar, and, through the assistant described below, create or change events. Your messages and events stay in your Microsoft mailbox and calendar; Bearhug’s servers relay them to your screen and do not keep copies.
Business records
The App shows and lets you record your organisation’s business information for your role: customer and distributor accounts, the people at those accounts (business contacts — the App never reads the contacts stored on your phone), visit and call notes, planned work, sample drops, quotes, product cross-reference and pricing, and your own commission statements. This information is your organisation’s business record and is shown to you according to your role and assigned accounts.
Sales collateral files
You can browse and download your organisation’s sales collateral from its Microsoft 365 library and pin files to your device for offline use. Unpinning a file removes the local copy.
Diagnostics
The App’s servers record technical diagnostics — errors, response times, app version, and standard request logs — in Microsoft Azure Application Insights, so we can keep the App reliable. These are kept for 90 days. They are not used for advertising or to build a profile of you.
Stored on your device
So that the App works without a signal, it keeps a copy of your recent accounts, visits, tasks, quotes, cross-reference and pricing data on the device for up to 24 hours, keeps any work you record offline until it has been sent, and keeps files you have pinned until you unpin them. Uninstalling the App removes all of it.
3. The AI assistant (“Teddy”)
Bearhug includes an optional assistant, available only to people your organisation has enabled. When you use it, your question and the information the assistant retrieves in order to answer are sent to Anthropic PBC, our AI provider, over an encrypted connection. Depending on what you ask, this may include the contents of your own work emails, your calendar entries, and the name, job title, phone number, email address and location (city and state) of business contacts in your accounts. It does not include your commission statements. Files are referenced by name and link only — their contents are never sent. We send this information only to produce the answer you asked for. Bearhug’s servers do not keep a record of your assistant conversations: the conversation exists on your screen while you are on the assistant page and is sent along with each new question, and nothing is written to our database. The assistant is not used, and nothing is sent to Anthropic, unless you open it.
4. Who else receives information
Anthropic, described above, is the only party that receives your information for the App’s purposes beyond the companies that run the App’s own infrastructure:
- Microsoft — Entra ID signs you in; Microsoft Graph provides your mailbox, calendar and collateral files; Microsoft Azure hosts the App’s services, database and diagnostics.
- Mapbox — renders the map. When a map loads, the map tiles for the area on your screen are requested from Mapbox. Mapbox’s mapping library also reports its own usage directly to Mapbox each time a map opens — that a map was loaded, and basic information about how quickly it loaded. That report includes a random identifier Mapbox generates for the App on your device so that it can count map sessions; it is not your name, your account, or your device’s own advertising or hardware ID. We do not set or read that identifier, and the App does not currently switch this reporting off.
- Anthropic — the assistant, only when you use it.
These providers process information on our behalf under their own terms and security obligations. We do not sell personal information, we do not use it for advertising, and we do not share it with anyone else for their own purposes. We may disclose information if the law requires it.
5. Security
Every connection the App makes is encrypted in transit. Access requires a current sign-in through your organisation’s Microsoft account, and what you can see is limited to your role and assigned accounts. No system is perfectly secure, but access to your organisation’s business data is the thing we treat as our greatest responsibility.
6. How long information is kept
- Business records (accounts, visits, quotes, notes, commission history) are your organisation’s records and are kept under its own retention rules for as long as it needs them.
- Your identity (name, work email, account identifier) is kept while you are an authorised user of your organisation’s Bearhug deployment, and afterwards only as part of the records above.
- Diagnostics are kept for 90 days.
- Mail, calendar and files live in your own Microsoft 365 account under its retention, not ours.
7. Asking for your data to be corrected or removed
Because the App is deployed by your employer, requests are handled through your organisation. This is what actually happens:
- Who you contact. Your organisation’s Bearhug administrator. For Legends Marketing & Sales that is Ryan Sellars, rsellars@legendsmarketing.com. You can also write to Bearhug at privacy@bearhugit.com; today both addresses reach the same person.
- What that person does. Within five business days the administrator confirms the request came from your work account and tells you what will happen. Within thirty days the administrator removes your access to the App and marks your user record inactive, so your name, work email and account identifier no longer sign in or appear as an active user; asks you to uninstall the App, which removes the copy on your device; and corrects any personal detail you have shown to be wrong.
- What stays. Visits, quotes, call notes and other entries you made are your organisation’s business records and remain under its retention rules, as does your commission history. Your mail and calendar are in your own Microsoft account and are governed by your organisation’s Microsoft 365 policies. Diagnostics age out at 90 days on their own.
Bearhug assists your organisation with every such request. If you are not a user through an employer — for example you were given a trial account by Bearhug directly — write to privacy@bearhugit.com and the same steps are carried out by Bearhug.
8. Children
The App is a business tool for authorised personnel and is not directed to children. We do not knowingly collect information from anyone under 16.
9. Changes to this policy
When this policy changes we update this page and the dates above. If a change is material, we give notice in the App.
10. Contact
Bearhug It, Inc.
8 The Green, Suite 25629
Dover, DE 19901
United States
Privacy enquiries:
privacy@bearhugit.com
Phone: (302) 313-2971