Bear Maintenance License Agreement

This License Agreement governs access to and use of Bear Maintenance, a cloud maintenance, production, records, kiosk, reporting, and related workflow platform provided by Bear System LLC. By creating an account, starting a trial, using the service, or allowing users to access a customer workspace, the customer agrees to this agreement.

1. License To Use The Service

Bear System LLC grants the customer a limited, non-exclusive, non-transferable, revocable license to access and use Bear Maintenance for the customer's internal business operations during an active trial, paid subscription, or other approved access period. This agreement does not transfer ownership of Bear Maintenance, its software, source code, hosted service, product design, workflows, documentation, trademarks, logos, domain names, or other Bear System LLC intellectual property.

2. Customer Workspace And Users

The customer is responsible for activity in its workspace, including user invitations, role assignments, kiosk access, uploaded content, production records, maintenance records, and any data entered by employees, contractors, or other authorized users.

3. Trial, Billing, And Cancellation

New accounts may receive a trial period shown during signup, checkout, or account setup. Bear Maintenance may require email verification and Stripe Checkout or another approved billing setup before trial or product access begins. Where a Stripe trial is used, no subscription charge is intended before the trial period ends.

Self-serve subscription billing is handled through Stripe when available. Stripe may provide checkout, subscription management, invoices, payment method updates, plan changes, prorations, credits, and billing portal controls. Enterprise, custom, or manual invoice accounts may be handled directly with Bear Maintenance instead of Stripe.

Authorized shop admins may cancel an eligible Stripe subscription from the billing page when the billing integration is connected. Cancellation is scheduled for the end of the current paid billing period unless Bear Maintenance agrees otherwise in writing. Manual invoice or Enterprise contract cancellation follows the applicable written terms or direct support process. Except where required by law or expressly approved by Bear Maintenance, paid fees are not automatically refundable.

4. Acceptable Use

• Do not attempt to bypass authentication, billing, account limits, tenant isolation, role permissions, or security controls.
• Do not share individual user accounts, guest demo credentials, kiosk links, reset links, or private workspace links with unauthorized people.
• Do not upload malicious code, unlawful content, or data the customer does not have the right to store.
• Do not use another customer's backup, export, credentials, kiosk links, or account data.
• Do not interfere with service operation, monitoring, backups, or platform security.

5. Customer Data

The customer owns its shop data. Bear System LLC may process customer data to provide, secure, troubleshoot, support, improve, and operate the service. Customer data should not include payment card numbers, bank account numbers, social security numbers, protected health information, or other highly sensitive data unless Bear System LLC has expressly agreed in writing.

Bear Maintenance includes reports, audit exports, and backup/export features for authorized users where enabled by plan, role, and account status. Customers that need help exporting, correcting, or deleting account data may contact support. Deletion may be limited or delayed where records are needed for security, billing, compliance, legal, backup, dispute, or audit purposes.

6. Security, Audit Logs, And Support Access

Bear Maintenance maintains security, compliance, support, billing, backup, integration, and operational audit records. These records may include account identifiers, tenant identifiers, timestamps, actor names or emails, action names, affected records, status changes, and short metadata-only descriptions. Audit records are used for security review, customer support, troubleshooting, compliance evidence, access review, incident response, and operational integrity.

Audit records are not intended to store passwords, authentication tokens, card numbers, MFA codes, secret keys, cookies, or sensitive free-form form values. The service redacts sensitive-looking audit details before storing normal audit records. The customer remains responsible for avoiding highly sensitive regulated data in free-form notes unless Bear System LLC has agreed in writing.

Platform owner and approved support access is limited to Bear Maintenance operators with a business need. Real customer accounts are limited to normal security, compliance, support, billing, and operational audit records. Shared Bear Maintenance guest demo accounts may have a separate disclosed owner activity feed for product support, security, and abuse prevention.

Application audit events are targeted for retention for at least 1 year unless a customer contract, legal requirement, security hold, or deletion process requires a different period. Provider logs, database backups, and customer-owned exports may have separate retention windows.

