Bullpen

Privacy Policy

Effective date: [EFFECTIVE DATE] · Last updated: [LAST UPDATED]

1. Who we are

Bullpen is a phone-first sales app for capturing leads, following up and managing orders. It is run by [COMPANY LEGAL NAME] ("we", "us"). This policy explains what information Bullpen handles, why, and what you can do about it. It covers the Bullpen website and app at bullpen-fe30.onrender.com.

2. Your company's data and our role

Bullpen is a business tool. A company (the "customer") signs up, and its owner adds teammates. Two kinds of information are involved:

• Business data your company puts in, like leads, customers, quotes and orders. Your company decides what goes in and what it's used for. We handle it only to run Bullpen for your company, following your company's instructions. If you are one of your company's customers or leads and want to see or remove your information, please contact that company first. We will help them respond.
• Account information about the people who sign in, like their name and email. We are responsible for this information.

3. What we collect

Account information

• Your name, email address, company name, your access level (for example Owner, Manager, Full app, Caller, Rep or Guest), when you were invited, by whom, and when you joined.
• Your birthday (month and day only, never the year), your country and, if your company adds it, your start date. The app asks for your birthday so Bullwick can celebrate it and your teammates can see it is your day; your country picks which holidays you see.
• Your password, stored only as a scrambled one-way hash (scrypt). We can't read your password.
• If you turn on two-step login: your authenticator app's secret, stored encrypted, and your 10 backup codes, stored only as hashes.
• If you sign in with Google: your name and email from Google. See Google user data for what else that sign-in connects.

Business data you enter

• Leads and customers: names, companies, job titles, phone numbers, email addresses, notes, where you met them, and photos of business cards or lead sheets.
• Quotes, orders, invoices, receipts, samples, reorders, tasks, comments, checklists, team chat messages, files, logos and pictures you upload.
• Call outcomes, follow-up messages and the written transcript and summary of a recorded conversation, when you save them.

Information from services you connect

When you or your company connect another service, Bullpen reads and writes only what the features you use need:

• Gmail: reads messages and threads (for example to show a customer's reply or flag a bounced email), creates drafts, and sends the emails you choose to send, from your own address.
• Google Drive: creates client folders, saves files like invoices and logos, and opens files you pick.
• Google Calendar: reads your events and books, changes or blocks time when you ask.
• GoHighLevel: reads and updates contacts, conversations and text messages, deals (opportunities), calendars and appointments, and reads invoices, estimates, media and users.
• ClickUp: reads and updates tasks, lists, comments and chat. If your company uses this, Bullpen keeps a copy of your ClickUp workspace in its database, refreshed every few minutes, and makes changes in ClickUp as the person making them.
• Slack: posts messages and searches messages. If your company adds Bullpen's assistant to Slack channels, it reads messages in those channels so it can answer questions there.
• Zoom and Canva, only if your company connects them: books meetings (Zoom) and opens or saves designs (Canva).

Connection keys

To act for you, Bullpen saves the access keys (tokens) these services give it, encrypted. If your company adds its own Anthropic AI key, that key is saved encrypted too, and only its last four characters are ever shown.

Usage numbers

• How many AI questions each account asks per day, and for each AI request: the number of words processed (tokens), the cost in dollars, the feature, the person and the day. These are numbers only, never what was asked or answered.
• When someone in an account last used the app, and counts of how many leads, quotes and invoices an account has (counts only, never their contents).
• If a page breaks on your phone, a one-line error report (the error message, where it happened and your browser type) goes into our server log. It is not saved in the database.

Phone alerts

If you turn on phone alerts, your browser gives us a push address for your device. We store it so we can wake your phone.

Technical information

Our servers see your IP address and browser details when you use Bullpen, like any website. Bullpen holds IP addresses in memory briefly to slow down password guessing; it does not save them in its database. Our hosting provider keeps standard server logs for a limited time.

