BrightGearsPrivacy Policy
Last updated 5 November 2026
Short version: this website sets no cookies and uses no analytics of its own. BrightGears runs on your own server, and our hub receives only what is listed below. We never sell data.
1. Who is responsible
The controller is Klimentiy Bulygin, a private individual doing business as BrightGears. Contact: [email protected].
2. This website
- No cookies, no analytics, no tracking of our own. We set no cookies and load no analytics or advertising scripts.
- No third-party fonts. The fonts are served from this site itself. The one third-party embed is the customer video on the home and customer pages, served by Loom: when it loads, your browser contacts Loom, and Loom’s own privacy policy and cookies apply to it.
- Hosting logs. The site is hosted on Cloudflare Pages. Like any web host, Cloudflare processes your IP address and request details (such as the page, time and browser) to deliver and protect the site. We collect nothing beyond these logs of the host.
- Links out. If you follow a link to LinkedIn or another site, that site’s own privacy policy applies there.
3. When you email us or use the contact form
If you write to us, your email reaches our mailbox (Gmail, via Cloudflare Email Routing), and we use your name, email address and message to reply and to talk about BrightGears with you. We keep that correspondence as long as needed for the conversation and our business records, and delete it on request where the law allows.
The contact form on brightgears.ai works the same way. It sends us your name, email address, company website, team size, what you would use BrightGears for, how you would like to talk and your message. Our Cloudflare Email Worker delivers them to our mailbox as one email, through Cloudflare Email Routing. The website does not store them; we keep them only in our mailbox, as described above.
4. The BrightGears product
BrightGears is installed on your server. Your Slack messages, code, email, documents and other connected data stay there and with the providers you connect, except what you share with us or send us (such as a problem report) and what we reach with your authorization. Your backups go to your own storage, encrypted with your keys, and we do not receive them.
Each install talks to our hub at api.brightgears.ai. The hub receives:
| What | When | Contents |
|---|---|---|
| Enrollment | Once, when the install is connected | A one-time code, an identifier for the install and its server, and the software version. |
| Health | Regularly while the install runs | The software version and basic health; basic usage counts (such as how much work the agents did and how many people used them); a satisfaction score worked out on your server from the team’s messages (only the score leaves, not the messages); and recent error messages. Error lines are filtered to remove email addresses, URL paths and token-like strings; other personal data, such as a name in an error message, can remain. Health data is designed to carry no message text, prompts, code or secrets. |
| Every call | Whenever the install talks to the hub | The install’s IP address and its identifier. |
| Updates | When the install checks for and downloads a release | Which release is requested. |
| Problem reports | Only when a person sends one | The reporter’s description, name and role; the organization name; and the conversation the report is about, with what the agents did and any errors. A report can contain personal data from the conversation, so read it before you send it. |
| Acceptance records | When an owner accepts the agreement in the install | The company name and registration number; the signer’s name, title and email address; the Tailscale login of the person who accepted; the IP address and browser of the device used; the time and the documents accepted. Kept for the term of the agreement plus 6 years, as proof of the contract. |
Why: to deliver updates, see that each install is healthy, count drivers for billing, find and fix problems, support you and improve BrightGears. Where data protection law asks for a legal basis, it is the performance of our contract with you and our legitimate interest in running and improving a reliable service.
Who sees it: we, the software tools and AI model services we use to handle reports and errors, and the providers listed on the Subprocessors page. Your install uses your own AI provider.
Our role: for the hub data above (enrollment, health data and the errors in it) and for acceptance records we are an independent controller, except for personal data of people other than your own users that remains in error lines, which we handle as your processor, and we are also the controller of our customers’ business contact details, which we use for billing, security, support and improving BrightGears. For problem reports, for data on your server that we reach while we work on it, and for any server we host for you, we act on your organization’s behalf as its processor; your organization is in control of that data.
Remote administration: we reach your server to install, update, support and diagnose it only with your authorization, and you can withdraw that authorization at any time. Our agent host, which may do this work, uses AI model services, so what it reads on your server is processed by them.
5. How long we keep it
- Problem report contents on the hub: 30 days after we acknowledge the report, and we acknowledge reports within 30 days of receipt; the report’s status is kept.
- Copies of problem reports in our triage records and notes: deleted or de-identified on request, and at the latest 60 days after our agreement with you ends.
- Health data (heartbeats): 30 days. Alerts raised from it: 90 days. Front-end and turn errors: 30 days after they were last seen.
- Messages from the hub to an install: 180 days.
- Install, organization and report-status records: the term of our agreement plus 30 days, except that an install record referenced by an acceptance record is kept with it.
- Acceptance records and the documents accepted: the term of our agreement plus 6 years.
- Hub backups: 14 days.
6. Sharing
We do not sell personal data and do not share it for advertising. We share data about your install only with the providers on the Subprocessors page, to run the service, or when the law requires it. Email you send us is kept in our own mailbox (Gmail). These providers may process data in countries other than yours.
7. Your rights
Depending on where you live, you can ask to access, correct, delete or export your personal data, or object to or restrict its use. Write to [email protected]; we reply within one month. You can also complain to your data protection authority.
If your employer uses BrightGears, your employer decides what happens to the data on its own server; we will pass your request on to them where it concerns that data.
8. Children
BrightGears is a business product and is not meant for children.
9. Changes
We post changes to this policy here, with a new date. For material changes we tell current customers by email.