1. Purpose
This Privacy Policy explains how been collects, uses, stores, protects, and manages personal information. Its purpose is to provide participants with clear and transparent information about what information may be collected, why it is collected, how it is used, and the choices available regarding personal information.
Respect for privacy is a fundamental ethical commitment of been. Protecting personal information is not only a legal obligation but also an essential expression of respect for the trust participants place in the Companion. Information is collected only to the extent reasonably necessary for legitimate and clearly communicated purposes. Every effort is made to minimize unnecessary collection while supporting the safe, reliable, and responsible operation of the Companion.
2. Scope
This Privacy Policy applies to all individuals who access or use been, including pilot participants, registered users, and individuals who interact with the Companion through official websites, applications, or supported platforms.
The policy applies to information collected through participant accounts, conversations, journals, feedback forms, research participation, support requests, and other services directly provided as part of been.
This policy does not apply to third-party services that operate independently of been. Where participants use external services or integrations, those services remain subject to their own privacy policies and terms of use.
3. Information We Collect
The information collected depends on how participants choose to use the Companion. Whenever possible, participants decide what information they wish to provide.
Account Information
If participant accounts are used, we may collect information necessary to create and maintain an account, including:
- Name or chosen display name
- Email address
- Authentication information (such as sign-in through supported providers)
- Account preferences and settings
Only the information reasonably necessary to provide the service is collected.
Conversation and Journal Information
Participants may voluntarily share information while interacting with the Companion.
This may include:
- Conversation text
- Journal entries
- Reflections
- Responses to prompts
- Other information intentionally entered by the participant
Participants remain responsible for deciding what they choose to share. The Companion does not require disclosure of personal information beyond what participants voluntarily provide.
Technical Information
To maintain security, reliability, and performance, been may automatically collect limited technical information, including:
- Device type
- Browser type
- Operating system
- IP address
- Session information
- Error logs
- Diagnostic information
- Basic usage analytics
This information is used only for maintaining service reliability, improving performance, protecting platform security, detecting technical issues, and supporting responsible system administration.
Feedback and Support
Participants may voluntarily provide additional information through:
- Feedback forms
- Support requests
- Pilot evaluations
- Research questionnaires
- Communications with the development or research team
Providing this information is optional unless specifically required for participation in an approved research study.
Research Information
Where participants voluntarily take part in research activities involving been, additional information may be collected in accordance with the relevant Participant Information Sheet and Informed Consent document.
Participation in research is voluntary. Choosing not to participate in research will not affect access to the Companion unless the service is explicitly being offered as part of a research-only study.
4. Why We Collect Information
Information is collected only for legitimate, transparent, proportionate, and ethically justified purposes. Depending on how been is used, information may be processed to:
- provide and maintain the Companion;
- create and manage participant accounts;
- support conversations and journal functionality;
- maintain the security, stability, and reliability of the service;
- respond to participant questions and support requests;
- improve the quality, safety, and performance of the Companion;
- conduct approved research where appropriate consent has been obtained; and
- comply with applicable legal and regulatory obligations.
Information will not be collected or processed for purposes that are incompatible with these stated objectives without appropriate notice and, where applicable, participant consent.
5. How We Use Your Information
Information collected through been is used only for purposes that are consistent with the operation, governance, and responsible development of the Companion.
Depending on how participants use the service, information may be used to:
- provide access to the Companion and its features;
- maintain participant accounts and preferences;
- support conversational and journal functionality;
- improve the reliability, quality, and safety of the service;
- identify and resolve technical issues;
- respond to participant enquiries and support requests;
- evaluate and improve the methodology and implementation of the Companion;
- conduct ethically approved research where participants have provided appropriate informed consent; and
- comply with applicable legal obligations.
been does not use participant information to manipulate behavior, personalize persuasive content, or optimize conversations for engagement. Information is processed only to support the intended purpose of the Companion and to strengthen its safety, reliability, transparency, and methodological integrity.
6. Research Use of Information
One of the long-term goals of been is to contribute to the scientific understanding of perception, recognition, and conversational methodology. Research is therefore considered an important part of the Companion's ongoing development.
Where participant information is used for research purposes, this will occur only under appropriate ethical governance and, where required, with informed participant consent. Research activities will be conducted in accordance with applicable ethical standards, institutional requirements, and relevant legal obligations.
Participants will be informed when their information may contribute to research, and participation in research will remain voluntary unless the Companion is explicitly offered as part of an approved research study.
Whenever reasonably possible, research will use information that has been de-identified or anonymized. Findings will be reported in ways that protect participant privacy and prevent the identification of individuals.
Participant information will never be sold or used for research in ways that are inconsistent with the purposes described in this Privacy Policy.
7. Data Storage and Security
been is committed to protecting participant information through appropriate technical, organizational, and administrative safeguards.
