Privacy Policy

1. Who this covers

BaseCamp is the internal operating platform of Beard Integrated Systems ("Beard," "we," "us," or "our"). This policy explains what information BaseCamp holds, why, and who it is shared with.

It applies to people who use BaseCamp — employees and authorized contractors — and to individuals whose details appear in it because of a business relationship, such as vendor and customer contacts. BaseCamp is not a public product and has no consumer sign-up.

2. Information we collect

BaseCamp holds the following categories of personal information:

• Account and contact details — name, work email, job title, work and mobile phone numbers, mailing address, profile photo, role and permissions.
• Employment records — position, department, reporting line, hire date, worker classification, and union local or craft classification where applicable.
• Time, pay and benefits — timecards and hours by job and cost code, time-off and leave requests, pay rates and compensation, benefits enrollment, and incentive-plan awards.
• Training and compliance — certifications, licences, training records, expiry dates, and policy acknowledgements.
• Performance and development — review scorecards, development plans, and meeting notes recorded in the platform.
• Documents — files uploaded to the Document Vault or the HR document area, their extracted text, and electronic signatures.
• Communications and preferences — in-app, email and text notification settings, SMS opt-in records, and conversations with the in-app AI assistant.
• Usage and security records — sign-in events, an audit log of actions taken in the platform, and the IP address and browser user agent captured when you record consent.
• Business records that may contain contact details for people at vendor and customer organizations, such as purchase orders, invoices and job records.

3. What we do not collect

BaseCamp does not store Social Security numbers, dates of birth, government identification numbers, or employee bank account details. Payroll processing and the sensitive identifiers it requires are handled in Beard's payroll and accounting systems, not here.

Vendor tax identifiers are stored only in masked form, and vendor bank details only as an opaque token issued by the payment system — never the underlying account number.

BaseCamp contains no advertising, no third-party analytics or tracking scripts, and no cross-site tracking of any kind.

4. How we use information

Information in BaseCamp is used to operate the business and the platform itself:

• To provide the platform — authenticate you, apply your role and permissions, and show you the records you are entitled to see.
• To run normal business operations — scheduling, job costing, procurement, approvals, cash and receivables management, and reporting.
• To administer employment — time and attendance, leave, benefits, certifications, reviews and incentive plans.
• To notify you — in-app, email and, if you have opted in, text messages about work assigned to you or awaiting your action.
• To meet legal, tax, safety and prevailing-wage recordkeeping obligations, and to respond to audits or legal process.
• To secure the platform — detect misuse, investigate incidents, and maintain the audit trail.

5. Text messaging and your mobile information

If you opt in, BaseCamp sends transactional text messages about your work — task and approval reminders, timecard and schedule alerts, and security notices. Consent is express, is recorded with the date, the number and the version of the policy you agreed to, and is never a condition of employment.

We do not sell or share your mobile number or your opt-in information with third parties or affiliates for their own marketing purposes. Your mobile number is shared only with our SMS delivery provider, solely to deliver the messages you asked for.

You can stop texts at any time by replying STOP to any message or by turning texts off in your BaseCamp notification settings. Opting out of texts does not affect your in-app or email notifications.

6. How information is shared

Beard does not sell personal information and does not share it for anyone else's marketing.

Inside BaseCamp, access is limited by role and by reporting line — for example, compensation and personal HR records are visible to the individual, to their management chain where the role permits it, and to HR administrators. Actions taken on sensitive records are written to an audit log.

Outside Beard, information is shared only with the service providers that run the platform, each acting on our instructions and only for the purpose listed:

• Vercel — application hosting and delivery.
• Supabase — database, authentication and file storage.
• Resend — delivery of transactional email.
• Twilio — delivery of text messages, for users who have opted in.
• Anthropic — AI processing of documents and of questions you ask the in-app assistant.
• Voyage AI — generating the numeric representations that power document search.

7. Artificial intelligence

BaseCamp uses AI to summarise and index uploaded documents and to answer questions in the in-app assistant. Doing so sends the relevant document text or question, and the context needed to answer it, to the providers named above.

We use those providers' business API offerings, under whose terms content submitted through the API is not used to train their models. AI output is a convenience and can be wrong; it does not replace the underlying record, and decisions that affect someone's pay or employment are made by people.

8. How long we keep information

Employment, payroll, safety and prevailing-wage records are kept for the periods required by law and by Beard's retention schedule, which the platform applies to documents automatically. Records under a legal hold are retained until the hold is released, regardless of schedule.

Consent records for text messaging are kept for as long as we operate the messaging program and afterwards as needed to show that consent was given or withdrawn — including after you opt out, because the record of the opt-out is the point.

Operational and audit records are kept as long as needed for the business purpose and for legal defence.

9. Security

Access requires an individual account; there are no shared logins. Permissions are enforced both in the application and at the database, and sensitive areas are additionally scoped by reporting line. Data is encrypted in transit and at rest by our hosting and database providers, and administrative actions are logged.

No system is perfectly secure. If you believe an account or record has been compromised, contact us using the details below.

10. Your choices

You can view and update your own contact details in your BaseCamp profile, choose how you are notified in your notification settings, and opt in or out of text messages at any time.

To ask what personal information BaseCamp holds about you, to correct it, or to raise a concern about how it is handled, contact us using the details below. Some records — payroll, safety and compliance among them — must be retained even when a change is requested, and we will say so if that applies.

11. Changes to this policy

We may update this policy. Material changes will be communicated through BaseCamp or by other reasonable means, and the "Effective date" above will be updated.

12. Contact us