Better Off Labs — Privacy Policy

PMR DIGITAL, LLC (doing business as BETTER OFF LABS) ("Company," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our websites (https://betterofflabs.com and app.betterofflabs.com), use our web application (including the client dashboard, reporting, the employee-facing review pages, and any branded subdomain review page we host), or use our services, including the setup and ongoing management of automated employee review systems (the 5 Star Review Engine™). Together, these are our "Platform."

By using our website or services, you consent to the practices described in this Privacy Policy.

1. Information We Collect

We collect information that is necessary to provide and operate our services:

A. Information You Provide Directly

• Contact Information: Name, email address, phone number, and business name when you book a call, submit a form, or contact us.
• Onboarding Information: Company details, employee contact lists, and account access you provide so we can build and operate your review engine (e.g., your Indeed and Glassdoor employer profiles, and, where applicable, your HRIS or ATS).
• Billing Information: Payment details are processed securely by our third-party payment processor and, for ACH transfers, your bank. We do not store full card numbers; we may retain limited transaction records (such as the last four digits, card brand, and billing contact) for accounting and fraud prevention.

B. Information Collected Automatically

• Website and App Usage Data: IP address, browser type, device information, pages visited, and referring website. This standard log data is generated by our hosting provider and by analytics tools such as Google Analytics.
• Cookies and Similar Technologies: We use cookies that are essential to site and app functionality and security (for example, an authentication cookie and, on password-gated pages, an access cookie), and analytics cookies (such as Google Analytics). Third-party content we embed — such as our booking calendar — may set its own cookies. You can control cookies through your browser settings; disabling essential cookies may affect functionality. See Section 8.

C. Information We Process on Behalf of Clients

When we operate a review engine for an employer client, we process information about that client's employees that flows through the system, such as names, work email addresses, employment milestones, the star rating an employee submits, any private feedback they choose to share, and review-invitation interactions. We process this information as a service provider / processor on the client's behalf and on the client's instructions, and not for our own independent purposes.

Employee data and consent. Our clients are responsible for having a lawful basis to share their employees' contact information with us and to send review invitations, for obtaining any consents required to contact their employees, and for not coercing, incentivizing, or otherwise improperly influencing reviews. We help our clients invite honest reviews in line with Indeed and Glassdoor guidelines.

2. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, operate, and improve our Services (including building and operating employee review engines).
• To communicate with you about your engagement, invoices, and support requests.
• To operate our clients' review engines on their behalf and on their instructions.
• To analyze website traffic and improve user experience.
• To comply with legal obligations and enforce our Terms of Service.
• To detect and prevent fraud or security issues.

We do not sell your personal information.

3. Our Role and Data Minimization

We are committed to handling only the information we need:

• Controller vs. Service Provider: For our own website visitors and prospective clients, we act as the controller (business) of that information. For information about our clients' employees that flows through a system we operate, we act as a service provider / processor handling it on the client's behalf and instructions.
• Authentic Reviews Only: We facilitate honest reviews from real, current employees. We do not write, buy, or fabricate reviews, and we do not gate or suppress negative ones.
• No Sale of Data: We do not sell your personal information.

4. How We Share Information

We only share information in the following limited circumstances:

• Service Providers / Sub-Processors: With trusted third-party vendors who help us deliver the Services — such as cloud hosting, database and authentication, email delivery, background processing, error monitoring, analytics, and payment processing — each bound by contract to protect information and use it only to provide services to us. We do not list our specific vendors here; a dedicated security overview identifying the providers in our stack and their associated safeguards is available to clients and prospective clients on request by emailing legal@betterofflabs.com. Our review invitations link out to the public review platforms (Indeed and Glassdoor), which operate under their own privacy policies.
• Legal Requirements: If required by law, court order, or government request, or to protect our rights, property, or safety.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, information may be transferred as part of that transaction (with notice where required).

Any sharing of information is limited to the circumstances described above.

5. Data Retention and Deletion

• Website and Prospect Data: Contact and inquiry information is retained only as long as necessary to respond to you and pursue a possible engagement, and generally no longer than 24 months after our last interaction, unless you become a client or the law requires longer.
• Client Engagements: Information we process on behalf of a client is retained for the duration of the engagement and handled in accordance with the client's instructions and agreement. On termination, we return or delete client data as set forth in the applicable agreement, typically within 60 days, except for records we must keep by law.
• Financial Records: Invoices and transaction records are retained as required by tax and accounting laws (generally up to 7 years).
• Backups: Residual copies may persist in encrypted backups for a limited period after deletion from active systems and are overwritten on our standard backup cycle.
• Aggregated Data: We may retain de-identified, aggregated information that cannot reasonably be linked back to any specific individual.

