PeerBie Privacy Policy
Introduction
Protecting your privacy is of the utmost importance to us. We want to make your online experience satisfying and safe. As we try to maintain a safe environment on the PeerBie platform, please also be vigilant as you would in real life, after all, we are humans, and we have feelings.
To carry out our business, PeerBie collects, holds, uses and discloses certain types of personal information about you (as a User of our website or specialized apps), so it’s important to confirm we respect your rights to privacy, and how we do so. When our information handling practices change, we will update this Privacy Policy and publish it on this page.
Collection and Storage of Personal Information
Why do we collect your personal information?
At all times we try only to collect the information we need to carry out the particular functions or business activities you’ve asked us to, while providing the highest quality customer service. Reasons for collecting your personal information may include (but aren’t limited to): providing services or communications; answering enquiries, assessing the performance of the Services, with a view to improving them where required; giving you access to protected areas of the Services; conducting business processing functions, including with related bodies corporate, contract service providers and other third parties; to update our records; to reply to any complaint you may make; and to comply with any Government law, rule, regulation or direction.
Your information will not be shared, sold, rented or disclosed other than as described in this Privacy Policy.
What personal information do we collect and hold?
You provide your email address to create a PeerBie account. You may also add other information to your account, such as a profile name, profile picture, and status message. If you use workspace features, you may provide team member information such as names and email addresses.
The personal information we collect and store depends on why you contact us and which PeerBie services you inquire about or want to use. The information may include: your name; mailing or street address; email address; website address; telephone number; fax number; age or date of birth; profession, occupation or job title;, and any additional information required to deliver the Services or reply to your enquires; and any additional personal information you provide us from time to time through the Services, services team or representatives.
How do we collect personal information?
Direct Collection
We usually collect your personal information directly from you. There are several ways we may seek this information, including: through your access and use of the Services; when you complete an online application or form (e.g., “Registration Form” or “Contact Us” forms); during conversations between you and our representatives; through your interaction with us via email; through your interaction with us via our social media channels (which have their own Privacy Policies).
Indirect Collection
We may also collect personal information indirectly from third parties including: publicly available sources; third-party companies such as law enforcement agencies and other Government entities; our network of partners, and affiliates; or your authorized representative, if you have one.
Automatically Collected Information
Usage and Log Information
We collect service-related, diagnostic, and performance information. This includes information about your activity (such as how you use our Services, how you interact with others using our Services, and the like), log files, and diagnostic, crash, website, and performance logs and reports.
Transactional Information
If you pay for our Services, we may receive information and confirmations, such as payment receipts, including from app stores or other third parties processing your payment.
Device and Connection Information
We collect device-specific information when you install, access, or use our Services. This includes information such as hardware model, operating system information, browser information, IP address, mobile network information including phone number, and device identifiers. We collect device location information if you use our location features, such as when you choose to share your location with your contacts, view locations nearby or those others have shared with you, and the like, and for diagnostics and troubleshooting purposes such as if you are having trouble with our app’s location features.
Aggregate Information, Cookies, and Other Tracking Technologies
Regularly, we may collect general, non-personal, statistical information about the use of PeerBies’s such as tallying page views by users, the length of time they spend on each page and tracking user traffic patterns generally. We collect this information through the use of “cookies” and other tracking technologies. A cookie is a small text file we may place in the browser files of your computer. The cookie itself does not contain personal information (although it will enable us to relate your use of the site to information you’ve specifically and knowingly given). The only personal information a cookie can have is information you submit yourself. A cookie can’t read data off your hard disk or read cookie files created by other sites.
We use tracking information to determine which parts of our app users like and don’t like based on traffic to those parts. We don’t track what individual users read, but rather how well each page performs generally. This enables us to enhance the Services for Users and continue building better services for you.
We may also group this information into aggregate user data to, for example: analyze trends and track user movements, then present that data to our existing or potential business partners, sponsors, other third parties; or in reply to a Government request. However, we assure you, this aggregate data will not personally identify you or any other Users.
Since we don’t track the usage patterns of individual users, an advertiser or sponsor won't know that a particular user clicked their ad.
Tracking technologies may record information such as: internet domain and host names; internet protocol (IP) addresses; browser types; and the time and date pages on our Services are accessed. PeerBie does break down overall usage statistics according to a user’s domain name, browser type and MIME type by reading this information from the browser string (information contained in every user’s browser).
Disclosure
When do we disclose personal information?
Your privacy and the protection of your personal information are very important to us. We may share your personal information with associated bodies corporate and our employees who have a “need to know” that information. We may also disclose your personal information to our contracted service providers for the purposes of operating our website or PeerBie’s business (including marketing), fulfilling your requests or otherwise providing our services to you. Our service providers include (but aren’t limited to) website hosting providers, IT system administrators, and professional advisors, e.g., accountants, lawyers, and consultants.
