This Privacy Policy (“Policy”) explains how BetterCall (“BetterCall,” “we,” “us,” or “our”) collects, uses, discloses, stores, and otherwise processes Personal Data in connection with the BetterCall platform and related services, including our website(s), web application, desktop wrapper/application (if any), mobile application(s) (if any), browser extensions (if any), and APIs (collectively, the “Services”).

Operator Contact (Privacy & Requests): support@bettercall.in
Service Address (Operator): Thekkethottapara, Ambadimala, Thiruvamkulam, Ernakulam, Kerala - 682305, India
Grievance Officer (India – DPDP Act): Joel Mathew, Customer Support Manager — support@bettercall.in

IMPORTANT — Recording/Transcription/Consent Compliance. BetterCall can process meeting/call audio to generate transcripts and AI-derived outputs. You are solely responsible for providing legally required notices and obtaining legally required consents from all participants (including under any “two-party/all-party consent” regimes), and for complying with all applicable laws, contractual obligations, and workplace policies.

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1. Scope

This Policy applies to Personal Data processed by BetterCall when you:

visit our website(s);

connect integrations (if any);

upload or submit content; or

communicate with us (including support).

This Policy does not apply to third-party websites, products, or services that you access via links or integrations; those are governed by their own terms and privacy practices.

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2. Key Definitions

“Account Data”: account registration and authentication information such as name, email address, and password hash.

“Customer”: an organization or individual that purchases, subscribes to, or otherwise uses the Services.

“Customer Content”: data and content submitted to, uploaded to, or generated through the Services by or on behalf of a Customer or End Users, including transcripts and AI outputs.

“End User”: an individual authorized to use the Services (e.g., an employee, contractor, agent, or other permitted user).

“Personal Data”: information relating to an identified or identifiable individual, or otherwise defined as personal data/personal information under applicable law (including India’s Digital Personal Data Protection Act, 2023 (“DPDP Act”)).

“Processing”: any operation performed on Personal Data (collection, storage, use, disclosure, deletion, etc.).

“Workspace”: an organizational tenant/environment within BetterCall managed by an admin.

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3. Roles and Responsibilities (Organization Workspaces vs Individual Use)

3.1 Organization / Workspace Use

If you use BetterCall through a Workspace, your organization typically controls:

who can access the Services,

what features are enabled,

retention and sharing settings (where available), and

which integrations are connected (if any).

Depending on the configuration and applicable law:

your organization may be the Data Fiduciary/Controller of certain Personal Data; and

BetterCall may act as a Data Processor / service provider processing such Personal Data on the organization’s instructions.

3.2 Individual (Non-Workspace) Use

If you use BetterCall as an individual (not through a Workspace), BetterCall is generally the Data Fiduciary/Controller for the Personal Data we process to provide the Services to you.

3.3 Data Processing Addendum (Business Customers)

Where applicable, business customers may request or sign a Data Processing Addendum (“DPA”) covering processor terms, confidentiality, security, subprocessors, cross-border transfers, and related obligations.

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4. Personal Data We Collect and Process

We collect and process Personal Data in the following categories. The exact data depends on the features you use and your settings.

4.1 Account and Identity Data

name, email address, login credentials (password hash, not plain text);

workspace affiliation, role, permissions;

profile details you choose to add.

4.2 Meeting/Call Processing Data (Transcription and Outputs)

BetterCall may process meeting/call audio to produce transcripts, speaker separation labels (e.g., “Me” vs. “Others/System”), and outputs such as summaries and insights.

Depending on your usage, we may process:

transcripts (text), timestamps, speaker labels;

user prompts, notes, session forms, and settings;

AI-derived outputs (summaries, action items, insights) generated by or for users.

Raw audio recordings: BetterCall does not store raw audio recordings as part of standard operation. Audio may be processed transiently (e.g., buffered in memory) solely to generate transcripts, and may be transmitted to our transcription service provider for processing.

4.3 Workspace and Usage Data

basic usage details (e.g., number of sessions, feature usage events, timestamps);

admin-managed user roster information (e.g., invited users, role assignments);

configuration settings (e.g., language, output preferences).

Admin access limitation: Workspace administrators may access profile and usage details, but do not have access to transcript content within BetterCall under current design (subject to change if new features are introduced; see Section 17).

4.4 Device, Log, and Technical Data

IP address, approximate location derived from IP (country/region), device/browser type, OS and app version;

logs for authentication, security, and troubleshooting;

crash and performance data (if/when implemented; see Section 10.3).

