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Privacy Policy

Last updated: October 16, 2026

SquadBear (“SquadBear”, “we”, “us”) provides leave management, time tracking, attendance, team-health and core HR software (the “Service”), operated by Digital Cloud Piotr Giedziun, ul. Belwederczyków 4/6 lok. 6, 51-688 Wrocław, Poland (NIP 8982181101, REGON 361333472). This Privacy Policy explains how we handle personal data when you visit our website, create an account, or use the Service, including our integrations with third-party platforms such as Google sign-in and Google Calendar.

Account and data deletion

Request deletion of your SquadBear account and associated data through the signed-in account form for your data region: European Union or United States. Confirm the request to receive a reference and response date. You can cancel it on the same page until processing starts. Submitting a request does not immediately remove your access.

If you cannot sign in, contact privacy@squadbear.com for help verifying your identity. Do not send your password or authentication codes.

We verify your identity before processing the request. SquadBear handles the account data it controls. For employee records controlled by your employer, we coordinate with your workspace administrator, who determines the applicable retention duties. Erasure of employee records pseudonymizes identity while preserving the balance ledger and audit trail. Account, billing, security or employment records may be retained where a legal obligation or another legitimate retention reason applies; we explain any retained data and the reason when handling your request. See Sections 1, 9 and 10 below for the respective responsibilities and retention practices.

You can start this request in your browser without installing the app. In the mobile app, open the form from Profile → Request account deletion. Signing out or uninstalling the app does not delete your account or server records.

Mobile app

The SquadBear employee app uses your existing workspace account for attendance, leave and related workplace information. It sends sign-in details, attendance actions, correction requests and leave requests to the selected SquadBear region over HTTPS. The service also processes the account and security information described below. The app keeps the session needed to stay signed in in device secure storage, along with local preferences. It does not request access to your device's contacts, location, camera, microphone or calendar.

The optional Clock status uses a local Android notification or iOS Live Activity to show your last confirmed working or break state and open Clock. It is off until you enable it and does not contain your employee name or leave reason. This mobile release does not include advertising, a mobile analytics SDK, crash-reporting SDK or remote push delivery. Links to the web open in your browser, where the website's cookie choices and features apply.

1. Our two roles: processor and controller

SquadBear is sold to organizations to manage their own people. Under the EU General Data Protection Regulation (GDPR) and equivalent laws, our role depends on the data:

  • Employee data your employer puts into the Service - leave records, timesheets, team membership, linked accounts, calendar sync data and team-health responses - is controlled by your employer (the data controller), and SquadBear acts only as a data processor. We process it on your employer’s documented instructions under our Data Processing Agreement. If you are an employee, please raise privacy requests about this data with your employer; we will support them in responding.
  • Data we determine the purposes of - your sign-in credentials, billing-contact details, website and cookie data, and support correspondence - is data for which SquadBear is the controller, and this Policy governs it directly.

2. Personal data we process

  • Identity - name, work email, job title, avatar and country.
  • Authentication - password hash, SSO/OAuth tokens, and security metadata such as IP address and user-agent for active sessions.
  • Leave - requests, balances and ledger entries. Free-text fields (a request’s reason or cancellation note) may contain health or other special-category data if a user chooses to enter it.
  • Time tracking - time entries, notes and linked issue summaries.
  • Organizational - team memberships, work schedules and linked external identities (e.g. Slack, GitHub, Jira handles) used for cross-tool features.
  • Activity - audit logs, notifications and session participation needed to run and secure the Service.
  • Google user data and integrations, when enabled by you or your organization - for Google sign-in, your email address, name, Google user id and profile picture; for the shared absence calendar, the connecting account's email and Google account identifier, and the calendar identifiers, event identifiers, dates, times and timezones needed to write approved leave one way. We do not read other calendars. We retain synchronization state to apply changes, remove managed events and recover from interrupted requests.

Anonymous team-health and retro responses submitted in anonymous or alias mode are keyed to a one-way hash that is rotated when the session closes. This removes the account link, but free text can still contain details that identify someone. These responses are excluded from individual data exports.

