Privacy policy

Who this policy covers

“Better Inbound”, “we” and “us” mean the company that operates the Better Inbound app. “Clients” are the businesses that use Better Inbound, and “users” are the people a client or our team invites to sign in. Clients’ own customers and leads (people who call, message or fill in a form) are covered in “Information about our clients’ customers” below.

Information we collect

• Account information: your name, email address and role, and the business you were invited to.
• Sign-in with Google: if you choose “Continue with Google”, Google shares your name, email address and profile picture with us so we can sign you in. We don’t receive your Google password.
• Connected accounts: when a client connects a tool such as Google Analytics, Google Search Console, a CRM, social pages or ad accounts, we receive the data needed to show reports and do the tasks the client asks for. The Google data we access is described in detail below.
• Business content: information a client adds or that flows through the service for them, such as company details, leads and contacts, call recordings and transcripts, messages, reviews, social posts, campaigns and appointments.
• Usage and device information: log data such as IP address, browser type, pages visited and errors, used to keep the service secure and working. We use cookies only to keep you signed in and remember settings; we don’t use advertising cookies in the app.

How we use Google user data

Clients can connect their own Google accounts to Better Inbound. We request only the access each feature needs, and only when a user chooses to connect it:

• Google sign-in (openid, email, profile): to identify you and sign you in.
• Google Analytics (read-only, analytics.readonly): to list the Analytics properties you can access so you can pick your business’s website, to show website visits on your dashboard, and to show the reports on the Website Analytics screen: visits and visitors, engagement, traffic sources, top landing pages, devices, visitor locations (cities) and key events, compared with the previous period. We only read this data. We never change your Analytics settings or data.
• Google Search Console (read-only, webmasters.readonly): to list your verified sites and show search performance (clicks, impressions, top search queries and pages) on your dashboard and SEO reports. We never change your Search Console settings or data.
• Google Calendar (when this feature is switched on; calendar.calendarlist.readonly and calendar.events): to check when your business is free and to add, move or cancel the appointments that you or your AI receptionist book. We don’t read or change other events beyond what’s needed to find open times and manage the appointments we create.
• Google Drive (when this feature is switched on; drive.file): to open or save only the specific files you pick or that Better Inbound creates for you, such as reports and creative files. We can’t see any other files in your Drive.

We store Google access and refresh tokens encrypted, and use them only to provide the features above for the client that connected them. Google data is shown only to users with access to that client’s account and to our agency team working on it.

Better Inbound’s use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

In particular:

• We use Google user data only to provide and improve the user-facing features described above.
• We don’t transfer Google user data to others, except as needed to provide those features (for example, to our hosting provider), to comply with law, for security, or as part of a merger or acquisition with notice to you.
• We don’t use Google user data for advertising, including retargeting or personalized or interest-based ads, and we don’t sell it.
• We don’t use Google user data to develop, improve or train generalized AI or machine learning models.
• No person reads Google user data unless you ask us to (for example, for support), it’s needed for security or to comply with law, or it has been aggregated and anonymized for internal operations.

How we use information

• To provide the service: sign you in, show dashboards and reports, answer and follow up on leads, draft replies and posts, and run the tasks a client sets up.
• To support clients, send service notices (such as sign-in links and alerts), and respond to requests.
• To keep the service secure, prevent abuse, fix problems and keep an audit log of important changes.
• To comply with legal obligations.

Some features use AI to draft replies, summarize calls or suggest content. Drafts aren’t sent to a client’s customers without a person’s review, and we don’t allow the AI services we use to train their models on our clients’ data.

How we share information

We don’t sell personal information. We share it only:

• With service providers that run parts of the service for us under contract, such as cloud hosting and databases, email delivery, telephone and text messaging, AI processing, and social and advertising platform connections. They may use the information only to provide their service to us.
• With the tools a client connects, when the client asks us to (for example, saving a booked appointment to their CRM or publishing an approved post).
• When required by law, or to protect the rights, safety and security of our users, clients or the public.
• As part of a merger, acquisition or sale of assets, with notice to affected clients.

Security

Data is encrypted in transit (HTTPS). Credentials for connected accounts, including Google tokens, are encrypted at rest. Access is limited by role, so users see only the businesses they’ve been invited to, and important changes are logged. No system is perfectly secure, but we work to protect your information and will notify affected clients of a breach as required by law.

Retention and deletion

• We keep information for as long as the client’s account is active, or as needed to provide the service and meet legal obligations.
• When a Google account is disconnected in Settings › Integrations, we ask Google to revoke our access and delete the stored tokens. Reports aren’t kept after that, because Google data is fetched live when it’s shown.
• You can also remove Better Inbound’s access at any time from your Google Account at myaccount.google.com/permissions.
• To have your account or a client’s data deleted, email privacy@betterinbound.ai. We delete it within 30 days, except where we must keep it by law.

Information about our clients' customers

When someone calls, texts, messages or fills in a form for one of our clients, we process that information on the client’s behalf and under their instructions. The client decides how it is used and is responsible for having the right to collect it, including consent to be called or texted. If you are a client’s customer, please contact that business directly; we’ll help them respond to your request. You can stop marketing emails with the unsubscribe link in any email.

Your choices and rights

Depending on where you live, you may have the right to access, correct, delete or export your personal information, or object to how we use it. Email privacy@betterinbound.ai and we’ll respond within the time the law requires. We won’t treat you differently for exercising these rights.

Children

Better Inbound is a business service and isn’t meant for anyone under 16. We don’t knowingly collect information from children.

International transfers

We and our service providers may store and process information in the United States and other countries, with safeguards as required by law.

Changes to this policy

We’ll post any changes on this page and update the date at the top. If a change materially affects how we use Google user data or other personal information, we’ll tell clients in advance and ask for consent where required.

Contact us

Questions or requests about privacy: privacy@betterinbound.ai. More about Better Inbound: betterinbound.ai.