4.5 Billing and Transaction Data (Paid Plans)

billing contact details, invoices, subscription plan and payment status;

payment processing is handled by a third-party payment processor; we may receive transaction identifiers and status data.

4.6 Support Communications

emails and messages you send to support;

information you provide when reporting a problem.

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5. Sources of Personal Data

We collect Personal Data from:

you (registration, use of the Services, support);

your organization or Workspace admin (account provisioning);

third-party services you authorize (integrations, if any);

automated means (logs and technical data).

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6. Purposes of Processing (How We Use Personal Data)

We process Personal Data to:

1. Provide and operate the Services (authentication, transcription, generating outputs, storing and displaying transcripts and user-generated outputs).
2. Administer Workspaces (account provisioning, role management, access control).
3. Maintain security and integrity (fraud prevention, abuse detection, monitoring, logging, incident response).
4. Provide customer support (responding to requests, troubleshooting, service communications).
5. Billing and accounting (subscriptions, invoicing, payments, tax and compliance records).
6. Improve and develop the Services (debugging, quality improvements, reliability, performance).
7. Comply with legal obligations and enforce agreements.

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7. Legal Bases for Processing

7.1 India (DPDP Act, 2023)

Under the DPDP Act, we process Personal Data based on:

consent (where required); and/or

legitimate uses as permitted under the DPDP Act, including processing necessary to provide requested services and to maintain security and prevent fraud.

7.2 Other Jurisdictions

If other privacy laws apply to your use (e.g., GDPR/UK GDPR), BetterCall will process Personal Data on recognized bases such as contract necessity, legitimate interests, consent, and legal obligation, as applicable. Additional rights may apply (see Section 12).

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8. AI Features, Accuracy, and Human Oversight

8.1 AI Processing

BetterCall uses automated processing (including AI/ML) to generate transcripts and outputs from your inputs.

8.2 Accuracy Disclaimer

AI-generated outputs may be inaccurate, incomplete, or unsuitable for your purposes. You are responsible for reviewing and validating outputs before relying on them.

8.3 No Professional Advice

Outputs are provided for informational purposes only and are not legal, medical, financial, HR, or professional advice.

8.4 Automated Decision-Making

The Services are not designed to make decisions producing legal or similarly significant effects solely by automated means without human review. If you use outputs for consequential decisions, you remain responsible for lawful use and safeguards.

8.5 Training / Model Improvement

We process Customer Content to provide the Services (transcription, outputs).

We may use aggregated and/or de-identified data to improve reliability, security, and performance.

We do not intend to use identifiable Customer Content to train publicly available/general-purpose AI models unless you (or your organization) explicitly opts in or a separate agreement permits it.

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9. Data Retention and Deletion

9.1 Default Retention

BetterCall retains transcripts and derived outputs for 30 days by default (unless a different period is agreed in writing for enterprise customers or required by law).

9.2 Deletion by Users

Session deletion: If you delete a session, the transcript and derived outputs for that session are deleted immediately from our primary database.

Account deletion: If you delete your account, your account data and associated Customer Content are deleted immediately from our primary database.

9.3 Residual Copies (Operational and Legal)

Notwithstanding Section 9.2:

Certain limited technical records (e.g., security logs, billing records) may be retained where necessary to comply with law, prevent fraud, resolve disputes, and enforce agreements.

If encrypted disaster-recovery backups exist, residual copies of deleted data may persist only until such backups are rotated or overwritten, and are not used for any other purpose.

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10. Sharing and Disclosures

We disclose Personal Data only as necessary for the purposes described in this Policy, including:

10.1 Subprocessors / Service Providers

We use third-party service providers (“subprocessors”) to operate parts of the Services. These providers process Personal Data only under our instructions and subject to contractual confidentiality and security obligations.

Known subprocessors used for BetterCall (as of the Effective Date):

Google Cloud Platform (GCP) — hosting and infrastructure (region: us-central1, United States).

Speechmatics — speech-to-text transcription processing.

Google (Gemini) — AI processing for generating outputs (where enabled).

OpenAI (ChatGPT models via API) — AI processing for generating outputs (where enabled).

Resend — transactional email delivery.

Razorpay — payment processing for paid subscriptions (where applicable).

Google Analytics — website analytics (see Section 13).

We may update subprocessors over time. For a current list or questions, contact support@bettercall.in.

