Terms of Use

1. Acceptance of Terms

By accessing or using BetterBeing, you confirm that you are at least 18 years of age, have the legal authority to enter into this agreement, and agree to be bound by these Terms and our Privacy Policy.

If you are accessing BetterBeing on behalf of an organization, you represent that you have the authority to bind that organization to these Terms, and references to “you” include that organization.

2. Description of Service

BetterBeing is a role-based mental health practice management platform that provides tools for client management, AI-assisted clinical documentation, appointment scheduling, telehealth session launching, intake coordination, and analytics for solo practitioners, clinics, and healthcare enterprises.

We reserve the right to modify, suspend, or discontinue any part of the service at any time with reasonable notice. We will not be liable for any modification, suspension, or discontinuation.

Specific uptime guarantees or support response times for Enterprise customers are governed by their respective Service Agreements entered into with BetterBeing Inc.

3. Accounts & Access

3.1 Registration

You must register for an account to use BetterBeing. You agree to provide accurate, current, and complete information during registration and to keep your account information up to date.

3.2 Account Security

You are responsible for safeguarding your account credentials and for all activity that occurs under your account. You must notify us immediately at admin@betterbeing.world if you suspect unauthorized access to your account.

3.3 Professional Responsibility

BetterBeing is intended for use by licensed mental health professionals and authorized healthcare organizations. You are solely responsible for ensuring that your use of BetterBeing complies with all applicable professional, ethical, and legal obligations in your jurisdiction, including those related to client privacy and record-keeping.

4. Acceptable Use

You agree not to:

• Use BetterBeing for any unlawful purpose or in violation of any applicable law or regulation.
• Upload, transmit, or store any content that is fraudulent, harmful, or violates any third-party rights.
• Attempt to gain unauthorized access to any part of BetterBeing or its underlying systems.
• Interfere with or disrupt the integrity or performance of the platform.
• Use automated tools to scrape, extract, or index any content from the platform without written permission.
• Share account credentials with unauthorized parties or permit access by anyone not authorized under the custodian’s information-practices policies.
• Use BetterBeing to transmit unsolicited communications.
• Upload, store, or process personal health information of any individual with whom you (or your clinic) do not have a current therapeutic, custodian, or other lawful relationship authorizing collection and use of that information.
• Export, copy, or transmit personal health information from BetterBeing to any system not authorized under the applicable Information Manager Agreement, Data Processing Agreement, or equivalent written arrangement with BetterBeing — including personal email, personal cloud storage, unmanaged messaging tools, or generative-AI services outside the platform.
• Use BetterBeing data — including clinical content, audit logs, or aggregate patterns — to identify or contact end clients outside the course of their care.

5. Zoom Integration

BetterBeing offers an optional integration with Zoom Video Communications, Inc. (“Zoom”) that allows practitioners to launch video sessions, generate meeting links, and synchronize calendar schedules directly from the platform.

5.1 Authorization

By connecting your Zoom account, you authorize BetterBeing to access and use your Zoom account data as described in our Privacy Policy and in accordance with the permissions you grant during the OAuth authorization flow.

5.2 Zoom’s Terms

Your use of Zoom through BetterBeing remains subject to Zoom’s Terms of Service and Privacy Policy. BetterBeing is not responsible for Zoom’s services, availability, or data practices.

5.3 Disconnection

You may disconnect your Zoom account from BetterBeing at any time through your account settings. Upon disconnection, BetterBeing will cease accessing your Zoom data. Previously generated meeting links may no longer function.

6. Intellectual Property

BetterBeing and all associated content, features, and technology are owned by BetterBeing Inc. and are protected by Canadian and international intellectual property laws. You may not copy, modify, distribute, sell, or create derivative works of any part of BetterBeing without our express written permission.

You retain ownership of all content you upload or create through BetterBeing, including clinical notes and documentation. You grant BetterBeing a limited, non-exclusive license to store and process such content solely to provide the service to you.

Clinical content concerning end clients is subject to the rights those clients have under applicable healthcare privacy legislation, including the right to access and request correction of their personal health information (PHIPA s.52 and s.55 in Ontario; HIA Part 2 in Alberta). Practitioners and clinics, as health information custodians, remain responsible for honouring those rights; BetterBeing supports custodians in doing so but does not respond directly to end-client access or correction requests.

7. Disclaimers

BetterBeing is provided “as is” and “as available” without warranties of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, or non-infringement.

BetterBeing is a practice management tool and does not constitute medical, clinical, or legal advice. Practitioners are solely responsible for all clinical decisions and for ensuring compliance with applicable professional standards.

BetterBeing includes AI-assisted documentation features. You are solely responsible for reviewing, editing, and verifying the accuracy of any AI-generated summaries, notes, or clinical content before incorporating them into any official clinical record. BetterBeing makes no representations regarding the accuracy or completeness of AI-generated output.

BetterBeing facilitates telehealth sessions through integrations with third-party video providers (such as Zoom) but does not itself provide telehealth services. Practitioners are solely responsible for determining the clinical appropriateness of telehealth for each client, for compliance with the standards of practice and inter-jurisdictional licensing requirements of their regulatory college, and for obtaining client consent to receive care by telehealth.

For users subject to PHIPA (Ontario), HIA / PIPA (Alberta), or equivalent healthcare privacy legislation, these Terms are supplemented by a written agreement governing BetterBeing’s role as agent (PHIPA s.10), information manager (HIA s.66), service provider (BC PIPA), or person to whom personal information is disclosed for performance of mandate (Quebec Law 25). Where such an agreement is in place, it governs the parties’ obligations with respect to personal health information and prevails over any conflicting provision of these Terms. Customers may request the applicable agreement template at admin@betterbeing.world.

8. Limitation of Liability

To the maximum extent permitted by applicable law, BetterBeing Inc. and its officers, directors, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of data, revenue, or goodwill, arising out of or related to your use of BetterBeing.

Our total aggregate liability to you for any claims arising from these Terms or your use of BetterBeing shall not exceed the amounts paid by you to BetterBeing in the twelve (12) months preceding the claim.

9. Termination

We may suspend or terminate your access to BetterBeing at any time, with or without notice, if we reasonably believe you have violated these Terms or applicable law.

You may terminate your account at any time by contacting us at admin@betterbeing.world. Upon termination, your right to use BetterBeing will cease immediately.

Following termination, you will have 30 days to export your clinical data before it is permanently deleted from our active systems. Exports are provided in a structured, machine-readable format suitable for import into another system (PDF for individual documents; CSV or JSON for tabular records). On request, BetterBeing may agree in writing to retain clinical records on a custodian’s behalf for a longer period under continued retention fees — for example, to satisfy provincial professional-college record-retention obligations (typically 10 years from last service, longer for minor patients).

As the health information custodian, you remain responsible for ensuring all records required by applicable law are exported and retained, or transferred to a successor custodian, prior to or during the 30-day export window. BetterBeing is not responsible for data loss resulting from failure to export or arrange continued retention within the grace period.

10. Governing Law

These Terms are governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles.

Any dispute arising from these Terms shall be resolved exclusively in the courts of competent jurisdiction located in Ontario, Canada, and you consent to the personal jurisdiction of such courts.

11. Changes to Terms

We may update these Terms at any time. We will notify you of material changes by posting the updated Terms on this page and updating the effective date, or by sending you an email notification. Your continued use of BetterBeing after any changes constitutes your acceptance of the revised Terms.