Privacy Policy
Last updated: 14 November 2026
The short version
- Your bear bots run on your own computers. Their work, your files and your conversations with them stay there.
- Polabot never sees your AI subscription or its password. The bots use the official tools on your machine, signed in as you.
- Our cloud keeps what it needs to sign you in, sync your bots between your devices and relay requests to your computer.
- We do not sell your data, show you ads or use your data to train AI models.
- You can ask us to delete your account and its data at any time: hello@polabot.app.
1. Who we are
Polabot (“Polabot”, “we”, “us”) provides the Polabot apps for macOS, Windows and iPhone, the website at polabot.app and the Polabot cloud service that connects them. This policy explains what personal data we handle when you use them. For any privacy question, write to hello@polabot.app.
2. What we collect
Account
You sign in with Google. From Google we receive your email address, name and profile picture, and we use them to create and show your Polabot account. Sign-in is carried out for us by AkarionHub, our sign-in and billing provider. We never receive your Google password.
Devices
For each computer or phone you sign in on, we store the device name you see in the app, its platform and type, the app version, whether it is currently online and when it was last seen. This is how your account page can list your devices and how requests reach the right machine.
Synced bot settings and memory
To keep your bots the same on every device, the cloud stores what you keep in a synced space: each bot’s settings, instructions, avatar and memory, and your routines, webhook definitions and skills. This content is yours. We store it to sync it and do not read it for any other purpose. A bot’s memory can contain whatever you or the bot wrote into it, so treat it accordingly.
Webhook payloads
When another service calls one of your webhook addresses, the request passes through our cloud on its way to your computer. If your computer is offline, the request is held in a queue for up to 72 hours (at most 200 per device) and then delivered or discarded. We do not keep webhook payloads after that.
Relayed requests
When you reach your computer from another device, those requests and responses travel through our cloud in transit. We do not store their content.
Billing
Payments are processed by Stripe, through AkarionHub. We receive your plan, its status and its billing dates. We never see or store your full card number.
Usage counts and technical logs
We count things your plan limits, such as the number of computers, spaces and webhook deliveries in a month. Our servers and our hosting provider also process IP addresses, timestamps and error information in order to deliver the service, keep it secure and fix faults.
This website
The website uses no analytics, no advertising and no tracking scripts. If you sign in here, we set one session cookie (polabot_session) so you stay signed in. Your language choice is remembered in your browser’s local storage. Fonts are loaded from Google Fonts, which means Google receives your IP address when a page loads.
3. What stays on your machines
- Your AI subscriptions. You sign in to your AI provider on your own computer. Polabot does not receive, proxy or resell that subscription or its credentials.
- Your work with the bots. Prompts and answers go directly between your computer and your AI provider, under your account with them. Conversations, files and what a bot does on screen stay on your computer, unless you put them into synced memory or settings.
- Connected services. When you connect a service such as a mailbox, a code host or an ads account, the bot talks to that service from your computer with the access you granted. That service handles your data under its own policy.
4. How we use data
We use the data above to provide the service: to sign you in, sync your bots, relay and queue requests, apply your plan’s limits, take payment, answer your support requests, keep the service secure and meet our legal obligations. We do not sell personal data, we do not use it for advertising, and we do not use your content to train AI models.
5. Who we share it with
We share data only with the providers that help us run the service, and only as far as they need it:
- Google, for sign-in.
- AkarionHub, for sign-in and billing, and Stripe, for payments.
- Cloudflare, which hosts the website and the cloud service.
- Our cloud-computer hosting provider, if you rent a cloud PC. Your bots then run on that machine.
- Apple, when you install the iPhone app through TestFlight or the App Store.
We may also disclose data when the law requires it, or as part of a merger or sale of the business, in which case this policy continues to apply to your data.
6. How long we keep it
- Account, device and synced data: for as long as your account exists.
- Queued webhook payloads: until delivered, and never longer than 72 hours.
- After you ask us to delete your account: we delete your account, devices and synced data within 30 days, except records we must keep by law, such as invoices.
7. Your choices and rights
You can delete bots, memory and devices in the app at any time, and sign out of any device. You can ask us for a copy of your data, to correct it, or to delete your account and everything stored with it, by writing to hello@polabot.app from the email address of your account. We answer within 30 days. Depending on where you live, you may have further rights under your local privacy law, including the right to complain to your data protection authority.
8. Security
Data travels over encrypted connections, and access to your devices through the cloud is limited to your own signed-in sessions. No system is perfectly secure. If we learn of a breach that affects your data, we will tell you.
9. Children
Polabot is not directed to children under 13, and we do not knowingly collect their data. If you believe a child has given us data, write to us and we will delete it.
10. Where data is processed
Our providers operate in several countries, so your data may be processed outside the country you live in. Where the law requires safeguards for such transfers, we rely on them.
11. Changes to this policy
If we change this policy we will update the date above. If a change is significant, we will tell you in the app or by email before it takes effect.
12. Contact
Polabot · hello@polabot.app