Product Privacy Policy

1. What this policy covers

Aerone Inc. (doing business as Bench or BenchAGI, “we” or “us”) provides the Bench product. This policy describes personal information used in our web application, our iPhone application and that same application running on supported Apple Silicon Macs, and Aurelius and remote Harness Vault features. Features depend on your workspace, device, permissions, and service availability.

Your organization controls the business information in its workspace. We process that information to provide the service under its agreement and our Data Processing Addendum (DPA). We also use account and business contact information to manage access, support, billing, and our relationship with you. The Subscription Terms and DPA govern our contractual obligations; this policy does not amend them. Our Website Privacy Policy separately describes website and marketing activities.

For the business records in your organization’s workspace, such as CRM contacts, deals, messages, and photos, your organization is the controller and we act as its processor under the DPA. We are the controller of your own account information, such as your name, email, sign-in details, settings, and privacy choices.

2. Information we process and why

• Account and access information: your name, email, account identifiers, sign-in information, workspace membership, roles, and device or session identifiers. We use these to sign you in, enforce access, remember sessions, and protect accounts.
• Business records and content: contacts, property addresses, projects, estimates, insurance and claim details, photographs, measurements, documents, and other files you or your organization provide. We use these for the workspace features you use, including CRM, inspections, reports, and collaboration. They can also include deal values, invoices, payments, and sales commissions, including commissions credited to you.
• Agent and communication content: prompts, replies, conversation history, voice recordings or transcripts, and relevant email, calendar, meeting, or messaging information made available through connected services. Enabled features use this context to respond, analyze content, schedule work, and carry out configured tasks. This includes emails and text messages exchanged with your organization’s customers through connected email and SMS services, and messages you send to other members in the app.
• Device, location, and service information: selected media, location supplied to field features, device and browser information, IP addresses, usage and error information, and access and permission records. We use these to provide device features, synchronize work, investigate problems, and secure the service. Location can include your device’s precise location while you use field features and location data stored in photos you upload.
• Billing and support information: subscription and transaction references and information you send when requesting help. We use these to administer the service, resolve requests, and meet legal and accounting obligations. Stripe processes card payments.

Information comes from you, your organization and its permitted users, connected services, and your use of the product. Only provide other people’s information when you have authority to do so, including any required notice or permission for recordings and agent actions.

3. AI providers and your choices

Cloud AI features can send relevant context to external providers for responses, analysis, transcription, or generated speech. The AI sharing notice in the app lists the providers your permission covers. The provider used depends on the enabled feature and its configuration; not every request goes to every provider.

We currently use Anthropic, OpenAI, and ElevenLabs for these features, and Google AI where your organization’s Aurelius runtime is configured for it. Depending on the feature, they generate assistant replies, transcribe audio you record, or generate speech, and they receive the prompts you send, records or files attached to a request, and recorded audio.

The separate AI data sharing control in Account → Privacy explains the providers, information, and uses covered by your permission. Its current scope includes account identity, prompts, customer records, files and media, communications, and diagnostics for direct and background work, including voice. Device location is excluded from that permission; addresses or other location information you include in content can still be part of that content.

For Bench features connected to this control, cloud AI sharing requires an affirmative permission for your account in the selected workspace. Reading this policy, signing in, or accepting subscription terms does not grant that permission. You can withdraw it in Account → Privacy. Withdrawal prevents subsequent covered transfers; it cannot recall information already sent or undo completed actions. Features needing that permission may stop working. Contact us if you cannot access the control.

If we change the providers, information, or uses the notice covers, permission you gave under the earlier notice does not cover new transfers. We will ask you once to review the updated notice, and features that need it stay off until you give permission again.

This control applies to the Bench features described in its notice. It is not a general switch for every service or automation configured on a remote Gateway. Review the remote environment’s provider and automation settings with your workspace administrator.

An enabled agent or scheduled task may work while the app is closed. AI sharing permission and permission to take an action are separate: review your agent instructions, connected services, and scheduled tasks with your workspace administrator. Closing the app or disabling a device permission does not cancel work running on a remote computer.

For Customer Personal Data, the DPA prohibits Aerone from using it to train or fine-tune generative or general-purpose AI models and requires contractual restrictions on AI providers’ training use. Those are contractual protections, not a promise that a provider never retains data. The DPA also limits Aerone’s use of aggregated data to information that does not identify a customer or individual.

We do not use your account information or your organization’s business records to train generative or general-purpose AI models, and our agreements and account settings with Anthropic and OpenAI do not allow them to train their models on it.

4. Your device, cloud storage, and remote Vault

Camera and photo access support selected images and attachments. Microphone access supports recording and voice features. Foreground location supports maps and field activity. You can decline or change these permissions in your device or browser settings; related features may then be unavailable. The current iPhone app requests location while in use, not always-on background location. A device permission does not itself authorize sending information to a cloud AI provider.

