Privacy Policy – BetterFlow

Last Updated: 01.07.2025
Effective Date: 01.07.2025

1. Introduction

Better Quality Assurance S.R.L. (“BetterQA,” “we,” “our,” or “us”) operates BetterFlow (accessible at betterflow.eu), a project management and time tracking platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

Contact Information:
Better Quality Assurance S.R.L.
Str. Transilvaniei 202, Baciu, Cluj County, 407055, Romania
Email: privacy@betterflow.eu
Data Protection Officer: dpo@betterflow.eu

2. Information We Collect

2.1 Information You Provide Directly

Account Information:

• Full name, email address, password
• Company/organization name
• Job role, department, location
• Professional certifications and experience
• Profile photo (optional)

Project & Time Data:

• Project details and descriptions
• Time entries and task descriptions
• Daily status updates and accomplishments
• Leave/PTO requests and schedules

Client Information:

• Client organization details
• Client contact information
• Client-project associations

Communication Data:

• Messages, feedback, and support requests
• Email communications

2.2 Information Collected Automatically

Usage Data:

• Login times and frequency
• Feature usage patterns
• Page views and navigation paths
• Client viewing patterns of team updates

Technical Data:

• IP address
• Browser type and version
• Device type and operating system
• Time zone settings
• Session information and authentication tokens

DeskTime Integration Data:

• Automatically tracked hours and minutes
• Activity levels (when integrated)

2.3 Information from Third Parties

• Data from integrated services (DeskTime, future Jira integration)
• Payment information via payment processors
• Authentication data from SSO providers (if applicable)

3. Legal Basis for Processing (GDPR)

We process personal data based on:

• Contract Performance: To provide BetterFlow services as agreed
• Legitimate Interests: For business operations, security, and service improvement
• Legal Obligations: To comply with applicable laws and regulations
• Consent: For optional features, marketing communications, and cookies

4. How We Use Your Information

4.1 Service Delivery

• Create and manage user accounts
• Provide time tracking and project management features
• Process leave requests and approvals
• Generate reports and analytics
• Send automated notifications and reminders

4.2 Communication

• Send service-related emails (status reminders, approvals)
• Provide customer support
• Send important updates about the platform
• Marketing communications (with consent)

4.3 Service Improvement

• Analyze usage patterns to improve features
• Identify and fix technical issues
• Develop new features based on user needs
• Conduct internal audits and quality assurance

4.4 Security & Compliance

• Prevent fraud and unauthorized access
• Monitor for unusual activity patterns
• Maintain audit logs for accountability
• Ensure GDPR and legal compliance

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share data with:

5.1 Within Your Organization

• Team members on shared projects
• Managers for approval workflows
• Administrators for user management
• Clients (for external projects, limited data only)

5.2 Service Providers

• Cloud hosting providers (infrastructure)
• Email service providers
• Payment processors (for billing)
• Analytics providers (anonymized data)
• Backup and disaster recovery services

5.3 Legal Requirements

We may disclose information when required by:

• Court orders or legal processes
• Law enforcement requests
• Protection of our legal rights
• Emergency situations involving safety

6. Data Retention

We retain personal data for as long as necessary to:

• Provide our services
• Comply with legal obligations
• Resolve disputes
• Enforce agreements

Specific Retention Periods:

• Active account data: Duration of account + 30 days
• Deleted account data: Immediately purged (GDPR-compliant deletion)
• Activity logs: 30 days (automatically purged)
• Backup data: 30 days (encrypted)
• Financial records: As required by law (typically 7 years)

7. Your Rights (GDPR)

You have the right to:

7.1 Access

Request a copy of your personal data

7.2 Rectification

Correct inaccurate or incomplete data

7.3 Erasure (“Right to be Forgotten”)

Request deletion of your personal data

7.4 Restriction

Limit processing of your data in certain circumstances

7.5 Data Portability

Receive your data in a structured, machine-readable format

7.6 Object

Object to processing based on legitimate interests

7.7 Automated Decision-Making

Not be subject to decisions based solely on automated processing

To exercise these rights, contact: privacy@betterflow.eu

8. Data Security

We implement appropriate technical and organizational measures:

• Encryption in transit (TLS/SSL) and at rest
• Role-based access controls
• Regular security audits and penetration testing
• ISO 27001:2013 certified security practices
• Secure authentication with token-based sessions
• Daily encrypted backups
• Incident response procedures

9. International Data Transfers

Your data is primarily stored in EU data centers. If we transfer data outside the EU:

• We ensure appropriate safeguards (Standard Contractual Clauses)
• We verify adequate protection levels
• We inform you of specific transfer mechanisms

10. Children’s Privacy

BetterFlow is not intended for users under 16. We do not knowingly collect data from children. If we discover such data, we will promptly delete it.

11. Third-Party Links

BetterFlow may contain links to third-party websites. We are not responsible for their privacy practices. Please review their policies before providing personal information.

12. Cookies and Tracking

We use essential cookies for:

• Authentication and security
• Session management
• User preferences

Optional cookies (with consent) for:

• Analytics and performance monitoring
• Feature usage tracking

You can manage cookie preferences in your browser settings.

13. Changes to This Policy

We will notify you of material changes via:

• Email notification
• In-app notification
• Website announcement

Continued use after changes constitutes acceptance.

14. Contact Us

For privacy questions or concerns:

Data Protection Officer:
Email: dpo@betterflow.eu
Phone: +40 751 289 399

General Privacy Inquiries:
Email: privacy@betterflow.eu

Mailing Address:
Better Quality Assurance S.R.L.
Attn: Privacy Department
Str. Transilvaniei 202, Baciu
Cluj County, 407055, Romania

15. Supervisory Authority

You have the right to lodge a complaint with:

Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP)
Website: www.dataprotection.ro
Email: anspdcp@dataprotection.ro