We will take reasonable steps to ensure our service providers are required to protect personal information on our behalf. PeerBie never shares personal information with unaffiliated third parties, such as marketing, advertising, sponsors or partners. In the event PeerBie or its assets are sold, it’s likely our customer, and user information (including personal information) will be one of the assets transferred, and by using our Services, you consent to this.
We may disclose your personal information to any person or organization for any authorized purpose with your express consent.
We reserve the right to use IP addresses and other tracking technologies to identify a user and disclose their personal information only when reasonably necessary to protect our app, users or the public from damage, injury or harm (either intentionally or not); to enforce compliance with our Terms and Conditions, or to comply with the law or valid legal process.
Quality of Your Personal Information
To ensure the personal information we collect is accurate, up-to-date and complete we: record information in a consistent format; where necessary, confirm the accuracy of information we collect from a third party or public source; promptly add updated or new personal information to existing records; and verify our contact lists to check their accuracy.
We also review the quality of personal information before we use or disclose it.
Storage and Security
The security of your personal information is a high priority for us. We may hold your information in either electronic or hard copy form. We take all reasonable technical and secure physical measures to protect it from accidental or unlawful destruction, misuse, interference and loss, and from unauthorized access, modification or disclosure. Steps include: conducting internal audits to assess whether we have adequately complied with security requirements; imposing physical security measures to prevent unauthorized access to rooms or systems storing personal data; requiring all employees to sign a confidentiality clause as a condition of their employment; and electronic security measures in our system including firewalls and data encryption.
Direct Marketing
We may send you direct marketing communications and information about our services and special promotions we think you’ll be interested in. Communications may be sent via email, telephone, SMS, mail or any other electronic means.
You are free to opt-out of receiving our marketing communications at any time, simply by emailing us or using the opt-out facilities provided in the communications. We’ll ensure your name is removed from our mailing list.
Accessing and Correcting Your Personal Information
You have the right to ask for access to personal information that we hold about you, and ask that we correct that personal information. You can ask for access or correction by contacting us, and we must respond within 30 days. If you ask, we must give you access to your personal information, and take reasonable steps to correct it if we consider it is incorrect, unless there is a law that allows or requires us not to.
We will ask you to verify your identity before we give you access to your information or correct it, and we’ll try to make the process as simple as possible. If we refuse to give you access to, or correct, your personal information, we must notify you in writing setting out the reasons.
If we make a correction and we have disclosed the incorrect information to others, you can ask us to tell them about the correction. We must do so unless there is a valid reason not to.
If we refuse to correct your personal information, you can ask us to associate with it (for example, attach or link) a statement that you believe the information is incorrect and why.
The accuracy and retention of personal information
We endeavor to ensure that any Personal Information in our possession is as accurate, current and complete as necessary for the purposes for which we use and/or disclose such Personal Information. If we become aware that your Personal Information in our possession is inaccurate, out-of-date or incomplete, we will endeavor to revise such Personal Information accordingly.
Data Retention: We retain personal data for active accounts for 12 months from the date of last activity. For inactive accounts (no login for 90 or more days), we retain personal data for 90 days from the point of inactivity, after which it is deleted or anonymized. Certain data may be retained longer if required by applicable law. When your Personal Information is no longer required, we will destroy, delete, or convert it into an anonymous form.
Protection of personal information
We endeavor to maintain appropriate physical, procedural and technical safeguards with respect to our offices and information storage facilities in order to prevent any loss, misuse, or unauthorized access, disclosure, or modification of Personal Information.
We further protect Personal Information by restricting access to Personal Information to those employees, contractors, advisers, affiliates and service providers that the management of PeerBie has determined reasonably require access to such information for any of the purposes stated in this Privacy Policy.
Despite these efforts, please note that no data transmission or storage efforts can be guaranteed to be 100% secure. As a result, we cannot guarantee or warrant the security of any information you disclose or transmit to us.
PLEASE NOTE: Some or all of your Personal Information that we collect may be stored or processed on servers located in the United States of America and in other areas outside your jurisdiction of residence, whose data protection laws may differ from the jurisdiction in which you live. As a result, this information may be subject to disclosure to governments, courts, or law enforcement agencies in those jurisdictions according to the laws in those jurisdictions and without notice to us or you. Subject to applicable laws in such other jurisdictions, we will use reasonable efforts to ensure that appropriate protections are in place to require the data processor in that jurisdiction to maintain protections of your Personal Information that are equivalent to those that apply in the jurisdictions in which you live.