You may request deletion of your personal information by contacting us (see Section 12), subject to legal and contractual obligations.

6. Security

We implement reasonable administrative, technical, and physical safeguards to protect the information we process, including:

• Secure, encrypted connections (HTTPS)
• Access controls and authentication for internal systems
• Regular security reviews

However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security. If we become aware of a data breach affecting your personal information, we will notify you and the relevant authorities as required by applicable law. Where we process employee information on a client's behalf, we will notify the client without undue delay so they can meet their own notification obligations. A more detailed overview of our infrastructure providers and their security measures is available to clients and prospective clients on request.

7. Your Privacy Rights

Depending on where you live, you may have some or all of the following rights regarding personal information for which we are the controller (business):

• Know / Access: to know what personal information we collect, use, and disclose, and to receive a copy of it.
• Correct: to correct inaccurate personal information.
• Delete: to request deletion (subject to legal and contractual exceptions).
• Opt out of sale: you may direct us not to sell your personal information.
• Portability: to receive your information in a portable format, where applicable.
• Non-discrimination: we will not discriminate against you for exercising these rights.

These rights are provided under the California Consumer Privacy Act (CCPA/CPRA) and comparable privacy laws in other U.S. states (such as Virginia, Colorado, Connecticut, Utah, and Texas). If you are in the European Economic Area, the United Kingdom, or another jurisdiction with data-protection laws, you may also have rights to object to or restrict processing and to lodge a complaint with your supervisory authority; where we act as a processor for a client, we will support the client in honoring those rights.

Global Privacy Control (GPC). Where required by law, we treat a recognized opt-out preference signal (such as GPC) as a valid opt-out request for the browser or device that sends it.

How to exercise your rights. If your information is processed by us on behalf of one of our clients (for example, as an employee of a company that uses the 5 Star Review Engine™), please direct your request to that company, which controls the information; we will assist them as their processor. To exercise rights regarding information for which we are the controller, email us at legal@betterofflabs.com with the subject line "Privacy Request." We will verify your request (which may require confirming information we already hold), and you may use an authorized agent where the law permits. We respond within the timeframes required by applicable law (generally 45 days, extendable as permitted). If we decline a request, you may appeal by replying to our response with the subject line "Privacy Appeal."

8. Cookies and Tracking

Our Platform uses cookies and similar technologies for:

• Essential functionality and security — for example, keeping you signed in to the app and enforcing access on password-gated pages.
• Analytics — we use Google Analytics to understand how visitors use our website. Google Analytics sets its own cookies and collects usage data as described in Google's policies; you can opt out using the Google Analytics opt-out browser add-on.
• Performance and error monitoring — to keep the Platform reliable.
• Third-party embeds — content we embed, such as our booking calendar, may set its own cookies under its provider's policy.

We do not sell your personal information. When you first visit, a cookie banner lets you accept or decline non-essential cookies, and you can change your choice at any time using the "Cookie settings" link in our website footer. Analytics cookies are set only after you opt in. Before then, we run Google Analytics in a privacy-preserving "consent mode" that does not store analytics cookies on your device and provides only aggregated, modeled statistics. You can also opt out of Google Analytics using the add-on above and manage cookies through your browser settings; disabling essential cookies may affect functionality.

9. Third-Party Links and Services

Our Platform and the systems we build contain links to or integrations with third-party sites and services (e.g., Indeed, Glassdoor, our email provider, and our payment processor). We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies.

10. Children's Privacy

Our website and services are directed to businesses, not to children, and we do not knowingly collect personal information from children. Any information about a client's employees that we process is handled on behalf of and under the instructions of that client.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The "Last Updated" date at the top will reflect the most recent changes. We encourage you to review this page periodically. Material changes will be communicated via email or prominent notice on our website.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

PMR DIGITAL, LLC DBA BETTER OFF LABS
5900 Balcones Drive, Suite 100
Austin, TX 78731
Email: legal@betterofflabs.com
Website: https://betterofflabs.com

For legal notices, please also reference our Terms of Service.