10.2 Workspace Sharing

Customer Content and related Personal Data may be visible to:

the account owner (you); and

other users you explicitly share with (if sharing features are enabled).

Admins: Under current product design, Workspace administrators do not have access to transcript content; they can access profile and usage details.

10.3 Error Monitoring / Diagnostics (Future)

We may implement error monitoring and performance diagnostics tools (commonly used in Next.js applications), such as Sentry or equivalent, to detect and fix issues. If implemented, such tools may collect technical telemetry (e.g., error traces, device/app metadata). We will update this Policy if/when such tools are introduced in production.

10.4 Legal Disclosures

We may disclose Personal Data if required to comply with law or valid legal process, or to protect rights, safety, and security, including to:

comply with applicable laws, regulations, or lawful requests;

investigate and prevent fraud, security incidents, or abuse; or

enforce our agreements and policies.

10.5 Business Transfers

If BetterCall undergoes a merger, acquisition, financing, reorganization, or sale of assets, Personal Data may be transferred as part of that transaction, subject to appropriate protections.

10.6 No Sale of Personal Data

BetterCall does not sell Personal Data in the ordinary meaning of the term.

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11. International Data Transfers and Hosting Location

BetterCall is hosted in Google Cloud Platform (GCP) us-central1 (United States). Your Personal Data may therefore be processed and stored in the United States and other countries where our subprocessors operate.

Data residency: BetterCall does not guarantee data residency in any specific country or region.

Where required, we implement appropriate safeguards for cross-border transfers (contractual protections, security controls, and other mechanisms recognized under applicable law). For India, cross-border transfers are subject to restrictions or conditions as may be notified by the Government of India from time to time.

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12. Your Rights and Choices

Your rights depend on your jurisdiction and whether you use BetterCall through a Workspace.

12.1 India (DPDP Act) Rights

Subject to applicable law, you may have rights to:

access information about processing of your Personal Data;

request correction and erasure;

grievance redressal; and

nominate another person to exercise rights in the event of death or incapacity.

12.2 Marketing Opt-Out

If we send promotional communications, you may opt out by using the unsubscribe link or contacting us. We may still send transactional messages (security notices, billing, service updates).

12.3 How to Exercise Rights

Email support@bettercall.in with:

your name and account email;

your Workspace (if applicable); and

the request details.

We may verify identity before acting. If you are an End User in a Workspace, certain requests may need to be handled via your Workspace administrator.

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13. Cookies and Similar Technologies

13.1 Current State

Advertising/retargeting: We do not run ads, retargeting pixels, or behavioral advertising trackers.

Cookies: We intend to use only essential cookies for core functionality. Some website analytics implementations (including Google Analytics) may use cookies or similar identifiers depending on configuration.

13.2 Google Analytics

We use Google Analytics to understand website usage and improve performance. Depending on configuration and browser settings, Google Analytics may collect:

device and browser information,

pages viewed and interaction events,

approximate location (derived from IP),

cookies or similar identifiers.

You can control cookies through browser settings. Where required by law, we will implement consent mechanisms (e.g., cookie banners and preference managers).

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14. Security

We maintain reasonable administrative, technical, and organizational measures to protect Personal Data, including:

access controls and least-privilege access;

encryption in transit (e.g., TLS);

secure password storage (passwords are stored as hashed values, not in plain text).

No system can be guaranteed 100% secure. You are responsible for maintaining the confidentiality of your credentials and ensuring your devices are protected.

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15. Children’s Privacy

BetterCall is intended for professional/educated audiences and is recommended for users 18 years and older. We do not knowingly collect Personal Data from children. If we learn that we have collected Personal Data from a child (as defined under applicable law, including the DPDP Act), we will take reasonable steps to delete such data.

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16. Third-Party Links and Integrations

The Services may link to or integrate with third-party services. Your use of third parties is governed by their respective terms and privacy policies, and BetterCall is not responsible for third-party practices.

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17. Changes to this Policy

We may update this Policy from time to time. If changes are material, we will provide notice via the Services, website, or email. The “Last Updated” date above indicates when this Policy was most recently revised.

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18. Contact, Grievances, and Complaints

Privacy Contact: support@bettercall.in

Grievance Officer (India – DPDP Act):
Joel Mathew, Customer Support Manager
Email: support@bettercall.in
Address: Thekkethottapara, Ambadimala, Thiruvamkulam, Ernakulam, Kerala - 682305, India

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