Third party websites and services
The Sites or Services may provide access to websites or services owned and operated by third parties. Our Sites and Services also enable you to integrate and connect your PeerBie account to third-party services. These third-party websites and services may have their own privacy policies and are not governed by this Privacy Policy. Furthermore, when you connect a third party service to your PeerBie account, those connections may allow the third party to collect or share data about you. We are not responsible for the privacy practices or the content of any third party websites or services. Third party websites and services may collect, use and disclose Personal Information differently than us, so we encourage you to carefully read and review the privacy policy for each third party website and service that you access or use.
Third-Party AI Sub-Processors: PeerBie uses the following third-party providers to power certain features of the Service. When you use these features, your data may be processed by these providers, each of which maintains GDPR-compliant data processing terms:
– Google LLC (Gemini AI models): Powers Lucy (our AI Chief of Staff) and AI Employee features. Processes message content, tasks, and documents you share with Lucy.
– OpenAI, LLC (Whisper): Powers voice transcription features. Processes audio recordings when you use voice-to-text functionality.
– Recall.ai, Inc.: Powers external meeting recording and transcription. When you enable Lucy to join an external meeting (Zoom, Google Meet, Microsoft Teams), meeting audio and video is processed by Recall.ai. You are responsible for obtaining all required participant consents before enabling this feature.
– LiveKit, Inc.: Powers real-time audio communication in PeerBie Huddles (group calls). Processes audio streams during Huddle sessions.
– Google LLC (Google Calendar, Gmail integration): Processes calendar and email data when you connect your Google account.
– Microsoft Corporation (Outlook, Microsoft Calendar integration): Processes calendar and email data when you connect your Microsoft account.
– Tavily AI: Powers web search features within Lucy. Processes search queries you submit.
By using these features, you acknowledge that your data may be transferred to and processed by these providers. We encourage you to review their respective privacy policies.
AI Memory and Auto-Learning: When you interact with Lucy, PeerBie's auto-learning system may extract and store key facts, topics, preferences, and context from your conversations to build a persistent memory profile. This memory profile is used to personalize Lucy's future responses and is stored in our database scoped to your account. You may request deletion of your memory profile at any time by contacting [email protected].
Third-Party Integration Access: When you connect third-party accounts to PeerBie (such as Gmail, Google Calendar, Outlook, LinkedIn, Instagram, X/Twitter, Slack, HubSpot, Notion, GitHub, and others), you authorize PeerBie to access and interact with those accounts on your behalf. The specific access depends on the integration: email integrations may allow PeerBie to read and send emails; social media integrations may allow PeerBie to post content on your behalf; calendar integrations may allow PeerBie to read and create events. You can revoke these authorizations at any time through your account settings or through the relevant third-party platform.
General data protection regulation (“gdpr”)
PeerBie is committed to protecting our customer’s data in compliance with GDPR. If you are situated in the European Union or European Economic Community, this section applies to our collection, use and disclosure of your personal data and describes additional rights you have under applicable law. If you have any complaints regarding our privacy practices, you have the right to make a complaint at any time to your local supervisory authority. We would, however, appreciate the chance to deal with your concerns before you approach your supervisory authority so please contact us in the first instance. Furthermore, in addition to your right to withdraw consent, and the rights to access, correction, and deletion as set forth in this Privacy Policy, you also have the right (subject to applicable law) to object to and/or request restriction of the processing of your personal data, and to obtain a copy of your personal data. If you would like to exercise any of your rights under GDPR, you can contact our Privacy Officer at [email protected]. Please note that in order for you to assert these rights, we may need to verify your identity to confirm your right to access your personal data. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. In order to verify your identity, we may need to gather more personal data from you than we currently have.
Google user data and Limited Use
PeerBie's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy https://developers.google.com/terms/api-services-user-data-policy, including the Limited Use requirements.
Concretely: when you connect a Google account, we use that data only to provide the features you have asked for — reading and creating calendar events, reading and sending mail where you enable it, and reading files you point us at in Google Drive so that an AI employee can work with them. We do not sell this data, we do not use it for advertising, and we do not use it to train generalised artificial-intelligence models. No human at PeerBie reads your Google data except with your explicit permission, where it is necessary for security purposes, or where the law requires it. You may disconnect any Google integration at any time from your account settings or from your Google account, and deleting your PeerBie account deletes the stored tokens together with the data derived from them.
Zoom integration
PeerBie lets you connect your Zoom account so that you can schedule Zoom meetings from PeerBie. The integration is optional, and each user connects their own Zoom account. A guide to adding, using and removing it is available at https://peerbie.com/zoom-documentation/.
