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Privacy policy

Last Update: January 10, 2023

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This Privacy Policy describes how BetterCo collects, uses and discloses information and what choices you have with respect to the information.

When we refer to “BetterCo”, we mean the BetterCo entity that acts as the controller or processor of your information, as explained in more detail in the “Identifying the Data Controller and Processor” section below.

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1.1.       Applicability Of This PrivacyPolicy

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This Privacy Policy applies to BetterCo’s online workplace tools and platform, including the associated BetterCo mobile and desktop applications(collectively, the “Services”), BetterCo.ai and other BetterCo websites(collectively, the “Websites”) and other interactions (e.g., customer service inquiries, etc.) you may have with BetterCo. If you do not agree with the terms, do not access or use the Services, Websites or any other aspect of BetterCo’s business.

This Privacy Policy does not apply to any third-party applications or software that integrate with the Services through the BetterCo platform (“Third-Party Services”), or any other third-party products, services or businesses. In addition, a separate agreement governs delivery, access and use of the Services(the “Customer Agreement”), including the processing of any messages, files or other content submitted through Services accounts (collectively, “User Data”). The organization (e.g., your employer or another entity or person) that entered into the Customer Agreement (“Customer”) controls its instance of the Services(its “Workspace”) and any associated User Data. If you have any questions about specific Workspace settings and privacy practices, please contact the Customer whose Workspace you use. If you have an account, you can check your account settings for contact information of your Workspace owner(s) and administrator(s). If you have received an invitation to join a Workspace but have not yet created an account, you should request assistance from the Customer that sent the invitation.

1.2.       Information We Collect and Receive

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BetterCo may collect and receive User Data and other information and data (“Other Information”) in a variety of ways:

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1.2.1.  User Data

Customers or individuals granted access to a Workspace by a Customer (“Authorized Users)routinely submit User Data to BetterCo when using the Services.

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1.2.2.  Other Information

BetterCo also collects, generates and/or receives Other Information:

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1.2.3.  Workspace and account information

To create or update a Workspace account, you or your Customer (e.g. your employer) supply BetterCo with an email address, phone number, password, domain and/or similar account details. In addition, Customers that purchase a paid version of the Services provide BetterCo (or its payment processors) with billing details such as credit card information, banking information and/or a billing address.

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1.2.4.  Usage information

• Services metadata. When an Authorized User interacts with the Services, metadata is generated that provides additional context about the way Authorized Users work. For example, BetterCo logs the Workspaces, people, features, content and links you view or interact with, the types of files shared and what Third-Party Services are used (if any).
• Logdata. As with most websites and technology services delivered over theInternet, our servers automatically collect information when you access or use our Websites or Services and record it in log files. This log data may include the Internet Protocol (IP) address, the address of the web page visited before using the Website or Services, browser type and settings, the date and time theServices were used, information about browser configuration and plugins, language preferences and cookie data.
• Device information. BetterCo collects information about devices accessing theServices, including type of device, what operating system is used, device settings, application IDs, unique device identifiers and crash data. Whether we collect some or all of this Other Information often depends on the type of device used and its settings.
• Location information. We receive information from you, your Customer and other third-parties that helps us approximate your location. We may, for example, use a business address submitted by your employer or an IP address received from your browser or device to determine approximate location. BetterCo may also collect location information from devices in accordance with the consent process provided by your device.

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1.2.5.  Cookie information

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BetterCo uses a variety of cookies and similar technologies in our Websites and Services to help us collect Other Information. For more details about how we use these technologies, and your opt-out opportunities and other options, please see our Cookie Policy.

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1.2.6.  Third-Party services

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A Customer can choose to permit or restrict Third-Party Services for its Workspace. Typically, Third-Party Services are software that integrate with our Services, and a Customer can permit its Authorized Users to enable and disable these integrations for its Workspace. BetterCo may also develop and offer Better Coapplications that connect the Services with a Third-Party Service. Once enabled, the provider of a Third-Party Service may share certain information with BetterCo. For example, if a cloud storage application is enabled to permit files to be imported to a Workspace, we may receive the user name and email address of Authorized Users, along with additional information that the application has elected to make available to BetterCo to facilitate the integration.Authorized Users should check the privacy settings and notices in theseThird-Party Services to understand what data may be disclosed to BetterCo. When a Third-Party Service is enabled, BetterCo is authorized to connect and accessOther Information made available to BetterCo in accordance with our agreement with the Third-Party Provider and any permission(s) granted by Customer(including, by its Authorized User(s)). We do not, however, receive or store passwords for any of these Third-Party Services when connecting them to theServices. For more information on Third-Party Services, click here.

