Does Polar Bears post or comment on my behalf?

No. Polar Bears suggests what to engage with and drafts a comment you can edit, but you always post from your own account yourself. That keeps every interaction genuine and keeps your accounts safe.

Which networks does it watch?

LinkedIn and X today. Company news, funding announcements and job changes come in as signals too. Podcasts and newsletters are on the roadmap.

How is the warmth score calculated?

Each touch adds warmth, and two-way moments like a reply or a profile view add the most. Warmth fades over time if you go quiet, so the score reflects how familiar you are right now rather than how busy you were last month.

How long does it take to warm someone up?

Usually two to four weeks of light, consistent engagement. It depends on how often the prospect posts and how specific your comments are.

What if a prospect doesn’t post at all?

Polar Bears falls back to company-level signals, their colleagues’ posts and events they attend. It will also tell you when a prospect isn’t a good fit for warming so you can reach them another way.

Does it work with my CRM?

Yes. Team and Enterprise plans sync warmth, touches and status to HubSpot and Salesforce. Every plan supports CSV import and export.

Effective November 1, 2026

Privacy Policy

Mihir Sodawalla, trading as Polar Bears ("Polar Bears", "we", "us") builds software that helps sales teams see when prospects are active on LinkedIn and X, so their outreach is better timed. This policy explains what personal data we handle, why, and what choices you have. It covers our website, our product, and the public information we process about prospects.

Who this policy covers

Polar Bears handles personal data about three groups of people, and the sections below say which rules apply to each.

Website visitors: people who browse our marketing site or book a demo.
Customers and users: people who sign up for or use the Polar Bears product on behalf of themselves or their company.
Prospects: people whose public LinkedIn or X activity is processed by our customers through Polar Bears.

Who is responsible for your data

For website visitors and for customer account data, Mihir Sodawalla, trading as Polar Bears is the controller. For prospect data that a customer imports and asks us to monitor, the customer decides why and how it is used and Mihir Sodawalla, trading as Polar Bears acts as its processor. For the public prospect data we collect to run the service, such as public posts and job changes, we are also a controller in our own right, as explained below.

Polar Bears is not incorporated yet. Until it is, the website and service are operated by Mihir Sodawalla as an individual, and we will update this policy when the company is formed. You can reach us about privacy at mihirsodawalla01@gmail.com.

Data we collect from website visitors

When you visit our site we collect usage data through PostHog, our product analytics provider. Analytics are on by default and use cookies or similar technologies.

Pages viewed, clicks, scroll depth and other interactions (autocapture).
Device and browser type, approximate location derived from IP address, and referring page.
A random identifier stored in a cookie or local storage so we can recognise repeat visits.
On the live site PostHog also records session replays: a reconstruction of how you moved through the page, such as scrolling and clicks. Text you type into form fields is masked by default.
If you book a demo, Calendly collects the name, email and details you enter, and shares them with us.

Data we collect from customers and users

Polar Bears never asks for your LinkedIn or X password and never logs in to your social accounts. You post any comment yourself.

Account details: name, work email, company, role and password or sign-in credentials.
Billing details, handled by our payment processor. We do not store full card numbers.
Prospect lists you import from a CRM or CSV file, such as names, companies, job titles, profile URLs and any notes or fields you include.
Data from connected CRMs, once those integrations are available, such as contacts, accounts and deal stages that you choose to sync.
Content you create in the product, such as saved comment drafts, warmth scores, notes and alert settings.
Product usage and support messages.

Data we process about prospects

To show our customers when a prospect is worth engaging with, we look at what that person has made publicly available on LinkedIn and X: public posts and replies, job changes, and related company news such as funding announcements. We do not access private profiles, private messages or content that is not public.

We also create information from that data, such as a warmth score that reflects how recently and how closely a customer has interacted with the prospect.

If you are a prospect, you can ask us to stop processing your data or delete it at any time. See the section on your choices below.

How we use data

We do not sell personal data, and we do not use prospect data to build advertising profiles.

To run, secure and improve the website and the product.
To build each customer’s daily queue of posts worth engaging with, draft comment suggestions, calculate warmth scores and send alerts.
To sync data with a customer’s CRM, where the customer has enabled this.
To take payment, provide support and send service messages.
To understand how the site and product are used so we can make them better.
To prevent abuse and meet legal obligations.

Legal bases for processing

If the GDPR or UK GDPR applies, we rely on the following legal bases.

Contract: to provide the product to our customers and users.
Legitimate interests: to process public prospect data so our customers can engage with people in their professional field, to run analytics, and to keep our service secure. We balance these interests against your rights, limit processing to public professional information, and honour objections.
Consent: where required, for example for non-essential cookies, which you can withdraw at any time.
Legal obligation: where we must keep records or respond to lawful requests.

Cookies and analytics

We use PostHog to measure how people use our site. PostHog sets cookies or local storage entries and records events about your visit. You can block or delete these through your browser settings, or use a content blocker. Blocking analytics will not stop you using the site.

We do not use third-party advertising cookies.

Other disclosures

We may disclose data if the law requires it, to protect our rights or the safety of others, or as part of a merger, acquisition or sale of assets, in which case we will tell affected customers. We may share aggregated or de-identified data that does not identify any person.

International transfers

We and our providers may process data in the United States and other countries. When we transfer personal data from the EEA, UK or Switzerland to a country without an adequacy decision, we use safeguards such as the Standard Contractual Clauses and the UK addendum.

How long we keep data

Website analytics: up to 24 months.
Account and customer content: for as long as the account is active, then deleted or anonymised within 90 days of closure, unless we must keep it longer by law.
Prospect data: only while a customer is monitoring that prospect, and deleted on request or when the customer removes the prospect.
Billing records: as long as tax and accounting rules require.

Security

We use encryption in transit, access controls and the security features of our hosting providers to protect data. No system is perfectly secure, so we cannot guarantee absolute security. If we become aware of a breach that affects your data, we will notify you as the law requires.

Your rights and choices

Depending on where you live, you may have the right to access, correct, delete, restrict or port your personal data, and to object to processing based on legitimate interests. Under the GDPR and UK GDPR you can also complain to your local data protection authority. If you are in India, the Digital Personal Data Protection Act, 2023 gives you the right to access, correct and erase your data, to nominate someone to exercise your rights, and to raise a grievance with us and then with the Data Protection Board of India.

Prospects can ask us to delete their data and stop monitoring their public activity by emailing mihirsodawalla01@gmail.com with a link to their LinkedIn or X profile. We will remove the data and add the profile to a suppression list so it is not collected again. We will not charge for this.

Customers can edit or delete their prospect lists and account data in the product, or ask us to do it for them.

If you are a prospect and your data was imported by one of our customers, we may also forward your request to that customer.

California privacy rights

If you live in California, the CCPA and CPRA give you the right to know what personal information we collect, to request deletion or correction, to opt out of the sale or sharing of personal information, and not to be treated differently for exercising these rights. We do not sell or share personal information for cross-context behavioural advertising. To make a request, email mihirsodawalla01@gmail.com. We may need to verify your identity first, and you can use an authorised agent.

Children

Polar Bears is for business use and is not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have, contact us and we will delete it.

Changes to this policy

We may update this policy as the product changes. We will post the new version here with a new effective date, and tell customers by email or in the product if the changes are significant.

Contact us

Questions or requests about privacy: mihirsodawalla01@gmail.com. General questions: mihirsodawalla01@gmail.com.