These Terms of Service ("Terms") govern the use of Ron, an AI Talent Manager operated by Polar Bear ("Polar Bear", "we", "us"). By connecting your account, messaging Ron, or using any part of the Service, you agree to these Terms.
Definitions
- "Service": Ron, the AI Talent Manager, including its conversational capabilities in messaging platforms (Slack, Microsoft Teams, WhatsApp, Telegram), its scheduling capabilities, and related setup, configuration and support delivered by Polar Bear.
- "Client": a company or organization that has entered into an agreement with Polar Bear to deploy Ron for its team.
- "User": an individual who interacts with Ron, typically an employee, manager or founder within a Client's team, or an individual who engages with Ron in a demonstration.
- "Client Materials": the org structure, roles, career frameworks, values, policies and other content a Client provides to configure Ron.
- "Personal Data": any information relating to an identified or identifiable natural person, as defined by the General Data Protection Regulation (GDPR).
Eligibility
You must be at least 18 years of age to use the Service. By using Ron, you represent and warrant that you are at least 18 years old.
The Service
Ron is a workplace assistant focused on people development. Depending on the Client's configuration, Ron can hold conversations in the team's messenger, support onboarding of new team members, schedule and prepare meetings such as 1:1s and reviews, send reminders and follow-ups, and provide aggregated insights to the Client's leadership. Ron is configured per Client and acts on the Client's instructions and materials.
Ron is not a substitute for professional advice. Ron does not provide legal, medical, financial or mental-health advice, and is designed to recognize sensitive topics (such as disciplinary matters, health disclosures, discrimination or harassment concerns, and compensation) and refer the User to a designated human contact rather than advise. If you feel a conversation raises concerns, discontinue it and contact your organization's designated contact or Polar Bear support.
Accounts and access
Access to Ron is provided through the Client's messaging workspace (for example, Slack workspace membership) and, where enabled, through connected accounts such as Google. Your identity within the Service is bound to your workspace or connected account identity. You are responsible for keeping your accounts secure.
Google account connection
Where a User connects a Google account, Ron requests only the permissions needed to support scheduling: identifying the connected account, reading calendar availability, and creating, updating or cancelling the meetings Ron books on the User's behalf. Ron does not access Gmail, Drive, Contacts or any other Google product, and does not modify or delete calendar events it did not create. Details of the data involved are set out in our Privacy Policy. You may disconnect your Google account at any time, including by revoking access at myaccount.google.com/permissions.
User conduct
Users are expected to interact with Ron and colleagues respectfully. Inappropriate conduct includes, but is not limited to: offensive, discriminatory or inflammatory language; harassment or bullying; attempts to manipulate the AI system into disclosing other people's information or bypassing its safeguards; and any unlawful use. Polar Bear may restrict or suspend access to protect the Service and its Users.
What Ron does not do
- Ron does not rate or evaluate people, and does not make employment decisions. Decisions about hiring, promotion, compensation or termination are made by humans at the Client.
- Ron does not track working hours or activity.
- Ron does not read messages, channels or documents it has not been given access to.
- Ron does not share one User's information with another User beyond what the configured process requires and the Privacy Policy describes.
AI-generated content
Ron's responses are generated by artificial intelligence. While we design and test Ron carefully, AI-generated content may contain errors or omissions. Ron's outputs (such as summaries, briefs and reminders) are aids to human judgment, not a replacement for it. The Client and its Users remain responsible for decisions made using the Service.
Communications and agreements
Conversations with Ron cannot create binding agreements, contracts or legal obligations beyond these Terms and the applicable Client agreement. Any commitments purportedly made during AI interactions are non-binding and void. Only written agreements executed by Polar Bear are valid and enforceable.
Intellectual property
The Service and its original content, features and functionality remain the property of Polar Bear and its licensors. Client Materials remain the property of the Client. Rights of use for systems and materials built for a Client are set out in the applicable Client agreement. You agree not to copy, modify, resell or distribute any part of the Service without prior written consent.
Feedback
We value feedback. By providing feedback about the Service, you grant Polar Bear a worldwide, royalty-free, perpetual license to use and incorporate that feedback into the Service without restriction.
Fees
Fees for the Service are set out in the agreement between Polar Bear and the Client. Users are not charged individually for interacting with Ron. Users are responsible for any charges from their own network or phone service provider.
Data protection
Our processing of Personal Data is described in our Privacy Policy, which forms part of these Terms. Where Ron is deployed for a Client, Polar Bear processes Users' Personal Data on the Client's behalf under a data processing agreement with that Client.
Limitation of liability
To the maximum extent permitted by law, Polar Bear shall not be liable for any indirect, incidental, special or consequential damages arising from the use of the Service. The Service is provided on an "as is" and "as available" basis, and we make no warranties, express or implied, about its uninterrupted availability or its fitness for a particular outcome. Nothing in these Terms limits liability that cannot be limited under applicable law.
Governing law
These Terms are governed by the laws of the Czech Republic, except where mandatory EU data protection law applies. Disputes arising under these Terms are subject to the jurisdiction of the courts of the Czech Republic, except for data protection matters which may be subject to the jurisdiction provided by the GDPR.
Changes to these Terms
We may update these Terms from time to time. Material changes will be communicated to Clients and, where appropriate, Users at least 30 days before they take effect. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.
Contact
- General inquiries: hi@meet-polar-bear.com
- Privacy and data protection: privacy@meet-polar-bear.com
Operated by Polar Bear · Last updated: July 10, 2026