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1.2.7.  Contact information

In accordance with the consent process provided by your device or other third-party API, any contact information that an Authorized User chooses to import (such as an address book from a device or API) is collected when using the Services.

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1.2.8.  Third-Party data

BetterCo may receive data about organizations, industries, lists of companies that are customers, Website visitors, marketing campaigns and other matters related to our business from parent corporation(s), affiliates and subsidiaries, our partners, or others that we use to make our own information better or more useful. This data may be combined with Other Information we collect and might include aggregate-level data, such as which IP addresses correspond to zip codes or countries. Or it might be more specific: for example, how well an online marketing or email campaign performed.

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1.2.9.  Additional information provided to BetterCo

We also receive Other Information when submitted to our Websites or in other ways, such as if you participate in a focus group, contest, activity or event, apply for a job, enroll in a certification program or other educational program hosted by BetterCo or a vendor, request support, interact with our social media accounts or otherwise communicate with BetterCo.

Generally, no one is under a statutory or contractual obligation to provide any User Data or Other Information (collectively, “Information”). However, certain Information is collected automatically and, if some Information, such as Workspace setup details, is not provided, we may be unable to provide theServices.

1.3.       How We Use Information

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User Data will be used by BetterCo in accordance with Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and as required by applicable law. BetterCo is a processor of User Data and Customer is the controller. Customer may, for example, use the Services to grant and remove access to a Workspace, assign roles and configure settings, access, modify, export, share and remove User Data and otherwise apply its policies to the Services.

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BetterCo uses Other Information in furtherance of our legitimate interests in operating our Services, Websites and business. More specifically, BetterCo uses Other Information:

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• To provide, update, maintain and protect our Services, Websites and business. This includes use of Other Information to support delivery of the Services under a Customer Agreement, prevent or address service errors, security or technical issues, analyze and monitor usage, trends and other activities, or at an Authorized User’s request.
• As required by applicable law, legal process or regulation.
• To communicate with you by responding to your requests, comments and questions. If you contact us, we may use your Other Information to respond.
• To develop and provide search, learning and productivity tools and additional features. BetterCo tries to make the Services as useful as possible for specific Workspaces and Authorized Users. For example, we may improve search functionality by using Other Information to help determine and rank the relevance of content, channels or expertise to an Authorized User, make Services or Third-Party Service suggestions based on historical use and predictive models, identify organizational trends and insights, to customize a Services experience, or create new productivity features and products.
• Tosend emails and other communications. We may send you service, technical and other administrative emails, messages, and other types of communications. We may also contact you to inform you about changes in our Services, our Services offerings, and important Services-related notices, such as security and fraud notices. These communications are considered part of the Services and you may not opt out of them. In addition, we sometimes send emails about new product features, promotional communications or other news about BetterCo. These are marketing messages so you can control whether you receive them. If you have additional questions about a message you have received from BetterCo please get in touch through the contact mechanisms described below.
• For billing, account management and other administrative matters. BetterCo may need to contact you for invoicing, account management, and similar reasons and we use account data to administer accounts and keep track of billing and payments.
• To investigate and help prevent security issues and abuse.

If Information is aggregated or de-identified so that it is no longer reasonably associated with an identified or identifiable natural person, BetterCo may use it for any business purpose. To the extent Information is associated with an identified or identifiable natural person and is protected as personal data under applicable data protection law, it is referred to in this Privacy Policy as “Personal Data.”

1.4.       Data Retention

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BetterCo will retain User Data in accordance with a Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and as required by applicable law. Depending on the Services plan, Customer may be able to customize its retention settings and apply those customized settings at the Workspace level or other level. Customer may also apply different settings to messages, files or other types of User Data. The deletion of User Data and other use of the Services by Customer may result in the deletion and/or de-identification of certain associated Other Information.BetterCo may retain Other Information pertaining to you for as long as necessary for the purposes described in this Privacy Policy. This may include keeping your Other Information after you have deactivated your account for the period of time needed for BetterCo to pursue legitimate business interests, conduct audits, comply with (and demonstrate compliance with) legal obligations, resolve disputes, and enforce our agreements.