3. How we collect it

  • Directly from you when you register, sign in or contact support.
  • From your employer when an administrator adds you as an employee or invites you to a workspace.
  • From your identity provider (Google or Microsoft) - your account email, name and profile identifier, for authentication only - if your workspace enables single sign-on.
  • From connected Google services - when an administrator connects the shared absence calendar, we receive the identity, authorization and managed-event information needed to write approved leave to the one calendar the app creates. We do not read other calendars. Directory synchronization and primary-calendar Out of office are not part of the service we offer.
  • Automatically - strictly-necessary cookies and security logs, plus consent-gated analytics cookies on our marketing website (see our Cookie Policy).
  • When you create a workspace - any campaign parameters (such as utm_source), landing page and referring site that accompanied your sign-up, stored against the workspace so we can understand which channels bring customers. This is first-party data and is not shared with third parties.

For data where SquadBear is the controller, we rely on:

  • Performance of a contract - to create your account, provide the Service and process billing.
  • Legitimate interests - to secure the Service, prevent fraud and abuse, maintain audit trails, and send service-related communications.
  • Legal obligation - to meet accounting, tax and other statutory duties.
  • Consent - where we ask for it, for example optional product communications, which you can withdraw at any time.

For employee data we process on your employer’s behalf, the legal basis is determined by your employer as controller.

5. AI features, agents, the API and the MCP server

SquadBear offers built-in AI features and lets you connect your own assistant. The data flow depends on which feature you use:

  • Optional built-in AI. When an authorized user requests a team-health summary or retrospective assistance, SquadBear sends selected comments or cards and limited context, such as dimension scores, to Cloudflare Workers AI for summaries, suggestions or similarity checks. We remove author labels, but free text may still identify someone. We do not send the full employee directory for these features.
  • Connected assistants (MCP). The MCP server exposes typed tools to an assistant you connect. OAuth scopes and the connecting person's permissions limit each tool call. Results returned to the assistant may be processed by its provider under your agreement with that provider.
  • Operational calculations. Leave balances, coverage risk and numeric team-health trends are computed without a language model.
  • No advertising trackers. Marketing analytics cookies are set only with your consent, as described in our Cookie Policy.

6. Google API user data and Limited Use disclosure

SquadBear integrates with Google APIs for Google sign-in and a shared absence calendar. Directory synchronization and primary-calendar Out of office are not part of the service we offer. This section explains how we handle Google user data:

  • What Google data we access and collect:
    • Google sign-in: Your email address, name, Google user id, and profile picture, to authenticate you and create your account.
    • Shared absence calendar: Access is limited to calendars the app creates. We create one shared calendar and write approved leave to it one way. We do not read other calendars, we do not read busy/free status, and we do not decline meetings. The leave type is omitted from the event title unless an admin opts in. Disconnecting revokes the token. The calendar already created stays in Google until someone there deletes it.
  • How we use Google data:
    • To authenticate users via Google sign-in.
    • To write approved leave one way onto the one shared calendar the app creates.
  • How we store and protect Google data:
    • Shared-calendar tokens are encrypted at rest and sent over TLS.
    • Synchronization state is stored in the workspace data region.
  • Data sharing, advertising, and AI model training:
    • No sale of data: SquadBear does not sell Google user data to third parties.
    • No advertising: Google user data is never used for advertising, marketing, or user-profiling purposes.
    • No AI training: Google user data is never used to train, retrain, fine-tune, or develop generalized artificial intelligence (AI) or machine learning (ML) models.
    • Subprocessors: Google user data is transferred only to trusted infrastructure subprocessors (such as Cloudflare for application hosting) strictly necessary to deliver the Service under binding data protection agreements.
  • Google API Limited Use Policy:
    • SquadBear's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
    • Internal human access to Google user data is strictly prohibited, except: (1) where you give explicit consent for technical support; (2) where necessary for security investigations such as investigating abuse; (3) to comply with applicable law; or (4) for internal operations where the data has been aggregated and anonymized.
  • Revocation of access and data deletion:
    • Disconnect the Google Calendar app from workspace settings, or revoke SquadBear on the Google Account permissions page.
    • To request deletion of your Google integration data and associated account records, contact privacy@squadbear.com or have your workspace administrator initiate an erasure request.

