Privacy Policy
Effective July 6, 2026
Scope and roles
Ask Ollie is operated by BitBear Systems. For workforce data submitted by a customer, the customer generally determines why and how data is processed and BitBear Systems acts as its service provider or processor. For account, billing, security, and sales data, BitBear Systems may act as a controller or business.
Information we process
We process names, email addresses, profile images, organization memberships, authentication records, uploaded HR documents, chat questions and responses, HR review threads, contact-form details including phone numbers, billing identifiers, usage records, device and security logs, and support communications.
Purposes
We use information to authenticate users, isolate organization workspaces, retrieve approved policies, generate AI-assisted answers, support human HR review, operate billing, answer sales and support requests, prevent abuse, investigate security events, meet legal obligations, and improve reliability.
Service providers
We use Supabase for authentication and databases, Vercel for hosting, OpenAI for document retrieval and AI responses, Resend for email, Stripe for billing, and Google for optional sign-in. Current details are listed on our Subprocessors page.
AI processing
Questions and approved employee-visible documents may be sent to OpenAI to provide the service. Customers should classify documents carefully and must not upload highly sensitive information unless necessary, authorized, and covered by appropriate contractual safeguards.
Retention
Chat sessions are ordinarily retained for 30 days. Closed HR review records are ordinarily retained for 365 days. Customer administrators may configure permitted retention periods. Legal holds, disputes, security investigations, and applicable employment or financial recordkeeping laws may require longer retention.
Disclosure and transfers
We disclose information to service providers under contractual restrictions, to a customer organization and its authorized administrators, when directed by the customer, or when required to protect rights, safety, or comply with law. Providers may process data in the United States and other locations using applicable transfer safeguards.
Security
We use access controls, organization-scoped authorization, encryption provided by our infrastructure vendors, rate limits, audit records, retention controls, and incident-response procedures. No system can guarantee absolute security.
Your choices and rights
Depending on location, individuals may have rights to access, correct, delete, restrict, object to, or obtain a copy of personal information. Workforce users should normally contact their employer first. Requests may also be sent to hello@justaskollie.com. We verify authority and may retain records required by law.
California privacy
BitBear Systems does not sell personal information or share it for cross-context behavioral advertising. California residents may exercise applicable CCPA rights without discrimination by contacting us.
Children
Ask Ollie is a business workforce service and is not directed to children under 13.
Changes and contact
We may update this policy as the service changes. Material changes will be posted here. Privacy, deletion, security, and data-rights questions may be sent to hello@justaskollie.com.