1.5.       How We Share And DiscloseInformation

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This section describes how BetterCo may share and disclose Information, as described in the section entitled 'Information We Collect and Receive' above. Customers determine their own policies and practices for the sharing and disclosure of Information. BetterCo does not control how they or any other third parties choose to share or disclose Information.

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• The Customer’s Instructions. BetterCo may share and disclose Information in accordance with a Customer’s instructions and with appropriate consent, including any applicable terms in the Customer Agreement and the Customer’s use of Services functionality and in compliance with applicable law and legal process. Some sharing at a Customer’s request may incur additional fees.
• Displaying the Services. When an Authorized User submits Information, it may be displayed to other Authorized Users in the same or connected Workspaces. For example, an Authorized User’s email address may be displayed with their Workspace profile.
• Collaborating with Others. The Services provide different ways for Authorized Users working in independent Workspaces to collaborate, such as BetterCo Connect or email interoperability. Information, such as an Authorized User’s profile Information, may be shared, subject to the policies and practices of the other Workspace(s). This is in particular true for the sharing of KYC information.
• Customer Access. Owners, administrators, Authorized Users, and other Customer representatives and personnel may be able to access, modify, or restrict access to Information. This may include, for example, your Partners of your Employer using specific Service features to export logs of Workspace activity, or accessing or modifying your profile details or analysing risk profiles.
• Third-Party Service Providers and Partners. We may engage third-party companies or individuals as service providers or business partners to process Information and support our business. These third parties may, for example, provide video ident services, virtual computing and storage services, or we may share business information to develop strategic partnerships with Third-Party Service providers to support our common customers. Additional information about the subprocessors we use to support delivery of our Services is set forth at BetterCo Subprocessors.
• Third-Party Services. Customer may enable or permit Authorized Users to enable Third-Party Services. We require each Third-Party Service to disclose all permissions for information access in the Services, but we do not guarantee that they do so. When enabled, BetterCo may share Information with Third-Party Services. Third-Party Services are not owned or controlled by BetterCo and third parties that have been granted access to Information may have their own policies and practices for its collection, use, and sharing. Please check the permissions, privacy settings, and notices for these Third-Party Services or contact the provider for any questions.
• Corporate Affiliates. BetterCo may share Information with its corporate affiliates, parents and/or subsidiaries.
• During a Change to BetterCo’s Business. If BetterCo engages in a merger, acquisition, bankruptcy, dissolution, reorganization, sale of some or all of BetterCo’s assets or stock, financing, public offering of securities, acquisition of all or a portion of our business, a similar transaction or proceeding, or steps in contemplation of such activities, some or all Information may be shared or transferred, subject to standard confidentiality arrangements.
• Aggregated or De-identified Data. We may disclose or use aggregated or deidentified Information for any purpose. For example, we may share aggregated or deidentified Information with prospects or partners for business or research.
• To Comply with Laws. If we receive a request for information, we may disclose Information if we reasonably believe disclosure is in accordance with or required by any applicable law, regulation or legal process.
• To enforce our rights, prevent fraud, and for safety. To protect and defend the rights, property or safety of BetterCo, its users, or third parties, including enforcing its contracts or policies, or in connection with investigating and preventing illegal activity, fraud, or security issues, including to prevent death or imminent bodily harm.
• With Consent. BetterCo may share Information with third parties when we have consent to do so.          

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1.6.       Security

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BetterCo takes security of data very seriously. BetterCo works hard to protect Information you provide from loss, misuse, and unauthorized access or disclosure. These steps take into account the sensitivity of the Information we collect, process and store, and the current state of technology.  Given the nature of communications and information processing technology, BetterCo cannot guarantee that Information during transmission through the Internet or while stored on our systems or otherwise in our care will be absolutely safe from intrusion by others. When you click a link to a third-party site, you will be leaving our site and we don’t control or endorse what is on third-party sites.

1.7.       Age Limitations

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To the extent prohibited by applicable law, BetterCo does not allow use of our Services and Websites by anyone younger than 18 years old. If you learn that anyone younger than 18 has unlawfully provided us with personal data, please contact us and we will take steps to delete such information.