Reasonable measures are implemented to help protect information against unauthorized access, disclosure, alteration, loss, or misuse. These measures may include secure authentication, encrypted communication, access controls, system monitoring, and other security practices appropriate to the nature of the information being processed.
Although every reasonable effort is made to safeguard participant information, no method of electronic storage or internet transmission can be guaranteed to be completely secure. Participants should therefore recognize that all digital services involve some degree of inherent risk.
Security practices will continue to evolve as the Companion develops and as new technologies, standards, and risks emerge. Significant changes affecting the protection of participant information may be reflected in the Companion's governance documentation where appropriate.
8. Sharing of Information
been does not sell, rent, or trade participant information.
Information may be shared only when reasonably necessary to operate the service responsibly or when required by applicable law. Depending on how the Companion is implemented, this may include sharing information with trusted service providers who support secure hosting, authentication, artificial intelligence infrastructure, technical maintenance, analytics, or other operational services.
Where third-party providers process information on behalf of been, they are expected to handle that information in accordance with appropriate contractual, security, and privacy obligations.
Information may also be disclosed where required by applicable law, legal process, or where necessary to protect the safety, rights, or security of participants, the public, or the service itself.
Outside these circumstances, participant information will not be shared without the participant's knowledge or, where applicable, their consent.
9. Data Retention
Participant information is retained only for as long as reasonably necessary to provide the Companion, fulfil the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, maintain the integrity of approved research activities, or protect the security and operation of the service.
Different categories of information may be retained for different periods depending on their purpose. Specific retention periods and deletion procedures are described in the Data Retention and Deletion Policy, which forms part of the Governance Framework for been.
When information is no longer required for these purposes, reasonable steps will be taken to securely delete, anonymize, or otherwise dispose of it in accordance with applicable legal, ethical, and organizational requirements.
10. Your Rights
been respects the rights of participants to understand and, where applicable, exercise control over their personal information.
Depending on the laws that apply to your location and the way you use the Companion, you may have the right to:
- request access to the personal information held about you;
- request correction of inaccurate or incomplete information;
- request deletion of your personal information, subject to applicable legal, contractual, or research obligations;
- withdraw consent for processing where consent is the legal basis for processing;
- object to or request restrictions on certain forms of processing, where applicable; and
- request information about how your personal information has been collected, used, or shared.
Requests relating to personal information will be considered in accordance with applicable laws, ethical obligations, and the operational requirements of the service. Some requests may be limited where information must be retained to comply with legal obligations, protect the security of the service, preserve the integrity of approved research activities, or safeguard the rights of other participants.
11. Children's Privacy
been is designed for adults and is not intended for use by children without the involvement and consent of a parent, legal guardian, or another person legally authorized to provide consent on their behalf.
The Companion is not intended to knowingly collect personal information from children in violation of applicable laws. Where it becomes apparent that information has been collected from a child without appropriate authorization, reasonable steps will be taken to delete that information in accordance with applicable legal requirements.
Future services specifically designed for younger users may be governed by separate privacy policies that provide additional protections appropriate to their age, developmental needs, and legal circumstances.
12. International Use
been may be accessed by participants from different countries and jurisdictions. As a result, personal information may be processed or stored in countries other than the participant's country of residence, depending on the technical infrastructure supporting the service.
Where international processing or transfer of personal information occurs, been will seek to implement appropriate safeguards consistent with applicable privacy laws and recognized standards for the protection of personal information.
Participants should be aware that privacy rights and legal protections may differ between jurisdictions. Regardless of where information is processed, been remains committed to the ethical principles, privacy commitments, and governance standards described throughout the Governance Framework.
13. Changes to This Privacy Policy
This Privacy Policy may be updated from time to time to reflect changes in the Companion, applicable laws, technological developments, research practices, or governance processes.
When changes are made, the revised version will indicate the updated version number and effective date. Where changes materially affect participant rights or the handling of personal information, reasonable efforts will be made to notify participants before those changes take effect.
Continued use of been after an updated Privacy Policy becomes effective constitutes acceptance of the revised policy, except where applicable law or ethical requirements require additional notice or consent.
14. Contact
Questions, concerns, or requests relating to this Privacy Policy or the handling of personal information may be directed to the been team using the contact details provided through the official website or application.
Participants may also contact the team to:
- ask questions about this Privacy Policy;
- request access to or correction of their personal information;
- request deletion of information where applicable;
- raise privacy concerns or complaints; or
- seek clarification regarding research participation or governance practices.
We are committed to responding to privacy-related enquiries respectfully, transparently, and within a reasonable timeframe.
Conclusion
Protecting personal information is essential to maintaining the trust that participants place in been. This Privacy Policy reflects our commitment to handling participant information responsibly, transparently, and with respect for individual autonomy and dignity.
As been continues to evolve, the principles of transparency, proportionality, accountability, and respect for privacy will remain central to how personal information is managed. These commitments are intended not only to support legal compliance but also to uphold the ethical principles upon which the Companion has been designed, governed, and continuously refined.