Better Loop Terms of Service
Last Updated: 19 July 2025
These Terms of Service ("Terms") govern your use of Better Loop, a software-as-a-service platform operated by Better Loop Limited, a company incorporated in New Zealand and based in Tauranga, New Zealand ("we," "us," or "our").
By accessing or using Better Loop ("the Service"), you agree to be bound by these Terms. If you do not agree to these Terms, you may not use our Service.
1. Description of Service
Better Loop is a management platform designed to help managers conduct effective 1:1 meetings with their team members and facilitate 360 reviews. Our Service allows users to upload meeting notes, manage team goals and tasks, and access performance management tools.
2. Account Registration and Eligibility
2.1 You must create an account to use Better Loop. You agree to provide accurate, current, and complete information during registration.
2.2 You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.
2.3 You must notify us immediately of any unauthorized use of your account.
2.4 We reserve the right to suspend or terminate accounts that violate these Terms.
3. Subscription Plans and Pricing
3.1 Free Plan: Better Loop is free for organizations with up to 10 users.
3.2 Paid Plans: Organizations exceeding 10 users must subscribe to a paid plan at USD $3.00 per user per month, billed monthly or annually.
3.3 The 10-user limit is a soft cap. If you exceed this limit, a Better Loop representative will contact the account Owner to discuss upgrade options.
3.4 We reserve the right to suspend or terminate service if you do not upgrade after exceeding the free user limit.
3.5 All payments are processed through Stripe. By providing payment information, you agree to Stripe's terms and conditions.
3.6 Subscription fees are non-refundable except as required by applicable law.
4. User Data and Privacy
4.1 Compliance: We are committed to protecting your privacy and handling your personal information in accordance with New Zealand's Privacy Act 2020. Our collection, use, and disclosure of personal information are detailed in our Privacy Policy.
4.2 Manager Access: Managers can view their direct reports' meeting notes, goals, and tasks.
4.3 User Access: Individual users can view their own data but cannot access other team members' information, except where explicitly shared (e.g., public goals). You have the right to access and request correction of your personal information held by us.
4.4 Organization Admin: Organization administrators have the authority to manage user accounts and delete user data.
4.5 1:1 Meeting Notes: Meeting notes remain private between the manager who conducted the meeting and the employee. These notes are not transferred when employees leave the organization.
4.6 Goals and 360 Reviews: Goals and 360 review data may be transferred within the organization and remain accessible to appropriate managers.
4.7 Data Breach Notification: In the event of a data breach that is likely to cause serious harm, we will notify affected users and the New Zealand Privacy Commissioner as required by law.
5. Data Retention and Deletion
5.1 Active Accounts: While your subscription is active, your data remains accessible according to your account permissions.
5.2 Cancelled Subscriptions: Upon cancellation, we will retain your data for a minimum of 3 months and a maximum of 1 year to allow for potential reactivation.
5.3 Data Deletion: You may request immediate deletion of your data at any time by contacting us. Organization administrators may delete user data through their admin panel.
5.4 Automatic Deletion: After the retention period expires, all data will be permanently deleted from our systems.
6. Intellectual Property
6.1 Our Intellectual Property: You acknowledge that Better Loop Limited owns all right, title, and interest in and to the Service, including the software, platform, website, branding, and all underlying technology and content, excluding User Content. You agree not to copy, modify, create derivative works of, or otherwise exploit any part of our intellectual property without our express prior written consent.
6.2 Your Intellectual Property: We claim no intellectual property rights over the data, notes, goals, or other content you provide to the Service ("User Content"). Your User Content remains yours. You grant us a limited license to access, use, and process your User Content solely as necessary to provide and improve the Service for you.
7. Confidentiality
7.1 Definition: "Confidential Information" means all non-public information disclosed by one party to the other, whether orally or in writing, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. It includes, but is not limited to, User Content.
7.2 Obligations: We agree to hold your Confidential Information in strict confidence. We will not use your Confidential Information for any purpose other than to operate and improve the Service as permitted by these Terms and our Privacy Policy. We will protect your Confidential Information with the same degree of care that we use to protect our own confidential information, but in no event less than reasonable care.
8. Acceptable Use
8.1 You agree to use Better Loop only for lawful purposes and in accordance with these Terms.
8.2 You will not:
- Use the Service to violate any applicable laws or regulations.
- Upload malicious code, viruses, or harmful content.
- Attempt to gain unauthorized access to our systems or other users' accounts.
- Use the Service to harass, abuse, or harm others.
- Reverse engineer, decompile, or attempt to extract source code from our Service.
8.3 User-Generated Content: You are solely responsible for all User Content you upload, post, or otherwise transmit via the Service. We do not endorse and are not responsible for any User Content. We reserve the right, but not the obligation, to review and remove any User Content that we believe, in our sole discretion, violates these Terms or is otherwise objectionable.
