This Privacy Policy explains how PRESENCE APPS LLC(“Beamly,” “we,” “our,” or “us”) collects, uses, discloses, and otherwise processes personal information.

Beamly is primarily a B2B SaaS platform used by employers and other organizations to manage workforce and compliance-related workflows, including employee records, training administration, document uploads, reporting, reminders, and AI-assisted document review.

Depending on the context, we may process personal information in two different roles:

• As a service provider / processor for our customers. When a customer uploads employee information, certificates, or other workforce records to the Services, we generally process that information on the customer’s behalf and under the customer’s instructions.
• As a business / controller for our own operations. When we collect information directly from website visitors, prospective customers, account administrators, billing contacts, and support users, we process that information for our own business purposes.

The categories of personal information we collect depend on how you interact with us and the Services, but may include the following:

We may collect personal information from the following sources:

• directly from you, such as when you create an account or contact us;
• from our customers, such as when a customer uploads workforce or training records to the Services;
• automatically from your use of the Services, such as through logs, cookies, and device identifiers;
• from identity providers and integrations configured by our customers, such as SSO or HRIS connections; and
• from service providers, partners, or publicly available sources where legally permitted.

We may use personal information to:

• provide, host, maintain, and support the Services;
• authenticate users and administer accounts;
• process uploaded records, generate reports, maintain audit logs, and run customer-requested workflows;
• send service messages, reminders, billing notices, and other operational communications;
• review and respond to inquiries, support requests, and feedback;
• improve usability, security, reliability, and performance of the Services;
• detect, investigate, and prevent fraud, misuse, unauthorized access, and other harmful activity;
• comply with law, enforce our agreements, and protect rights, safety, and property; and
• evaluate corporate transactions such as mergers, financings, or acquisitions.

We may also use de-identified and aggregated information for lawful purposes such as operational analysis, service improvement, capacity planning, and internal benchmarking.

Some features of Beamly use automated tools such as OCR, machine learning, rules engines, and third-party AI models to help extract text, classify documents, compare fields, identify missing items, detect anomalies, generate summaries, or assist with verification workflows.

To provide those features, we or our service providers may process files, text, images, prompts, metadata, and related information submitted through the Services.

Automated outputs are probabilistic and may be inaccurate or incomplete. We provide them to support customer workflows, not as a substitute for human review or legal judgment.

Unless we expressly say otherwise in a separate agreement, we do not use customer-submitted personal information to build public profiles about individuals or to target advertising to them across unrelated businesses or services.

We may disclose personal information to:

• Service providers and subprocessors that help us operate the Services, such as cloud hosting, data storage, service monitoring, authentication, customer support, communications, and payment processing providers;
• AI, OCR, and automation vendors that help us process documents, text, or images and provide AI-assisted features;
• Customer-authorized integrations such as HRIS, identity, storage, or messaging providers connected by the customer;
• Professional advisors such as attorneys, auditors, insurers, and consultants where reasonably necessary;
• Governmental authorities or other parties when required by law or when reasonably necessary to protect rights, safety, property, or the Services; and
• Successors or counterparties in connection with a merger, financing, reorganization, acquisition, or sale of all or part of our business or assets.

We do not currently sell personal information or share personal information for cross-context behavioral advertising. We also do not currently use personal information for advertising or behavioral advertising. If these practices change, we will update this Privacy Policy and provide any notices, choices, or consent mechanisms required before using personal information for those purposes.

We retain personal information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide the Services, maintain security and audit logs, satisfy legal, accounting, and reporting obligations, resolve disputes, and enforce agreements.

Retention periods vary depending on the type of information, the customer’s configuration and subscription status, backup cycles, legal obligations, and operational needs.

When we process customer-submitted data on behalf of a customer, our retention of that data is generally governed by the customer’s instructions, contract terms, product settings, and our backup and deletion practices.

We use commercially reasonable administrative, technical, and organizational measures designed to protect personal information against unauthorized access, loss, misuse, or alteration. No method of storage or transmission is completely secure, however, and we cannot guarantee absolute security.

We may process and store personal information in the United States and other locations where we or our service providers operate. Where applicable, we take steps designed to support lawful cross-border transfers.

We currently use cookies and browser storage that are necessary to authenticate users, secure the Services, preserve workflow state, remember preferences or submitted information, prevent fraud, and support reliable operation. This includes authentication and session cookies, short-lived workflow cookies, session storage for authentication and in-progress workflows, and local storage used to remember a submitted waitlist email.

We also collect essential operational data, including security and authentication logs, IP addresses, browser and device context, consent and acceptance records, audit events, service events, and payment-related events, to operate, secure, troubleshoot, and document the Services. This operational collection is distinct from advertising and non-essential analytics or tracking.

We do not currently use advertising cookies, retargeting pixels, behavioral advertising tools, session-replay tools, or non-essential analytics or tracking. Server-to-server Mautic form submissions are used for lead capture and follow-up, not advertising tracking. If we introduce non-essential analytics or advertising technologies, we will update this Privacy Policy and implement any required notices, consent controls, or opt-out choices before using them.

Browser controls and device settings may allow you to block or delete cookies or browser storage, but blocking storage that is necessary to the Services may affect functionality.

Depending on your relationship with us and where you live, you may have rights to request access to, correction of, deletion of, or a copy of certain personal information, and you may have the right to opt out of certain processing or appeal certain decisions.

To submit a privacy request relating to information we control directly, contact us at privacy@getbeamly.com.

If your information was provided to Beamly by a customer, such as your employer, the customer is generally the party responsible for responding to your request. We may redirect your request to that customer or ask you to contact the customer directly.

We may need to verify your identity before processing certain requests, and we may deny or limit requests as permitted by law.

This section supplements the rest of this Privacy Policy for California residents to the extent the California Consumer Privacy Act, as amended, applies.

In the preceding twelve (12) months, we may have collected the categories of personal information described above under “Personal information we collect,” including identifiers, commercial or transactional information, internet or electronic activity information, professional or employment-related information, and inferences or derived information.

We collect those categories from the sources described above under “Sources of personal information,” use them for the business and commercial purposes described above under “How we use personal information,” and disclose them to the categories of recipients described above under “How we disclose personal information.”

California residents may have rights to request:

• the categories and specific pieces of personal information we collected;
• the categories of sources from which personal information was collected;
• the business or commercial purposes for collecting, using, or disclosing it;
• the categories of third parties to whom we disclosed it;
• correction of inaccurate personal information; and
• deletion of personal information, subject to exceptions.

We will not discriminate against you for exercising rights provided by California law.

If we act as a service provider with respect to your information, we may not be the entity responsible for answering your CCPA request, and we may direct you to the relevant customer.

We do not currently sell personal information or share personal information for cross-context behavioral advertising. If that changes, we will update this Privacy Policy and provide any notices and rights required by California law before beginning the new practice.

The Services are intended for business use and are not directed to children. We do not knowingly collect personal information directly from children in a context where parental consent would be required. If you believe a child has provided personal information to us improperly, contact us and we will take appropriate steps.

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and take any additional steps required by applicable law.

If you have questions or requests relating to this Privacy Policy, contact us at privacy@getbeamly.com.

PRESENCE APPS LLC