Photos you upload can include location (GPS) data from your device, which we keep with the photo. During an active field session, your precise location is shared with your organization’s managers on a live map, and we keep that location history only as long as field operations need it.

The app uses cookies and local storage for sessions, preferences, cached records, and pending work. Product records and uploaded files can also be stored in Bench’s Google Cloud/Firebase services. A local cache is not the only copy of information that has synchronized.

Remote Vault connects your device to the Aurelius/Harness environment on your organization’s associated computer or Gateway. That work runs there, rather than becoming an on-device AI model on your phone or Mac. Information you view or submit travels between your device and that environment. The DPA describes designated private and local-vault data as stored on the customer-owned Gateway, outside Bench’s shared cloud storage. This does not mean all product data stays on your device or that information included in an enabled cloud AI request stays local.

5. Who receives information

Information is available to your organization’s authorized users as permitted by workspace access. We use service providers for hosting, authentication, storage, payments, and enabled AI features. Our Sub-processor List and DPA describe these arrangements and change notices. The DPA requires materially equivalent data-protection obligations for subprocessors handling Customer Personal Data. Services you connect also receive information needed for the actions you authorize and have their own terms and privacy practices.

Authorized Bench personnel may access cloud data or the Gateway for updates, monitoring, troubleshooting, support, and configuration under the customer agreement. We may disclose information where required by law, subject to the DPA’s applicable notice and cooperation obligations. The DPA prohibits selling or sharing Customer Personal Data as those terms are defined there. It sets U.S. processing commitments and notice requirements for changes in processing location.

For account and business contact information we manage, recipients may also include professional advisers, authorities or other parties where disclosure is required by law or needed to protect rights, property, or safety, and a successor in a merger, financing, acquisition, or sale of our business. Customer Personal Data remains subject to the customer agreement and DPA.

We do not sell the personal information this policy covers, share it for cross-context behavioral advertising, or use it to track you across other companies’ apps or websites. Some screens load content from other services, such as Google sign-in and maps, Google Fonts, and videos or documents you choose to open; those services receive your IP address and device information under their own terms.

We store your information in the United States. Some of the service providers on our Sub-processor List, including AI providers, may process it in other countries under the DPA and their terms.

6. Retention, deletion, and privacy requests

Retention depends on the information, the service purpose, the customer agreement, and legal obligations. After termination or expiration of the customer agreement, the DPA provides a 60-day export period followed by deletion from Aerone’s systems within 30 days, subject to different agreed retention periods, routine backup cycles, and legally required retention. These contractual termination terms are not a timetable triggered by an individual account request. Account, billing, support, and security records may be needed to administer the service, meet legal obligations, resolve disputes, or document permissions and security events. There is no single retention period for every category.

The main periods are:

• Your organization’s business records: kept while its agreement is in effect. After it ends, your organization can export them for 60 days, and we then delete them.
• Your own account information: if you delete your account, we delete it within 14 days of your request. You can cancel the request during the first 7 days.
• Backup copies: deleted within 30 days after the active copy is deleted.
• Diagnostic reports and field location history: kept only as long as troubleshooting and field operations need them, and deleted with your account.
• Support requests and agent usage records: pseudonymized when your account is deleted, so they no longer identify you directly.
• Security audit logs: kept only as long as account protection and security investigations need them.
• Billing and tax records: kept as long as the law requires.

To request access, correction, a copy, or deletion of your information, or help withdrawing permission, contact privacy@benchagi.com. We may need to verify your identity and authority. Your rights and applicable exceptions depend on where you live. These may include rights to opt out of sale, sharing, or targeted advertising, to limit certain uses of sensitive information, and to appeal a denied request. An authorized agent may contact us with proof of authority. We do not discriminate for exercising applicable privacy rights. If the information belongs to an organization’s workspace, contact that organization; we assist it under the DPA. You can also contact us to raise a concern about how a request was handled.

Use in-app account deletion when it is available; otherwise contact us at the address above. A request is not confirmation that deletion is complete. Deleting your individual account does not automatically delete your organization’s business records, cancel its agreement, or erase data held independently by a connected service. Removing the app or signing out does not delete information already stored remotely.

7. Security, changes, and contact

Our DPA describes encryption, access controls, tenant separation, updates, support access, and shared security responsibilities. No system provides absolute security. Protect your sign-in credentials and devices, and tell us about suspected unauthorized access.

The product is intended for business use and is not directed to children. Contact us if you believe a child has provided information through the product. We will post policy updates with a new effective date and provide notice of material changes as required by law and the applicable agreement.

Aerone Inc., Lehi, Utah. Privacy questions and requests: privacy@benchagi.com.