Privacy Policy

1Who We Are

Better Peers, LLC
8735 Dunwoody Place, Ste R
Atlanta, GA 30350, USA
Email: [email protected]

For users located in the European Economic Area (EEA) or the United Kingdom, Better Peers is the data controller of your personal information.

2Information We Collect

Account Information

When you request access or create an account, we collect your name, email address, profile photo, and other information you choose to provide.

Coach Profile Information

If you join as a coach, your profile may include your coaching education, credentials, accreditation or credentialing path, coaching experience, your coaching journey, focus areas, languages, country, time zone, availability, and scheduling preferences.

Client Profile and Coaching Information

If you join as a client or someone seeking coaching, we may collect information you choose to provide when you request access, complete your profile, search for coaches, book sessions, or contact us. This may include your name, profile photo, email address, country, time zone, languages, availability, and what you would like to work on through coaching, such as career, leadership, professional or personal goals. Information about your coaching needs may be shared with a coach when reasonably necessary to set up or hold a session. We do not require you to provide sensitive personal information, and you should avoid including it unless it is necessary for the coaching you are requesting.

Optional Demographic Information

After you join, we may ask for your age range and gender. These questions are optional and you may skip them. You can change or remove your answers at any time in your profile. We use this information only to understand who uses Better Peers and to improve the platform. We do not use it to decide whether you are approved, who you are matched with, or what you can access, and we do not show it to other members or clients. Your answers are deleted if you delete or close your account.

Session and Coaching Information

We collect information about coaching sessions, including bookings, dates, duration, participants, session status, and notes you choose to add. We do not require sensitive personal information in session notes, and you are responsible for what you include. Before a client coaching session, the client accepts a coaching agreement, and we keep a record of the version and text they accepted and when.

Ratings and Feedback

Clients may rate a session and leave a private note. The rating and note may be visible to the coach for that session.

Legal Acceptance Records

We keep a record of which version of our Terms of Service and Privacy Policy you accepted and when.

Communications and Support

If you contact us, submit a support request, or report a conduct concern, we collect what you send us and the information needed to respond or investigate.

Email Delivery Records

When we send you email, we keep delivery information such as whether a message was delivered or bounced, which may include your email address.

Usage and Technical Data

We automatically collect technical information such as IP address, browser type, device information, access times, pages viewed, and feature use. If you use in-platform video calls, our video provider may collect additional technical information such as IP address, device information, connection data, and session metadata.

Website Analytics and Referral Information

On our public website pages we use Vercel Analytics to measure page views and understand how the site is used. It is not used in the signed-in area. We also record basic referral and campaign information when you first arrive, including the website that referred you, campaign parameters such as UTM tags, the page you landed on, and the time. This is stored in a first-party cookie and, if you go on to request an invite, saved with that request so we can understand how people find Better Peers.

Payment Information

Payment information is processed by third-party payment providers. We do not store full credit card numbers.

Cookies and Similar Technologies

We use cookies and similar technologies to keep you signed in, remember preferences, support platform features, and understand website use. You may control cookies through your browser settings.

3Legal Basis for Processing (EEA and UK Users)

If you are located in the EEA or UK, we process personal information on one or more of these lawful bases, depending on the purpose: performance of a contract, where processing is necessary to provide your account, connect coaches and clients, hold sessions, and provide the services you request; legitimate interests, where processing is necessary to improve the platform, understand how it is used, keep it secure, and prevent fraud or misuse, provided those interests are not overridden by your rights; consent, where we rely on your consent for a particular optional activity; and legal obligation, where processing is required by law. We determine and document the lawful basis for each purpose as the law requires.

4How We Use Your Information

We use personal information to create and maintain your account; review requests to join; create and manage coach and client profiles; help people and organizations find and connect with coaches, and help coaches connect with them; set up bookings, scheduling, and sessions; provide session logging, coaching hour tracking, and feedback tools; communicate with you about your account and sessions; respond to support requests and investigate concerns; process payments where applicable; understand how people find and use Better Peers; understand who uses Better Peers, using optional demographic answers where you have given them; improve and develop the platform; keep the platform secure and prevent fraud and misuse; and comply with the law.

We do not sell your personal information. We do not use optional demographic information to decide whether you are approved, who you are matched with, or what you can access.

5Information Sharing

With Coaches and Clients

We share profile and scheduling information with another participant when needed to connect you or hold a session. When a client books a session, the coach may see the client's name, photo, availability, languages, what they would like to work on, and other information the client chose to provide. Clients searching for a coach may see a coach's name, photo, profile, focus areas, languages, credentials or credentialing path, and availability. Other coaches may see that an hour on the calendar is booked and whether it is a peer session or a client session, but not who the client is. We limit what is shared to what the connection reasonably needs.

