Beacon Work Privacy Policy

1. Scope of this policy

Beacon provides Beacon Work, a connected software suite consisting of the Beacon app, Command, and Estimator.

This Privacy Policy explains how Beacon (“Beacon,” “we,” “us,” or “our”) collects, uses, discloses, retains, and protects personal information in connection with Beacon Work.

This policy applies to Beacon Work services that link to it, including the Beacon app, Command, Estimator, and their related authentication, billing, Beacon Mail, file, API, and Model Context Protocol features.

Beacon Work is currently offered to United States business customers.

In this policy:

• A “Customer” is a business or organization that creates or uses a Beacon Work workspace.
• A “User” is a person authorized to access Beacon Work through a Customer.
• “Customer Content” means information that a Customer or User submits, imports, sends, receives, or generates through workspace features. Customer Content does not include account, billing, security, or operational records that Beacon creates and maintains for the purposes described in this policy.

This policy also covers visitors to Beacon websites that link to this policy, workspace invitees, email correspondents, people who contact Beacon, and other individuals whose personal information Beacon handles.

For account, billing, support, security, and operational information, Beacon determines the purposes described in this policy. For Customer Content, the Customer determines what information is submitted and how it is used for the Customer’s business, while Beacon processes that information to provide, secure, maintain, and support Beacon Work, comply with applicable law, and follow the Customer’s instructions.

This policy does not govern a third party’s independent handling of information after a Customer or User chooses to connect, authorize, or visit that third party. This policy does govern Beacon’s collection and disclosure of information when enabling that connection.

2. Information Beacon collects and processes

The information Beacon collects and processes depends on which Beacon Work applications and features are used.

Beacon may receive information directly from Customers, Users, visitors, or people who contact Beacon; automatically from devices and services; from workspace administrators, invitees, email correspondents, and other people; and from providers or Customer-configured integrations.

3. How Beacon uses information

Beacon uses personal information to:

• Provide and operate Beacon Work.
• Authenticate Users and maintain account sessions.
• Create and administer workspaces, memberships, roles, and permissions.
• Deliver invitations and account notices.
• Provide projects, tasks, databases, contacts, email, files, estimates, and documents.
• Process subscriptions, billing, refunds, and disputes.
• Complete Customer-configured integrations and workflows.
• Maintain activity history and workspace accountability.
• Communicate about accounts, billing, support, security, and service changes.
• Prevent spam, fraud, unauthorized access, and other abuse.
• Enforce rate limits and security controls.
• Troubleshoot errors and maintain service reliability.
• Investigate security or operational incidents.
• Respond to support, account, and privacy requests.
• Enforce applicable agreements.
• Comply with legal obligations and valid legal process.

4. How Beacon discloses information

Beacon may disclose personal information in the following circumstances.

5. No sale or behavioral advertising

Beacon does not sell personal information.

Beacon does not disclose personal information for targeted advertising based on activity across unrelated businesses or services, sometimes called cross-context behavioral advertising.

Beacon does not integrate third-party advertising, behavioral-analytics, or session-replay tools into Beacon Work.

Beacon does not itself track Users across unrelated websites or services. Other parties may collect information about a User’s activities over time and across different websites or services when the User directly interacts with their features, follows an external link, loads externally hosted content, or connects a Customer-selected service, as described in Section 4.

Because Beacon does not sell personal information or use or disclose it for cross-site behavioral advertising, browser Do Not Track and Global Privacy Control signals do not change Beacon’s current processing.

6. Cookies and local browser storage

Beacon uses cookies and local browser storage through Beacon Work for authentication, security, temporary workflows, and User preferences.

These technologies may be used to:

• Maintain a signed-in session.
• Preserve the selected workspace.
• Complete authentication or connected-account authorization.
• Protect account and destructive actions.
• Complete billing-return flows.
• Complete MCP review and confirmation flows.
• Remember theme, navigation, layout, and pinned-item preferences.
• Prevent duplicate submissions.
• Recover certain unsaved work.

Beacon’s account sessions are time-limited. Cookie and browser-storage lifetimes vary according to their purpose.

Command may store an unsaved document-recovery copy in a User’s browser and make that copy available for recovery for up to 14 days. Command removes expired copies during a later browser-storage cleanup, so expired data may remain until that cleanup runs or the User clears browser storage.

The recovery copy is not saved as a Command document unless the User saves or submits the changes through Command.

Clearing browser storage may remove local preferences and recovery copies sooner.

Beacon does not use cookies for third-party advertising or behavioral analytics.

Google, Microsoft, Stripe, and other connected services may set their own cookies when a User visits or directly interacts with their websites.

7. Customer-controlled content

Customers and their Users determine what Customer Content they submit, receive, and generate through Beacon Work and can manage that content using the retention and deletion controls Beacon Work provides.

Customers are responsible for using Customer Content lawfully, including providing notices or obtaining permissions when required. Beacon remains responsible for its own processing described in this policy.

If your personal information appears in a Customer workspace but you do not have a Beacon Work account, you may contact that Customer or Beacon.

Because the Customer controls its workspace records, Beacon may coordinate the request with that Customer before disclosing, changing, exporting, or deleting the information.