What we receive and store: when you connect Zoom, Zoom gives us OAuth access and refresh tokens, which we store securely with your PeerBie account and use only to create, read, update and delete the meetings you schedule through PeerBie. We also store your Zoom user ID and Zoom account ID, which we use to recognise your account in notifications Zoom sends us; we do not store other Zoom profile information. For each meeting you create through PeerBie, we store the meeting details shown on the meeting post: title, description, start time, duration, meeting ID, passcode, join link and the host start link, which only you as the organiser can see. When a meeting created through PeerBie starts or ends, Zoom notifies us and we record that status so that the meeting post can show it.
What we do not access: the Zoom integration requests only the meeting:write, meeting:read and user:read permissions. It does not give PeerBie access to your Zoom recordings, transcripts, meeting summaries, chat messages or the audio, video or content of your meetings. Lucy’s meeting note-taker, described above under Third-Party AI Sub-Processors, is a separate feature: it joins a meeting as a participant only when you enable it, and it does not use your Zoom connection.
Disconnecting: you may disconnect Zoom at any time, in PeerBie on the web (open the settings menu, the gear icon, then turn off “Integrate Zoom” and choose “Unlink Zoom”) or in Zoom (Zoom App Marketplace, then Manage, Added Apps, and Remove next to PeerBie). When you unlink Zoom in PeerBie, we delete the stored Zoom tokens. When you remove the PeerBie app in Zoom, Zoom notifies us and we delete the stored Zoom tokens together with your Zoom user ID and Zoom account ID. Meeting posts you have already created remain in your workspace, with their details, until you or a workspace administrator delete them; deleting a meeting post deletes its details from PeerBie. PeerBie does not delete meetings from your Zoom account when you disconnect.
Zoom processes your information under its own privacy statement: https://www.zoom.com/en/trust/privacy/privacy-statement/.
Connecting AI assistants (Claude, ChatGPT and other MCP clients)
You can connect PeerBie to an AI assistant such as Claude (Anthropic) or ChatGPT (OpenAI) through the PeerBie connector. The connection is optional, and each person makes their own. A guide is at https://peerbie.com/claude-chatgpt/.
How it works: when you connect, you sign in to PeerBie, choose one workspace and choose “read only” or “read and change”. The assistant then receives an access token that works for one hour and only for the PeerBie connector, and a refresh token to renew it; a refresh token that is not used for 30 days stops working. Every request runs as you, with your permissions in that workspace, so the assistant can only see what you can see in PeerBie. With “read only” it cannot change anything. PeerBie has no delete tools for assistants.
What the assistant receives: only the answers to the requests it makes on your behalf — for example your tasks, projects, goals, meeting notes, calendar events, feed posts or colleagues’ names and titles. What the assistant does with that information is governed by its provider’s terms and privacy policy, not by this policy.
What we keep: for each request we log which tool was used, its inputs and the start of the answer, the time and whether it worked, to run the service securely and to show you the activity. We do not receive your conversation with the assistant, and we do not use data from these requests to train artificial-intelligence models.
Disconnecting: in PeerBie, open Settings (from your profile menu), then Connected apps, and choose Disconnect. All of that connection’s tokens stop working within a minute. Removing the connector inside Claude or ChatGPT removes it only on their side.
Slack integration
A workspace administrator can connect the workspace to Slack through the PeerBie Slack app. The integration is optional.
What it does: every Monday, people who own a key result receive a direct message in Slack from the PeerBie app so that they can update their numbers with one tap; their answers are saved in PeerBie as their own check-ins. When you ask Lucy, your AI Chief of Staff, she can read your Slack mentions and direct messages and send Slack messages for you.
What we receive and store: Slack gives us OAuth tokens for the PeerBie app (and, for the person who connects it, their own Slack token), which we store encrypted and use only for the features above. To match key-result owners with their Slack accounts we look them up by their PeerBie email address; we do not use email addresses from Slack for anything else. We do not copy your Slack message history into PeerBie: messages Lucy reads are processed to answer your request (using Google Gemini, listed above), and only her answer is saved in your Lucy chat. We do not use Slack data to train artificial-intelligence models, and we do not sell it.
Disconnecting: an administrator can disconnect Slack in PeerBie under Integrations, which deletes the stored Slack tokens. You can also remove the PeerBie app from Slack in your Slack workspace settings.
Changes to the Policy
We retain the right, based on our sole discretion, to modify, change, add or remove sections of this privacy policy at any time. Any changes should be notified to you via the email address you have provided to us or via the app. Your continued use of the Services, after the posting of such changes to this privacy policy, will be considered as your acceptance of these changes.