Privacy Policy

1. Overview

BetterBeing is a role-based practice management platform designed for mental health professionals, clinics, and healthcare organizations. It enables therapists, clinic managers, and enterprise administrators to manage client care, documentation, scheduling, and telehealth sessions.

We are committed to protecting the privacy of our users and any personal information processed through our platform. This policy applies to all users of BetterBeing, including practitioners, clinic administrators, and enterprise users. It does not apply to end clients of practitioners, whose information is handled in accordance with applicable healthcare privacy legislation and the practitioner’s own privacy obligations.

By using BetterBeing, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Account Information

When you register for BetterBeing, we collect your name, email address, professional role, and organization affiliation. For clinic and enterprise accounts, we may also collect billing information and organization details.

2.2 Usage Data

We collect information about how you interact with our platform, including pages visited, features used, session duration, IP address, browser type, and device identifiers. This data is used to improve the platform and troubleshoot issues.

2.3 Zoom Integration Data

When you connect your Zoom account to BetterBeing, we request authorization through Zoom’s OAuth 2.0 protocol. Through this authorization, we access and process the following information solely to provide the integration features:

• Your Zoom account profile information (name, email address) to associate your Zoom account with your BetterBeing account.
• Meeting creation permissions to automatically generate unique Zoom meeting links for scheduled therapy sessions.
• Calendar data to synchronize session schedules between BetterBeing and your connected calendar.
• Meeting metadata (meeting IDs, join URLs, scheduled times) to display and manage sessions within BetterBeing.
• OAuth authorization tokens (access token and refresh token) issued by Zoom upon your authorization. These tokens are stored securely in encrypted form and are used solely to make API calls to Zoom on your behalf. You may revoke this authorization at any time through your account settings or directly through your Zoom account.

We do not access, store, or process the content of Zoom sessions, including video, audio, transcripts, or recordings, unless explicitly enabled by you as a separate feature with your informed consent.

2.4 Clinical Documentation Data

BetterBeing includes AI-assisted documentation features powered by artificial intelligence models deployed and processed within Canada. Session notes, summaries, and related clinical content generated within the platform are stored securely and associated with your practitioner account. We do not use clinical content to train AI models.

3. How We Use Information

We use the information we collect to:

• Provide, operate, and maintain BetterBeing and its features.
• Create and manage your account and organization.
• Process and display Zoom meeting links and calendar events associated with scheduled sessions.
• Synchronize scheduling data between BetterBeing and connected third-party calendar and video services.
• Generate AI-assisted clinical notes and documentation at the practitioner's direction, using AI models deployed and processed within Canada.
• Send service-related communications, including security alerts and account notifications.
• Respond to support requests and improve platform reliability.
• Comply with applicable legal obligations.

4. Sharing of Information

We do not sell, rent, or trade your personal information. We may share information in the following limited circumstances:

4.1 Service Providers

We engage trusted third-party sub-processors to assist in operating our platform, including cloud infrastructure, payment processing, and email delivery. All sub-processors are contractually obligated to handle information only as directed by us and in compliance with this policy.

4.2 Zoom

When you use the Zoom integration, certain data (such as meeting parameters) is transmitted to Zoom to create and manage meetings. Your use of Zoom is governed by Zoom’s Privacy Policy.

4.3 Research Collaboration

We may share de-identified, aggregated information with academic research institutions or clinical partners for the purpose of advancing mental health research and improving care outcomes. Any information shared for research purposes is de-identified in accordance with recognized standards, including the De-identification Guidelines published by the Office of the Information and Privacy Commissioner of Ontario, such that the information cannot reasonably be used to identify any individual.

4.4 Legal Requirements

We may disclose information if required to do so by law, regulation, court order, or government authority, or if we believe in good faith that such disclosure is necessary to protect the rights, property, or safety of MapTogether, our users, or the public.

5. Third-Party Services

BetterBeing integrates with third-party services to provide additional functionality. Your use of these integrations is subject to their respective privacy policies. We are not responsible for the privacy practices of third parties.

Currently integrated third-party services include Zoom Video Communications, Inc. You may disconnect any third-party integration at any time through your account settings, which will revoke BetterBeing’s access to the associated data and delete any stored authorization tokens.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services. We may also retain information as required by applicable laws, including healthcare record-keeping obligations.

Upon account deletion or a written request to remove your data, we will delete or anonymize your personal information within 30 days, except where retention is required by law. Data associated with Zoom integrations (such as stored meeting metadata and OAuth tokens) will be deleted at the same time.

7. Security

All data collected and processed by BetterBeing is stored on Canadian servers. We do not transfer personal information outside of Canada. We implement industry-standard technical and organizational safeguards, including AES-256 encryption at rest (including stored OAuth tokens), TLS encryption in transit, and role-based access controls. All artificial intelligence models used by BetterBeing are deployed and operated within Canada.

Where BetterBeing acts as a service provider to health information custodians under PHIPA (Ontario) or PIPA (Alberta), we are available to enter into a Data Processing Agreement (DPA) or equivalent arrangement as required by applicable law. Clinics and organizations requiring a DPA may contact us at admin@betterbeing.world.

While we take reasonable precautions, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security of your information.

8. Your Rights

Under the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation (including Alberta’s PIPA and Ontario’s PHIPA where applicable), you have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Withdraw consent to the collection, use, or disclosure of your personal information (subject to legal and contractual restrictions).
• Request deletion of your personal information.
• Lodge a complaint with the Office of the Privacy Commissioner of Canada.

To exercise any of these rights, contact us at admin@betterbeing.world.

If you are located in the European Economic Area (EEA) or the United Kingdom, you have additional rights under the General Data Protection Regulation (GDPR) or UK GDPR, including:

• The right to data portability — receive your personal data in a structured, machine-readable format.
• The right to restrict processing of your personal data in certain circumstances.
• The right to object to processing based on legitimate interests.
• The right to lodge a complaint with your local data protection authority.

EU/UK users may also exercise all rights listed above (access, correction, withdrawal of consent, deletion). To exercise any of these rights, contact us at admin@betterbeing.world.

9. Children’s Privacy

BetterBeing is intended for use by licensed mental health professionals and healthcare organizations. It is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the effective date. Your continued use of BetterBeing after any changes constitutes your acceptance of the revised policy.