BetterSelf AI is a clinical workflow platform for psychologists. This policy explains what information the service handles, why it is used, and the choices available to account holders and people whose information is recorded in the platform.
1. Scope and responsibility
This policy applies to the BetterSelf AI website, psychologist portal, administration portal, and the related services provided through them.
Psychologists and practices decide which client information to enter and how it is used in care. They are responsible for having an appropriate professional, legal, and consent basis for collecting and using that information. BetterSelf AI processes the information to provide the requested clinical workflow and account services.
2. Data we handle
Account and professional information
This may include name, email address, role, professional profile information, account and verification status, authentication settings, and subscription details. Passwords are stored as password hashes rather than readable passwords.
Clinical and client information
Information entered by an authorised psychologist may include client identity and contact details, demographics, consent and intake information, presenting concerns, assessment assignments and results, risk and safety records, formulations, treatment plans, clinical notes, outcome information, and clinical reports.
Security and service activity
The service records information needed to authenticate users, maintain sessions, enforce permissions, diagnose failures, and audit important actions. This can include timestamps, account or tenant identifiers, roles, request identifiers, action status, and limited technical metadata.
Subscription and manual payment verification
BetterSelf AI may handle the selected plan, amount due, payment identifier, transaction or bank reference, payment date, an optional payer note, verification status, rejection reason, and reviewer and status timestamps. Payment details remain pending until reviewed through the manual verification process.
3. How data is used
Information is used to:
- create, verify, secure, and administer accounts;
- provide tenant-scoped clinical workflow features;
- store and retrieve clinician-entered records;
- generate clinician-requested AI-assisted drafts and summaries;
- operate assessments, reports, audit records, and safety controls;
- manage trials, subscriptions, client limits, and manual payments;
- detect, investigate, and resolve security or service problems; and
- respond to support, privacy, and data requests.
4. AI-assisted processing
When an authorised clinician requests an AI-assisted feature, relevant consent-permitted context may be sent to the configured AI provider to produce a draft, summary, or suggestion. BetterSelf AI uses Google Gemini as its configured AI provider. The service is designed to use the context needed for the requested workflow, rather than treating AI output as an independent clinical record.
AI does not replace clinical judgment. AI output may be incomplete or incorrect and must be reviewed, corrected, and approved by the psychologist before clinical use. BetterSelf AI does not guarantee diagnoses or clinical outcomes and is not an emergency or crisis service.
6. Retention, deletion and export
Account, clinical, security, subscription, and payment records are retained while needed to provide the service and for legitimate operational, security, dispute-resolution, professional, or legal requirements. Clinical record-retention duties may also apply to the psychologist or practice that entered the information.
Account closure does not necessarily mean immediate deletion of every record. Some records may need to be retained, and deleted data may remain temporarily in protected backups until the normal backup cycle completes. Requests are evaluated against applicable clinical, legal, security, and technical requirements.
BetterSelf AI does not currently promise an automated full-account export. Before closing an account, contact admin@bsai.online to ask about available record-export options and any applicable limits.
7. Security measures
Implemented safeguards include authenticated access, role-based permissions, tenant isolation and database row-level security, password hashing, secure session-cookie controls, production HTTPS, audit logging, and encryption for selected sensitive clinical fields at rest. Access to PostgreSQL, Redis, and internal service ports is not intended to be public.
No online service can guarantee absolute security. Users must keep credentials and verification codes confidential, use authorised devices, and report suspected account compromise promptly.
9. Client and minor data
BetterSelf AI is provided to professional users, not marketed as an independent self-service clinical tool for children. A psychologist who records information about a client, including a minor, is responsible for appropriate authority, consent, safeguarding, professional practice, and communication with the client or guardian.
10. Privacy and data requests
For support, privacy questions, access or correction requests, account closure, deletion requests, or available export options, email admin@bsai.online. Include enough information to identify the relevant account, but do not send passwords, verification codes, or unnecessary clinical details by email.
Where a request concerns a clinical record controlled by a psychologist or practice, BetterSelf AI may direct the requester to that clinician so professional and legal responsibilities can be handled correctly.
11. Policy changes
This policy may be updated as the service or applicable requirements change. Material updates will be reflected on this page with a new effective date. Continued use after an update is subject to the revised policy where permitted by applicable law.