Privacy Policy
How Better Flow AI, LLC collects, uses, and protects information across our website and apps.
1. Overview
This Privacy Policy describes how Better Flow AI, LLC (“we,” “us,” or “our”) handles personal information collected through our marketing website at betterflow.ai and through our software products and mobile apps. We wrote this policy to be readable — if anything is unclear, email us at andrewkidd@betterflow.ai.
2. Scope & Products
This policy covers:
- The betterflow.ai marketing website and any subdomains we operate.
- BetterFlow OS — our web and desktop business operating system.
- Cleaning CRM — our field-service CRM for cleaning businesses.
- Teamlytics Ops — our operations analytics product.
- Kilo 2.0 — our workout tracking app (beta).
- Any future products we release under the Better Flow AI brand, unless a product-specific privacy supplement states otherwise.
Custom software we build for clients is covered by the client’s own privacy policy unless we have agreed in writing to act as controller.
3. Information We Collect
3.1 Information you provide directly
- Account information: name, email address, password (stored hashed, never in plain text), phone number, company name, website, role.
- Billing information: if you subscribe to a paid plan, payment details are handled by our payment processors (PayPal, Stripe) and we never see your full card number.
- Content you create: anything you type or upload into our apps — CRM contacts, tasks, documents, meeting transcripts, social posts, financial records, support messages.
- Communications: emails, contact-form messages, and support chat transcripts you send us.
3.2 Information collected automatically
- Usage data: which features you use, buttons clicked, pages viewed, and approximate session length — used to improve the product.
- Device & log data: IP address, browser type, operating system, device identifiers, crash logs, timestamps.
- Cookies and similar technologies: session cookies for login state. We do not use advertising cookies or cross-site tracking pixels on our marketing site as of the effective date.
- Voice and audio: if you use voice-transcription features in our apps (e.g. the Meeting Transcriber in BetterFlow OS), your spoken audio is streamed to our transcription provider (Deepgram) in real time and is not stored on our servers unless you explicitly save the recording. Transcript text is saved and tied to your account.
- AI-derived data: when you use AI features (summaries, action items, chat), we send the relevant input text to our AI provider (Anthropic) and store the resulting output alongside your account.
3.3 Information from connected services
If you connect a third-party service to your account (Google Calendar, Outlook, LinkedIn, Twitter/X, Facebook, Instagram, TikTok, YouTube, Zoom), we receive access tokens and data scoped to the permissions you grant. See section 6 for details.
4. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain our products and websites.
- Process transactions and manage your account and subscriptions.
- Generate AI summaries, action items, and transcripts that you request.
- Send transactional communications (receipts, account alerts, service notices).
- Respond to support requests, debug issues, and improve our products.
- Detect, prevent, and respond to fraud, abuse, and security incidents.
- Comply with legal obligations.
We do not sell your personal information. We do not use your content (CRM records, messages, meeting transcripts, etc.) to train our own AI models.
5. Third Parties & Processors
We use a small set of vetted service providers to run our products. They process data only on our instructions and under contractual confidentiality obligations.
| Provider | Purpose | Data categories |
|---|---|---|
| Supabase (AWS us-east-1) | Database, authentication, file storage | All stored account data |
| Anthropic | AI features (summaries, chat, extraction) | Input text you send to AI features |
| Deepgram | Live speech-to-text transcription | Audio streams during recording |
| PayPal, Stripe | Payment processing | Billing name, email, payment token |
| Resend | Transactional email | Email address, message content |
| Vercel / GitHub | Website hosting and deployment | Request logs, IP addresses |
We may also disclose information when required by law, subpoena, or to protect the rights, safety, or property of Better Flow AI, our users, or the public.
6. Integrations You Connect
Our products let you optionally connect external accounts. When you authorize a connection, we receive an access token and (in most cases) a refresh token scoped to the permissions you grant. We use these to perform the actions you request — nothing more.
- Google (Calendar, YouTube): read/write calendar events; upload videos. We do not access Gmail, Drive, or Photos.
- Microsoft (Outlook, Teams): read/write calendar events; create Teams meetings; read contacts if you explicitly enable contact import.
- LinkedIn: publish posts to your profile or Company Pages you admin; read engagement metrics on those posts.
- Twitter/X, Facebook, Instagram, TikTok: publish posts; read post-level engagement metrics.
- Zoom: create meetings on your behalf.
You can disconnect any integration at any time from Settings → Integrations. Disconnecting revokes our access token immediately and prevents further reads or writes. Data already imported into our app stays in your account unless you delete it.
7. Data Retention
We retain account data for as long as your account is active. When you delete your account, we delete or anonymize your personal data within 30 days, except where law requires retention (e.g. financial transaction records, fraud prevention). Backups are purged on a rolling 90-day cycle.
Support email and contact-form submissions are retained for up to 3 years for quality assurance, then deleted.
8. Security
We take reasonable measures to protect your information, including:
- TLS 1.2+ encryption for all data in transit.
- Encryption at rest for database storage and backups.
- Row-level security on multi-tenant databases — your data is isolated from other customers at the query layer.
- Hashed passwords using industry-standard algorithms.
- Principle of least privilege for internal access; production data access is logged and restricted.
No system is perfectly secure. If we discover a security incident that affects your personal data, we will notify you and, where legally required, the relevant authorities, without undue delay.
9. Your Rights & Choices
Depending on where you live, you may have the right to:
- Access the personal information we hold about you.
- Correct inaccurate or incomplete information.
- Delete your account and associated personal data (subject to legal retention requirements).
- Export your data in a common machine-readable format.
- Object to or restrict certain processing.
- Withdraw consent for any processing that relies on consent.
- Lodge a complaint with your local data protection authority.
To exercise any of these rights, email andrewkidd@betterflow.ai from the address on your account. We’ll respond within 30 days.
10. Children’s Privacy
Our products are built for businesses and adults. We do not knowingly collect personal information from children under 13 (or under 16 in the EU/UK). If you believe a child has provided us with personal information, please contact us and we will delete it.
11. International Users
Our primary infrastructure is hosted in the United States (AWS us-east-1). If you use our products from outside the US, your information will be transferred to and processed in the US. We rely on appropriate safeguards (standard contractual clauses where applicable) for these transfers.
12. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through an in-app notice before the changes take effect. The “Effective” date at the top of this policy reflects the most recent update.
13. Contact Us
Questions, concerns, or requests about this policy or your data:
- Email: andrewkidd@betterflow.ai
- Company: Better Flow AI, LLC
- Support: Support