What we don't collect

• No advertising or analytics trackers, and no tracking pixels.
• No payment card details. Bullpen does not take card payments today.

4. How we use it

• To run Bullpen: show your leads, orders and tasks, sync with the services you connect, and keep working offline and catch up when you're back online.
• To sign you in and keep accounts secure.
• To power AI features you use (see AI features).
• To send phone alerts and emails you or your team set up, like invites and reminders.
• To apply plan limits, like daily AI questions and monthly AI budgets, and to warn your account owner at 80% of the budget.
• To give support when you ask, fix problems and improve Bullpen. For example, when the assistant in Slack can't find an answer, we save that question and its reply so we can teach it the missing lookup.
• To follow the law and protect people's rights and safety.

We do not sell personal information, we do not share it for advertising, and we do not use it to build ad profiles.

5. AI features

Bullpen uses AI to read business cards, lead sheets, receipts and order forms; draft follow-up emails and texts; write up recorded conversations; answer questions through the Bullwick assistant; and suggest next steps on a task.

• What is sent: when you use one of these features, the content it needs (for example a photo, a PDF, a transcript, or the relevant leads, tasks or notes) is sent to our AI provider, Anthropic, through its business API, to produce the answer.
• Training: Anthropic's Commercial Terms of Service (effective June 17, 2025) say: Anthropic may not train models on Customer Content from Services. See anthropic.com/legal/commercial-terms. We don't use your data to train AI models either.
• You review everything: AI answers can be wrong. Drafts wait for you, and nothing goes to your customers until a person taps to send it.
• Assistant memory: Bullwick remembers up to 30 short facts about each person (like their shows and goals) and their last 12 exchanges, so it can pick up where you left off. It is built to skip phone numbers, email addresses, card or bank details and passwords.
• Your own AI key: if your company adds its own Anthropic key, AI requests run on your company's own Anthropic account and its agreement with Anthropic.
• Recorded conversations: your phone's or browser's built-in speech-to-text turns speech into words (that may be a service from Apple or Google, under their terms). Bullpen receives the words, and the AI writes them up. The audio itself is not kept by Bullpen. If an optional transcription service (Deepgram) is turned on, the audio passes through our server to that service to be turned into words, and is not kept by us.

6. Who we share it with

We share information only with the service providers that help run Bullpen (our "subprocessors"), with services you connect, and with the people you choose. Each provider handles data under its own terms and privacy policy.

When your browser loads fonts or code from Google Fonts, jsDelivr or cdnjs, those services see your IP address and browser details, as with any website file.

We may also share information:

• Inside your company, according to each person's access level, which your company's owner and managers set.
• To follow the law, such as a valid court order, or to protect the rights, safety and security of people and Bullpen.
• If our business changes hands, for example in a merger or sale. We will tell you before your information becomes subject to a different privacy policy.

7. Sharing you control

• Guests: you can invite someone outside your team as a guest. A guest sees only the tasks or lists shared with them, read only, and nothing else in Bullpen.
• View links: you can make a read-only link to a task. Anyone with the link can see that task's name, status, dates, priority, first names of who's on it, description, checklists, and comments only if you tick that box. Links expire (30 days unless you pick another time), can be turned off any time, and are not indexed by search engines.
• Calendar link: you can turn on a private calendar link for your own calendar app, and turn it off again.

8. Your data is yours

Your company owns the business data it puts into Bullpen. We don't claim any ownership of it.

• From the app menu you can download one file with your leads, orders, pending orders, quotes, deals and receipts at any time (photos are not included in that file).
• Task lists can be downloaded as a spreadsheet (CSV).
• For a complete copy of everything, including photos and files, email [CONTACT EMAIL].