7. Backups And Exports

Backups and exports are intended for the customer workspace that created them. A backup from one customer account may not be restored into another customer account or a new trial account. Bear Maintenance may reject cross-account backups to protect tenant separation and prevent trial abuse.

Customer-owned exports and downloaded backup files become the customer's responsibility after download. The customer is responsible for storing, limiting access to, and securely deleting exported files when no longer needed.

8. Security

Bear System LLC uses reasonable technical and organizational safeguards for the service. The customer is responsible for strong passwords, MFA setup where required, appropriate user permissions, secure handling of exported files, and promptly removing users who should no longer have access.

9. Availability And Changes

The service may change over time as features are added, modified, or removed. Bear System LLC may perform maintenance, deploy updates, suspend unsafe access, or limit features when necessary for security, reliability, legal compliance, or billing enforcement.

10. Support And Service Levels

Bear Maintenance provides support through the public contact address and account support workflows available in the service. Standard support is provided on a commercially reasonable basis and does not guarantee a specific response or resolution time unless a separate written agreement, Enterprise contract, or support plan states one. Production, manufacturing, maintenance, safety, inspection, and compliance decisions remain the customer's responsibility.

11. Ownership And Restrictions

Bear System LLC and its licensors retain all right, title, and interest in Bear Maintenance, including the application code, product structure, user interface expression, workflow design, documentation, names, logos, and service improvements. The customer retains ownership of its customer workspace data and exports.

The customer may not copy, resell, sublicense, reverse engineer, decompile, scrape, benchmark for competitive purposes, abuse, or commercially exploit Bear Maintenance except as allowed by this agreement or written permission from Bear System LLC. The customer may not use access to Bear Maintenance, including trial, guest, demo, or customer account access, to build, train, plan, market, or improve a competing product or service; reproduce Bear Maintenance screens, workflows, route structures, reports, forms, labels, kiosk flows, or documentation for a competing product; or help another person do so.

Customers may use their own customer workspace data and ordinary exports for their internal business operations. This section does not prevent a customer from independently developing its own tools without using Bear Maintenance confidential information, protected product expression, non-public workflows, restricted account access, or breach of this agreement.

Bear System LLC may use feedback, requests, suggestions, and usage learnings to improve Bear Maintenance without owing compensation, provided Bear System LLC does not publish customer confidential workspace data except as allowed by this agreement or the Privacy Policy.

12. Warranty Disclaimer

Bear Maintenance is provided as a software service for operational tracking and workflow support. It does not replace professional judgment, safety procedures, machine lockout/tagout rules, compliance programs, inspections, or required maintenance practices. To the maximum extent permitted by law, the service is provided without warranties not expressly stated in this agreement.

13. Limitation Of Liability

To the maximum extent permitted by law, Bear System LLC will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost production, business interruption, loss of data, or substitute services. Bear System LLC's aggregate liability for claims relating to the service is limited to the amount paid by the customer for the service during the three months before the event giving rise to the claim.

14. Termination

Bear System LLC may suspend or terminate access for nonpayment, failed billing setup, trial abuse, security risk, unlawful use, breach of this agreement, or misuse of the platform. The customer may stop using the service or cancel its subscription subject to the billing terms in effect at the time.

After cancellation, expiration, suspension, or termination, access may continue through any paid period, grace period, or written transition period that applies. Bear Maintenance may later disable login access, retain limited records as described in the Privacy Policy, and delete or archive inactive customer workspace data according to operational, backup, legal, billing, and security needs.

15. Governing Law

Unless a separate written agreement says otherwise, this agreement is governed by the laws of the State of Connecticut, without regard to conflict of law rules, and applicable United States federal law.

16. Privacy

The Bear Maintenance Privacy Policy explains additional data handling, audit log, retention, vendor, and customer responsibility details. The Privacy Policy is available at Privacy Policy.

17. Contact

Questions about this agreement, privacy, security, audit logs, or cancellation can be sent to support@bearmaintenance.net.