Privacy Policy - PolarBear

Introduction

PolarBear ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and related services.

Information We Collect

We may collect the following types of information:

Account Information: Name, email address, and profile preferences when you create an account.
Networking Profile Data: Your networking style quiz responses, conversation preferences, and event type settings.
Voice Data: Audio from AI practice sessions is processed in real-time and is not permanently stored unless you explicitly opt in to save session recordings for review.
Usage Data: App interaction data, feature usage patterns, and session duration to improve our services.
Task & Goal Data: Networking goals, follow-up reminders, and task completion data you enter.

How We Use Your Information

We use your information to:

Provide and maintain the PolarBear app and its features
Personalize ice breakers, practice scenarios, and recommendations based on your style
Process voice AI practice sessions in real-time
Track your networking goals and send follow-up reminders
Improve our AI models and user experience
Communicate with you about updates and new features

Data Storage & Security

Your networking preferences and profile data are stored securely using industry-standard encryption. Voice practice session audio is processed in real-time through our AI partner's infrastructure and is not retained after the session ends unless you choose to save it.

Third-Party AI Data Processing & Consent

PolarBear uses OpenAI (OpenAI, L.L.C.) as a third-party artificial intelligence service to power certain features of the app. No data is sent to OpenAI unless you explicitly consent through the in-app AI Data Consent screen presented during onboarding or accessible at any time in Settings.

What Data Is Sent to OpenAI

When you consent and use AI-powered features, the following data may be transmitted to OpenAI's servers for processing:

Voice & Audio Data: Real-time audio from AI conversation practice sessions, used to generate responses and provide feedback during the session.
Networking Profile Data: Your networking style, conversation preferences, and event type settings, used to personalise ice breakers, practice scenarios, and recommendations.
Text Prompts & Conversation Context: Messages and contextual information you provide during AI-powered interactions, such as practice conversations and coaching sessions.
Task & Goal Data: Networking goals and follow-up context, used to generate personalised AI-driven insights and recommendations.

How OpenAI Processes Your Data

Data sent to OpenAI is processed in real-time to generate responses and is handled in accordance with OpenAI's API Data Usage Policies. OpenAI does not use data submitted via our API to train or improve their models. Audio and text data are processed transiently and are not permanently stored by OpenAI after processing is complete.

Your Consent & Control

You are in full control of whether your data is shared with OpenAI:

Opt-In Only: AI features are disabled by default. You must explicitly grant consent before any data is sent to OpenAI.
Withdraw Consent at Any Time: You can revoke your consent at any time through the app's Settings screen (Settings → AI Data Consent). Revoking consent immediately stops all data transmission to OpenAI and disables AI-powered features.
Non-AI Features Remain Available: If you decline or withdraw consent, you can still use all non-AI features of PolarBear.

Other Third-Party Services

In addition to OpenAI, we may use the following third-party services:

Analytics and crash reporting
Cloud storage and authentication

Your Rights

You have the right to:

Access your personal data
Request deletion of your data
Opt out of data collection
Export your networking data
Restart your onboarding and reset your profile
Grant or withdraw consent for AI data processing at any time via the app's Settings

Children's Privacy

PolarBear is not intended for users under 13 years of age. We do not knowingly collect information from children under 13.

Contact Us

If you have questions about this Privacy Policy, please contact us at privacy@polarbear.ai.