8.4 We reserve the right to investigate and take appropriate action against violations of these Terms.
9. Third-Party Integrations
9.1 Better Loop integrates with third-party services including Kinde (for authentication) and Google Gemini (for AI features).
9.2 Your use of these third-party services is subject to their respective terms and conditions and privacy policies. We are not responsible for, and disclaim all liability from, any issues arising out of the performance, security, data handling, or policies of these third-party services. Your use of these integrated services is at your own risk.
10. Artificial Intelligence Features
10.1 Better Loop utilizes artificial intelligence technology to generate content and insights.
10.2 AI-generated content may occasionally be inaccurate, incomplete, or inappropriate. You acknowledge that AI output should be reviewed and verified before use.
10.3 You are solely responsible for any decisions made based on AI-generated content.
11. Disclaimer of Warranties
11.1 The Service is provided on an "as is" and "as available" basis.
11.2 Except for any non-excludable guarantees, warranties, or conditions implied by the Consumer Guarantees Act 1993 (where applicable) or other legislation, we disclaim all warranties of any kind, whether express or implied, including but not limited to merchantability, fitness for a particular purpose, non-infringement, and accuracy or completeness of content.
11.3 We do not warrant that the Service will be uninterrupted, timely, secure, or error-free. Nothing in these Terms is intended to limit or exclude any of your rights under the Consumer Guarantees Act 1993, if you are a "consumer" as defined under that Act.
12. Limitation of Liability
12.1 Service Availability: We do not guarantee uninterrupted access to Better Loop and are not liable for any downtime or service interruptions, except to the extent that any such interruption is a breach of a non-excludable guarantee under the Consumer Guarantees Act 1993.
12.2 Data Use: We are not liable for how users choose to use, interpret, or act upon data within the platform.
12.3 AI Content: We disclaim all liability for the accuracy, completeness, or appropriateness of AI-generated content.
12.4 Maximum Liability: To the fullest extent permitted by law, our total liability to you for any claims arising from or related to these Terms or your use of Better Loop shall not exceed the amount you have paid us in the 12 months preceding the claim.
12.5 Excluded Damages: We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities.
13. Indemnification
You agree to indemnify, defend, and hold harmless Better Loop Limited, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses arising out of or in any way connected with your use of the Service or violation of these Terms.
14. Termination
14.1 Your Right to Terminate: You may terminate your account at any time by contacting us or using the account deletion feature.
14.2 Our Right to Terminate: We may suspend or terminate your access to Better Loop at any time, with or without cause, including for violation of these Terms.
14.3 Effect of Termination: Upon termination, your right to access and use Better Loop will cease immediately, subject to our data retention policies outlined in Section 5.
15. Dispute Resolution and Arbitration
15.1 Mandatory Arbitration: Any dispute, claim, or controversy arising out of or relating to these Terms or Better Loop shall be resolved through binding arbitration rather than in court.
15.2 Arbitration Rules: Arbitration will be conducted under the rules of the New Zealand Arbitrators' and Mediators' Institute (NZAMI) or a similar recognized arbitration body.
15.3 Location: Arbitration proceedings shall take place in Tauranga, New Zealand, or via video conference as agreed by the parties.
15.4 Exceptions: This arbitration requirement does not apply to: claims for injunctive relief, disputes related to intellectual property rights, or small claims court actions (where available).
16. Governing Law
These Terms are governed by and construed in accordance with the laws of New Zealand. Any legal action not subject to arbitration shall be brought in the courts of New Zealand.
17. International Use
Better Loop is accessible internationally. If you access our Service from outside New Zealand, you are responsible for compliance with local laws and regulations in your jurisdiction.
18. Force Majeure
We will not be liable for any delay or failure to perform any of our obligations under these Terms if the delay or failure is due to events which are beyond our reasonable control, including but not limited to acts of God, war, terrorism, riots, embargos, acts of civil or military authorities, fire, floods, or accidents.
19. Changes to Terms
19.1 We reserve the right to modify these Terms at any time.
19.2 We will notify you of material changes by email or through the Service at least 30 days before they take effect.
19.3 Your continued use of Better Loop after changes take effect constitutes acceptance of the new Terms.
20. Severability
If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary so that the Terms will otherwise remain in full force and effect.
21. Entire Agreement
These Terms, together with our Privacy Policy, constitute the entire agreement between you and Better Loop Limited regarding the Service and supersede all prior agreements and understandings.
22. Contact Information
If you have any questions about these Terms, please contact us at:
Better Loop Limited
Email: support@better-loop.com
Website: https://better-loop.com
By using Better Loop, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.