Service Providers

We share information with service providers that help run Better Peers: Daily.co (video calls), Supabase (database, authentication, and file storage), Vercel (hosting and website analytics), Resend (email delivery), payment providers where applicable, and OpenAI (AI tools used by Better Peers staff to investigate operational issues, which may process email addresses and account identifiers; we configure these tools so OpenAI does not store this information). These providers process information on our behalf under contract.

Legal Requirements and Safety

We may disclose information when required by law or when reasonably necessary to enforce our Terms, investigate fraud or security incidents, or protect the rights and safety of Better Peers, our users, or others.

Business Transfers

If Better Peers is involved in a merger, acquisition, financing, or sale of assets, personal information may be transferred as part of that transaction, subject to applicable law.

6International Data Transfers

Better Peers operates in the United States. If you use Better Peers from outside the United States, your information may be transferred to and processed in the United States or other countries whose data protection laws may differ from yours. Where required, we rely on appropriate safeguards such as Standard Contractual Clauses.

7Data Retention

We keep personal information for as long as reasonably necessary to provide our services, keep accurate records, resolve disputes, keep the platform secure, and meet legal obligations. How long depends on the type of information and why we collected it. When information is no longer needed, we delete it, anonymize it, or dispose of it securely.

Closing or Deleting Your Account

You can delete or close your account at any time from your account settings. When you do, you lose access immediately and cannot sign in again. Your name is replaced with “Deleted account” or “Closed account,” your photo and the profile details you wrote are removed, your optional demographic answers are deleted, and any upcoming booked sessions are cancelled or released and the other people involved are told. We keep your sign-in record, including your email address, and records other people rely on, such as session logs that count toward another coach's hours, legal acceptance records, support history, and conduct records. Some email delivery records may also keep your email address.

Better Peers does not record coaching sessions and does not keep recordings of them. See Video Calls and Recordings.

8Video Calls and Recordings

Better Peers provides in-platform video calls through Daily.co.

Better Peers does not record coaching sessions. Session recording is not enabled as a Better Peers platform feature, and Better Peers does not create, store, retain, manage, or provide access to recordings of coaching sessions.

Participants may not record, capture, transcribe, reproduce, distribute, or publish a coaching session, in whole or in part, without first informing the other participant and obtaining all consents and authorizations required by applicable law. Recording laws vary by jurisdiction, and participants are responsible for complying with the laws applicable to their conduct.

Better Peers cannot detect, prevent, or control recordings made by a participant using a personal device, screen-recording software, browser functionality, or other third-party technology. Better Peers does not represent or warrant that coaching sessions are protected from participant-initiated recording or capture and is not responsible for recording conducted by a participant in violation of this policy or applicable law.

If you believe a coaching session was recorded or captured without your consent, you may report the matter to Better Peers. Better Peers may investigate reported violations and may take action consistent with its policies and Terms of Service. Participants may also have rights or remedies available under applicable law.

If Better Peers introduces session recording as a platform feature in the future, recording will not be enabled automatically for coaching sessions. Better Peers will provide appropriate notice and obtain any required consent before recording occurs, and the applicable privacy disclosures will be updated accordingly.

9Your Rights

Depending on where you live, you may have the right to access the personal information we hold about you, correct it, request its deletion, restrict or object to certain processing, receive a portable copy, withdraw consent where we rely on consent, and complain to a data protection authority. Users in the EEA or UK have rights under the GDPR and UK GDPR. Users in Canada may have rights under PIPEDA. To exercise your rights, contact [email protected]. We may need to verify your identity first.

10California Privacy Rights

If you are a California resident, you may have rights under the California Consumer Privacy Act, as amended by the CPRA, including the right to know what personal information we collect, to request deletion, to correct inaccurate information, and to limit the use of sensitive personal information. We do not sell personal information or share it for cross-context behavioral advertising. To exercise these rights, contact [email protected].

11Data Security

We use reasonable administrative, technical, and organizational safeguards to protect personal information. No method of transmission or storage over the internet is completely secure, and we cannot guarantee absolute security.

12Children's Privacy

Better Peers is not intended for anyone under 18. We do not knowingly collect personal information from anyone under 18. If we learn that we have, we will delete it.

13Changes to This Policy

We may update this Privacy Policy as Better Peers, the law, or our practices change. If we make material changes, we will tell you by email or in the platform, and we may ask you to review and accept the updated policy. The policy shows the date it was last updated.