1.8.       Changes To This Privacy Policy

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BetterCo may change this Privacy Policy from time to time. Laws, regulations, and industry standards evolve, which may make those changes necessary, or we may make changes to our services or business. We will post the changes to this page and encourage you to review our Privacy Policy to stay informed. If we make changes that materially alter your privacy rights, BetterCo will provide additional notice, such as via email or through the Services. If you disagree with the changes to this Privacy Policy, you should deactivate your Services account. Contact the Customer if you wish to request the removal of Personal Data under their control.

1.9.       International Data Transfers

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BetterCo may transfer your Personal Data to countries other than the one in which you live. To the extent that Personal Data is transferred abroad, BetterCo will ensure compliance with the requirements of the applicable laws in the respective jurisdiction in line with BetterCo’s obligations.

In particular, we offer the following safeguards if BetterCo transfers Personal Data from jurisdictions with differing data protection laws:

• European Union Model Clauses. BetterCo will enter into European Union Model Clauses(“Model Clauses”) also known as Standard Contractual Clauses, to meet the adequacy and security requirements for our Customers that operate in the EEA, Switzerland and the UK and for other international transfers of User Data as relevant.

1.10.    Data Protection Officer

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To communicate with our Data Protection Officer, please email privacy@BetterCo.ai

1.11.    Identifying The Data ControllerAnd Processor

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Data protection law in certain jurisdictions differentiates between the “controller”and “processor” of information. In general, Customer is the controller of UserData. In general, BetterCo is the processor of User Data and the controller ofOther Information. BetterCo

1.12.    Your Rights

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Individuals across the globe, including the European Economic Area, the United Kingdom andBrazil, have certain statutory rights in relation to their personal data.Subject to any exemptions provided by law, you may have the right to request access to Information, as well as to seek to update, delete or correct thisInformation. You can usually do this using the settings and tools provided in your Services account. If you cannot use the settings and tools, contact theCustomer who controls your workspace for additional access and assistance or hello@BetterCo.ai.

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To the extent that BetterCo’s processing of your Personal Data is subject to theGeneral Data Protection Regulation or other applicable laws covering the processing of Personal Data such as the UK Data Protection Act and theBrazilian General Data Protection Act (Lei Geral de Proteção de Dados),BetterCo relies on its legitimate interests, described above, to process your data. BetterCo may also process Other Information that constitutes yourPersonal Data for direct marketing purposes and you have a right to object toBetterCo’s use of your Personal Data for this purpose at any time.

1.13.    Your California Privacy Rights

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This section provides additional details about the personal information we collect about California consumers and the rights afforded to them under the CaliforniaConsumer Privacy Act or “CCPA.”

For more details about the personal information we have collected over the last 12months, including the categories of sources, please see the Information WeCollect And Receive section above. We collect this information for the business and commercial purposes described in the How We Use Information section above.We share this information with the categories of third parties described in theHow We Share and Disclose Information section above. BetterCo does not sell (as such term is defined in the CCPA) the personal information we collect (and will not sell it without providing a right to opt out). Please note that we do use third-party cookies for our advertising purposes as further described in ourCookie Policy.

Subject to certain limitations, the CCPA provides California consumers the right to request to know more details about the categories or specific pieces of personal information we collect (including how we use and disclose this information), to delete their personal information, to opt out of any “sales”that may be occurring, and to not be discriminated against for exercising these rights.

California consumers may make a request pursuant to their rights under the CCPA by contacting us at privacy@BetterCo.ai. We will verify your request using the information associated with your account, including email address. Government identification may be required. Consumers can also designate an authorized agent to exercise these rights on their behalf.

1.14.    Data Protection Authority

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Subject to applicable law, you also have the right to (i) restrict BetterCo’s use of OtherInformation that constitutes your Personal Data and (ii) lodge a complaint with your local data protection authority.

1.15.    Contacting BetterCo

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Please also feel free to contact BetterCo if you have any questions about this PrivacyPolicy or BetterCo’s practices, or if you are seeking to exercise any of your statutory rights. BetterCo will respond within a reasonable timeframe. You may contact us at privacy@BetterCo.ai or at our mailing address below:

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