9. How long we keep it

• While your account is open, we keep your data so Bullpen can work. If your account is paused, your data stays until it's turned back on or closed.
• Free accounts that go unused: if nobody on a Free account logs in for 90 days, the account goes to sleep (a login wakes it). If nobody logs in for 180 days, we delete the account's data. We email the account owner first, at about 30, 60, 90, 150 and 173 days, and any login resets the clock. Paid accounts are never deleted this way.
• Deleting a record in the app removes it from our live database. Deleted tasks sit in Trash for 30 days so they can be put back, then are removed for good.
• Database restore copies: our database provider keeps a 7-day restore history and daily snapshots kept for 30 days, so deleted information clears from those copies within about 30 days.
• Other backups: today Bullpen makes no extra backup copies outside its database provider. If that changes, we will update this policy.
• Removing a teammate ends their login. Records they created stay with your company.
• Invites expire after 7 days. View links expire after 30 days unless you pick another time. Recorded audio is not kept.
• Disconnecting a service deletes the saved key for it. Information already copied into Bullpen (for example a ClickUp copy) stays until it's deleted. Information in the other service stays there under that service's terms.
• Closing your account: email [CONTACT EMAIL]. We will delete your company's data within 30 days, apart from anything we must keep by law, and it will clear from restore copies within about 30 days after that.

10. How we protect it

• Every connection to Bullpen uses HTTPS, and the connection to our database is encrypted.
• Saved connection keys and two-step login secrets are encrypted (AES-256-GCM). Only the last four characters of a saved AI key are ever shown.
• Passwords are stored only as one-way hashes. Sign-in is slowed down after repeated wrong passwords or codes.
• Two-step login with an authenticator app is available for every login, with one-time backup codes.
• Each company's data is kept in its own space: one company can never see another company's leads or orders. Inside a company, access levels decide who sees what.
• Our own platform view of accounts shows counts and usage numbers, not your leads or customers. Our team looks at your company's records only when you ask for help, to keep Bullpen secure, or when the law requires it.
• View links use long random codes, and only a scrambled copy of each code is stored.

No system is perfectly secure. If a breach affects your information, we will tell you as the law requires.

11. Cookies and phone storage

Bullpen uses only cookies needed to sign you in. There are no advertising or analytics cookies.

So Bullpen keeps working with no signal, the app also saves working copies of your data and settings in your browser's storage on your phone or computer, and sends changes once you're back online. Phone alerts use a small background script (a service worker). Clearing this site's data in your browser removes them from that device.

12. Google user data

When you sign in with Google, Bullpen asks on the same screen for access to your Gmail (read, draft and send), Google Drive and Google Calendar, so the email, file and calendar features work. You can say no to the extra access, and you can remove it any time in your Google Account's security settings.

• We use Google data only to provide the Bullpen features you use.
• We don't sell it, use it for advertising, or use it to train AI models.
• We send it to others only to run those features (for example to our AI provider to draft a reply), to follow the law, or with your permission.
• People on our team don't read it unless you ask for help, it's needed for security, or the law requires it.

Bullpen's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

13. Your choices and rights

• You can see and correct most of your information in the app, delete records, disconnect services, turn off phone alerts, and download your data.
• You can ask us to access, correct, delete or send you a copy of your personal information by emailing [CONTACT EMAIL]. We may need to confirm who you are first.
• Depending on where you live (for example California and other US states), you may have more privacy rights. We will honor them as the law requires, and we won't treat you differently for using them.
• If your information is in Bullpen because a company using Bullpen entered it, we will pass your request to that company and help them respond.

14. Where your data is stored

We are based in the United States. Bullpen's servers and database are in the United States (Ohio). If you use Bullpen from outside the United States, your information is moved to and handled in the United States.

15. Children

Bullpen is a work tool for adults. It is not meant for anyone under 18, and we don't knowingly collect information from children under 13. If you think a child's information is in Bullpen, contact us and we will delete it.

16. Changes to this policy

We may update this policy as Bullpen changes. We will change the date at the top, and if a change is significant we will tell account owners by email or in the app before it takes effect.

17. Contact us

[COMPANY LEGAL NAME]
Email: [CONTACT EMAIL]
Mailing address: [MAILING ADDRESS]