Better Loop Privacy Policy

Last Updated: 19 July 2025

1. Introduction

Welcome to Better Loop. This Privacy Policy explains how Better Loop Limited ("we," "us," or "our") collects, uses, discloses, and protects your personal information when you use our software-as-a-service management platform ("Service").

Our commitment is to handle your personal information with care and in compliance with our legal obligations, including the New Zealand Privacy Act 2020. This policy should be read in conjunction with our Terms of Service. By using Better Loop, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We collect several different types of information for various purposes to provide and improve our Service to you.

2.1 Information You Provide to Us

Account Information: When you or your organisation creates an account, we collect personal information which may include your full name, email address, job title, company/organisation name, and profile picture.
User Content: We collect the data you voluntarily create and upload to the Service. This includes 1:1 meeting notes, team goals and tasks, 360 review feedback, and any other information you input while using the platform ("User Content").

2.2 Information We Collect Automatically

Log and Usage Data: When you access the Service, we automatically collect certain information sent by your browser. This may include your device's Internet Protocol (IP) address, browser type and version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, and other diagnostic data.
Usage Analytics and Error Information: We collect data on how you interact with our Service, including page views, clicks, and device information (such as operating system and browser type). We also collect error messages and stack traces. All personally identifiable information (PII) within this data is automatically redacted before being recorded.
Cookies: We use first-party cookies to operate and secure our Service. A cookie is a small file placed on your device. We use them solely to maintain your session and keep you logged in. We do not use third-party cookies for tracking or advertising purposes. You can instruct your browser to refuse all cookies, but this may prevent you from using some parts of our Service.

3. How We Use Your Information

We use the collected data for the following purposes:

To Provide and Maintain Our Service: To operate the core functions of Better Loop, such as facilitating meetings, managing goals, and conducting reviews.
To Manage Your Account: To manage your registration as a user and provide you with access to different functionalities of the Service.
To Communicate With You: To send you essential transactional emails and service-related announcements, such as updates to our terms, security alerts, or information about service availability. Please note, these communications are a fundamental part of the Service and you cannot opt out of them.
To Improve Our Service: We use aggregated and anonymised usage data, including analytics collected via PostHog, to understand how our users interact with the Service, which helps us to improve its functionality, user experience, and overall performance.
To Monitor and Resolve Technical Issues: We use error logging data to identify, diagnose, and resolve technical problems and bugs within the Service.
To Enforce Our Terms and Secure Our Platform: To protect the security and integrity of our platform and to enforce our Terms of Service.

We do not sell your personal information. We only share your information with trusted third-party service providers who act as our data processors and are essential for us to operate the Service. These providers are bound by contractual obligations to keep your information confidential and secure.

Our key third-party providers include:

Hosting and Infrastructure:
- Microsoft Azure: We use Azure's cloud infrastructure to host the Better Loop application and store your data. Your data is stored in data centres located in the United States.
- Netlify: We use Netlify to host and distribute our web application.
Authentication:
- Kinde: We use Kinde to manage secure user authentication and login services.
Payment Processing:
- Stripe: For our paid plans, we use Stripe to process payments. We do not store your full credit card information on our servers.
Artificial Intelligence Features:
- Google Gemini: We use Google's Gemini API to provide AI-powered features within the Service.
Analytics and Error Logging:
- PostHog: We use PostHog for collecting product usage analytics and error logs. All personally identifiable information is redacted before being processed by PostHog.

5. Artificial Intelligence (AI) Features and Data Use

Our Service uses AI to help generate insights and content. Your use of these features is optional.

What We Share: When you use an AI feature on content that is not marked as private (such as certain meeting notes or 360 review data), the relevant User Content is sent to the Google Gemini API for processing.
Data Control: You can mark specific content as "private" within the Better Loop platform to prevent it from being sent to the AI for processing.
Google's Data Use Policy: We use a paid, enterprise version of the Google Gemini API. According to Google's terms for these services, they do not use customer data (like the notes or reviews you submit) to train or improve their AI models. Data may be temporarily logged by Google solely for monitoring service health and preventing abuse.

6. International Data Transfers

Better Loop Limited is based in New Zealand. Our Service is hosted on infrastructure located in the United States, utilizing Microsoft Azure and PostHog. As such, your personal information will be transferred to and processed in the United States.

The privacy laws in the United States may differ from those in New Zealand. However, we take steps to ensure your data is protected by selecting reputable, enterprise-grade service providers (like Microsoft Azure and PostHog) that have robust security and privacy commitments.

Under New Zealand's Privacy Act 2020, by using our Service, you acknowledge and provide your express consent to this cross-border transfer of your personal information.

7. Data Retention and Deletion

We retain your personal information only for as long as is necessary to provide the Service to you and for the purposes set out in this policy.

Document Processing: Any documents you upload for processing are deleted immediately after the processing is complete. Summaries, goals, tasks, and other details extracted from these documents ("User Content") may be stored. This derived User Content remains editable by you and can be deleted through your account.
Active Accounts: We retain your data as long as your organisation's subscription is active.
Cancelled Subscriptions: As detailed in our Terms of Service, upon subscription cancellation, we will retain your data for a minimum of 3 months and a maximum of 1 year, unless you request immediate deletion.
Data Deletion: You have the right to request the deletion of your personal information. Organisation administrators can delete user data through their admin panel. Individuals can request deletion by contacting us at support@better-loop.com.

8. Data Security

We take the security of your data very seriously. We implement a range of technical and organisational measures designed to protect your personal information from unauthorised access, use, or disclosure. These measures include:

Encryption of data in transit (using TLS/SSL) and at rest.
Implementing the principle of least privilege for access to our systems.
Secure storage and management of credentials and secrets.

While we strive to use commercially acceptable means to protect your data, no method of transmission over the Internet or method of electronic storage is 100% secure.

9. Your Privacy Rights

Under the New Zealand Privacy Act 2020, you have certain rights regarding your personal information. These include:

Right to Access: You have the right to request a copy of the personal information we hold about you.
Right to Correction: You have the right to request that we correct any information you believe is inaccurate or incomplete.

You can access and update most of your personal information directly through your account's profile page. For any other requests to exercise your rights, please contact us at the email address below.

10. Children's Privacy

Our Service is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will take steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by email or through a notice in the Service at least 30 days before the changes take effect. Your continued use of the Service after this period will constitute your acceptance of the new Privacy Policy.

12. Contact Us

If you have any questions, concerns, or complaints about this Privacy Policy or our data handling practices, please contact us at:

Better Loop Limited
Email: support@better-loop.com
Website: https://better-loop.com