7. Sharing and subprocessors

We do not sell personal data. We share it only with service providers (subprocessors) that help us run the Service, under contracts requiring appropriate safeguards. The live list at /api/subprocessors always reflects what is actually enabled in your deployment:

  • Cloudflare, Inc. (always) - application hosting, database (D1), transactional email delivery and optional Workers AI inference.
  • Stripe, Inc. (when a paid plan is enabled) - billing-contact name and email, and the workspace identifier.
  • Google LLC (when a Google integration is configured) - Google sign-in uses account identity for authentication; the shared absence calendar writes approved leave one way, as detailed in Section 6.
  • Microsoft Corporation (when single sign-on is enabled) - account email address, for authentication only.

We may also disclose data where required by law, or to protect the rights, property or safety of users and the public.

8. International transfers

Workspaces choose a data region at sign-up: the European Union or the United States. Workspace data (the application database and uploaded files) is stored in that region. Interactive requests may be processed at the nearest Cloudflare location; background jobs may run globally. Where a subprocessor processes data outside your region (for example Stripe, Google or Microsoft in the United States, if you enable them), the transfer is covered by Standard Contractual Clauses or another lawful transfer mechanism set out in that provider’s data processing agreement.

The shared calendar's sync state stays in the workspace data region. We do not read calendars the app did not create.

9. How long we keep it

We keep personal data only as long as needed for the purposes above, or as your employer instructs:

  • Webhook delivery logs: 30 days. Read in-app notifications: 90 days. Sent-email records: 30 days.
  • Event-feed history: per plan (30 days on Free, longer on paid plans).
  • Audit logs and the leave-balance ledger are retained while the workspace is active, for compliance and financial-history reasons; identifiers in them are pseudonymized when an employee is erased rather than deleted on a timer.
  • Account and billing data are kept for the life of the account and a reasonable period afterward to meet legal and accounting obligations.
  • Shared absence calendar: Synchronization state is stored in the workspace data region. Disconnecting revokes the token. The calendar already created stays in Google until someone there deletes it. Directory synchronization and primary-calendar Out of office are not part of the service we offer.

10. Your rights

Subject to applicable law you have the right to access, rectify, erase, restrict or object to processing of your personal data, to data portability, and to withdraw consent. Because most employee data sits under your employer’s control:

  • Access & portability - request a machine-readable copy of your data via Notification settings → Your data → Request data export, the API (POST /api/me/export) or the MCP tool export_my_data. We prepare it in the background and notify you when it’s ready to download.
  • Erasure - initiated by your workspace administrator, because your employer holds the lawful basis and any statutory retention duty. Erasure pseudonymizes your identity while preserving the (now pseudonymous) balance ledger and audit trail.
  • Rectification - ask your workspace administrator to update your profile.
  • Opt-out - manage per-category email preferences in-app, or use the one-click unsubscribe link in any notification email. Account emails (password reset, invitations) are always sent.

Where SquadBear is the controller (account, billing and website data), contact us directly using the details below. You also have the right to lodge a complaint with your local data-protection authority.

11. How we protect it

We apply security measures appropriate to the risk: HTTPS/TLS in transit, encryption of the database at rest, salted password hashing, role-based access control enforced consistently across the web app, REST API and MCP server, managed secrets for credentials, and a policy of not writing personal data to operational logs. No system is perfectly secure, but we work to protect your data and to disclose incidents as the law requires.

12. Cookies

The app uses only strictly-necessary cookies. Our marketing website additionally uses Google Analytics cookies, set only with your consent via the cookie banner and revocable at any time. See our Cookie Policy for details.

13. Children

The Service is a workplace tool, not directed to children and not intended for anyone under 16. We do not knowingly collect personal data from children.

14. Changes to this Policy

We may update this Policy from time to time. We will post the new version here and update the date above, and communicate material changes as required.

15. Contact us

For privacy questions or to exercise your rights, contact privacy@squadbear.com. The data controller for controller-stage data is Digital Cloud Piotr Giedziun, ul. Belwederczyków 4/6 lok. 6, 51-688 Wrocław, Poland. Any Data Protection Officer or EU/UK representative we appoint will be named here.