Bear Maintenance Privacy Policy

This Privacy Policy explains how Bear System LLC collects, uses, protects, and retains information when providing Bear Maintenance at app.bearmaintenance.net and related Bear Maintenance services.

1. Information We Process

Bear Maintenance processes account details, customer workspace records, machine records, ticket and PM history, employee profile records entered by the customer, media and attachments, billing status metadata, support communications, and operational audit records needed to provide the service.

2. How Information Is Used

• Provide, operate, troubleshoot, secure, and improve Bear Maintenance.
• Authenticate users, enforce permissions, and maintain customer tenant separation.
• Support billing, account administration, customer support, and service communications.
• Maintain security, compliance, backup, restore, and operational audit evidence.

3. Customer Privacy Requests

Customers and authorized account users may request access to, correction of, export of, or deletion of personal information associated with a Bear Maintenance account by contacting support@bearmaintenance.net. Bear System LLC may need to verify the requester and may route workspace data requests through the customer shop administrator when the data belongs to a customer-controlled workspace.

Deletion requests are handled subject to account ownership, billing, security, backup, audit, legal, and support obligations. Some records may be retained where needed for security logs, compliance evidence, billing records, dispute handling, backups, or legal requirements, and may be deleted or de-identified on a delayed backup-retention schedule.

4. State Privacy Notices

Some United States state privacy laws, including Connecticut and California laws when they apply, may give residents rights to access, correct, delete, or receive a copy of certain personal data, and to opt out of certain sales, targeted advertising, profiling, or other covered processing. Bear Maintenance is primarily a business operations platform used by customer shops and may process some employee or contractor information on behalf of the customer that entered it.

Bear System LLC does not sell customer workspace data. Bear Maintenance does not use customer workspace data for third-party targeted advertising. If a state privacy law applies to a customer or user request, Bear System LLC will respond through the contact process above, subject to identity verification, customer administrator involvement where appropriate, and applicable exceptions.

5. Cookies And Similar Technologies

Bear Maintenance uses essential cookies and similar session technologies to keep users signed in, protect forms, remember account context, enforce security controls, and operate the service. The service does not rely on customer workspace data for third-party advertising cookies. Public pages or infrastructure providers may create ordinary operational logs such as IP address, browser, device, referral, and request timing data.

6. Security And Compliance Audit Logs

Bear Maintenance records operational audit history such as account, session, permission, billing and trial, machine/ticket/PM workflow, backup/export, integration, and other security or compliance-relevant activity. Audit records are intended to show who performed an action, when it happened, the affected tenant or record, and a short metadata-only description.

Audit logs are not intended to store passwords, authentication tokens, card numbers, MFA codes, secret keys, cookies, or sensitive free-form values. The application redacts sensitive-looking audit details before storing normal audit records, but customers should still avoid entering highly sensitive regulated data into free-form notes unless Bear System LLC has expressly agreed in writing.

7. Owner And Support Access

Platform owner and approved support access is restricted to Bear Maintenance operators with a business need. Real customer accounts are limited to normal security, compliance, support, billing, and operational audit records. The guest demo activity feed is only for shared Bear Maintenance demo accounts and is disclosed when a guest demo user signs in.

8. Retention

Customer workspace records are retained while the account is active and as needed for support, legal, security, backup, and compliance purposes. 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. Production provider logs and database backups may have separate provider-controlled retention windows. Customer-owned backup ZIP files are controlled by the customer after download.

9. Vendors And Subprocessors

Bear System LLC uses service providers needed to run Bear Maintenance, such as the app hosting provider, database provider, Stripe for checkout, subscription, invoice, and billing portal workflows, SMTP or email delivery providers for verification and notifications, storage or database-backed media providers for uploaded files, logging and monitoring providers, and support or integration tools used to operate customer accounts.

If AI Helper is enabled for a customer workspace and configured with an outside AI provider, tenant-scoped operational context that the current user is permitted to view may be sent to that configured provider to answer operational questions or prepare permitted workflow actions. Security, billing, user, password, MFA, API key, SMTP, environment, and system settings are excluded from the AI Helper context.

10. Sharing

Bear System LLC does not sell customer data. Information may be shared with service providers needed to run Bear Maintenance, with customer-configured integrations, when requested by the customer, or when required for security, legal, billing, support, or compliance reasons.

11. Customer Responsibilities

Customers are responsible for managing their users, assigning appropriate roles, removing access promptly, storing exports and backups securely, and ensuring they have rights to upload or process data in Bear Maintenance.

12. Contact

Questions about privacy, security, audit logs, or data handling can be sent to support@bearmaintenance.net.