Beacon does not design Beacon Work to request or require Social Security numbers, complete payment-card numbers, account passwords, medical records, or similarly sensitive information in Customer Content. Customers should avoid placing this information in Beacon Work. If a Customer does include it, Beacon processes it as Customer Content under this policy.

8. Retention and deletion

Beacon retains information according to the type of information, how it is used, the Customer’s instructions, and applicable operational or legal requirements.

Current retention behavior includes:

• Active account and workspace information is generally retained while needed to provide the active account or workspace.
• Command and Estimator items placed in Trash remain recoverable for 30 days and then become eligible for deletion from active systems. Deletion may take longer when cleanup is pending or related records must be handled together or preserved.
• A deleted workspace remains recoverable for 60 days. After that recovery period, it becomes eligible for a coordinated purge across Beacon Work. Different categories of workspace information may be removed at different stages, and completion may wait for required billing, provider, email, file, or application cleanup.
• Privacy-export download access expires after seven days. Each export link can be used once.
• Account-erasure requests have a 24-hour cancellation hold. After that hold, Beacon may begin deleting or anonymizing eligible information from active systems, subject to the exceptions and backup lifecycle described below.
• Certain Beacon application runtime records, such as error and service-event records, have retention schedules of up to 180 days.
• Certain Beacon-controlled service-health records, such as availability checks, have retention schedules of up to 400 days.
• Command browser-recovery copies have a 14-day recovery period; deletion occurs during a later browser-storage cleanup.

Some information may be retained longer, including:

• Billing and transaction records.
• Security and fraud-prevention records.
• Activity and audit records.
• Provider delivery records.
• Support, security, and privacy-request correspondence.
• Records establishing that a privacy, deletion, or administrative action was completed.
• Limited workspace identifiers or Beacon Mail addresses retained to prevent them from being reassigned after deletion.
• Information needed to enforce agreements, resolve disputes, satisfy legal obligations, or protect Beacon and Beacon Work.

Beacon retains these records only for as long as reasonably necessary for the applicable purpose, subject to operational and legal requirements.

Account erasure does not automatically delete records owned by an active Customer workspace. Beacon may instead remove or anonymize the former User’s identity and attribution while leaving the Customer’s business records under the Customer’s control.

Backup copies, when they exist, may remain until they are overwritten or deleted under Beacon’s or the provider’s normal recovery schedule. They are not used as active Customer records.

Information sent to Stripe, Postmark, Google, Microsoft, an email recipient, an MCP-compatible client, a Customer-configured endpoint, or another Customer-selected service may remain with that recipient subject to its own retention practices and applicable terms.

9. Choices and privacy requests

Users can review or change certain profile information through Beacon Work. Workspace owners and administrators can manage memberships, invitations, roles, and application access.

An account holder may ask Beacon to:

• Confirm whether Beacon maintains information associated with their Beacon account.
• Provide a copy of available account information.
• Correct inaccurate account information.
• Delete or anonymize eligible account information.
• Revoke a connected MCP authorization.

A workspace export or workspace-level deletion may be requested only by a verified Customer representative authorized to act for that workspace.

If a person’s information appears only in Customer Content, that person should ordinarily direct the request to the Customer that controls the workspace. Beacon may forward or coordinate the request with that Customer.

Before fulfilling a privacy request involving Customer Content, Beacon will verify the requester’s identity and the requester’s authority to act for the relevant workspace.

To submit a request, email infrastructure@beacon.work. Using “Privacy Request” in the subject line will help Beacon route the request but is not required.

Beacon may need the requester to identify the relevant account, workspace, Customer, or email address.

Some information may not be deleted when retention is reasonably necessary for security, fraud prevention, billing, legal compliance, dispute resolution, enforcement, or protection of other people’s rights.

Beacon will review and respond to requests consistently with applicable law and the relationship among Beacon, the Customer, the User, and the person making the request.

10. Security

Beacon uses administrative, technical, and operational safeguards designed to protect personal information.

These safeguards include access controls, session-security controls, protections for data in transit, encryption for certain credentials and privacy-export archives, rate limiting, logging-redaction controls, abuse prevention, and service-health monitoring.

No online service, storage system, or transmission method can guarantee absolute security.

If a security incident triggers a legal notification obligation, Beacon will provide the notices required by applicable law.

11. Children

Beacon Work is business software and is not directed to children under 13.

Beacon does not knowingly permit children under 13 to create Beacon Work accounts. If you believe a child under 13 has created an account or provided personal information directly to Beacon, contact Beacon at infrastructure@beacon.work.

Customer Content may incidentally contain information about children, family members, or other individuals. The Customer controls that content under Section 7, and Beacon remains responsible for Beacon’s processing described in this policy.

12. Processing locations

Beacon and its providers may process information in the United States and in other locations where those providers operate.

Beacon does not currently offer location-specific data-residency commitments.

13. Changes to this policy

Beacon may update this Privacy Policy to reflect changes to Beacon Work, its providers, its data practices, or applicable requirements.

When Beacon updates this policy, Beacon will post the revised version and update its effective date.

If applicable law requires additional notice before a material change takes effect, Beacon will provide that notice by email, an in-product message, or another prominent method. Beacon may provide additional notice in other circumstances.

Beacon will obtain consent before applying a materially different use to information already collected when applicable law requires it.

14. Contact

For questions about this Privacy Policy or to submit a privacy request, contact: