Privacy Policy
Effective Date: January 19, 2025
Last Reviewed: January 19, 2025
🔒 Our Privacy Commitment
We NEVER sell your personal or health data. Your mental health information is treated with the highest level of confidentiality and security. This policy explains exactly how we collect, use, and protect your data.
1. Introduction
Mental Machina LLC ("we," "our," "us") operates Building Better ("BB," "the App," "our Services"), a behavioral intelligence platform for mental health monitoring and support.
This Privacy Policy describes:
- What personal and health data we collect
- How we use, store, and protect your information
- Your rights and choices regarding your data
- How to contact us with privacy concerns
By using Building Better, you consent to the data practices described in this Privacy Policy. If you do not agree, please do not use our Services.
Who We Are:
Mental Machina LLC
Data Controller & Processor
Email: privacy@buildingbetterai.com
2. Information We Collect
We collect different types of information to provide and improve our mental health intelligence services.
2.1 Account & Identity Information
When you create an account, we collect:
| Data Type | Examples | Purpose |
|---|---|---|
| Email Address | user@example.com | Authentication, account recovery, service notifications |
| Display Name | First name (optional) | Personalization |
| Password | Encrypted hash only | Account security (we never store plain text passwords) |
| Account Preferences | Notification settings, theme | Service customization |
2.2 Mental Health & Behavioral Data
⚠️ Sensitive Health Data: This information is treated with the highest level of security and confidentiality under applicable health privacy laws.
We collect the following health-related information to provide risk intelligence:
Mood & Emotional State
- Self-reported mood scores (1-10 scale)
- Emotional states (happy, anxious, sad, neutral, etc.)
- Mood intensity ratings
- Contextual notes ("I felt anxious before the meeting")
- Timestamps of mood entries
AI Conversation Data
- Text messages sent to our AI assistant
- AI responses and recommendations
- Conversation timestamps and session length
- Topics discussed (automatically categorized)
- Crisis keyword detection flags (for safety features)
Note: Conversations are analyzed to improve service quality and detect crisis situations. We use Anthropics's API with strict data processing agreements.
Behavioral Patterns
- App usage frequency (opens per day/week)
- Feature engagement (which tools you use most)
- Session duration and time of day patterns
- Life skills module completion rates
- Streak data (consecutive days of use)
Crisis Indicators
- Keywords or phrases suggesting distress (e.g., "suicidal thoughts")
- Sudden changes in mood patterns
- Engagement with crisis resources
Safety First: If our system detects crisis language, we immediately display 988 Suicide & Crisis Lifeline resources. This detection is automated and designed to save lives.
2.3 Technical & Device Information
We automatically collect technical data to ensure the App functions properly:
- Device Information: Device type (iPhone 14, iPad Pro), iOS version, screen size
- Unique Identifiers: Anonymous device ID (for analytics), Firebase Installation ID
- IP Address: Approximate location (city/state level, not precise GPS)
- App Performance Data: Crash reports, error logs, load times
- Analytics Data: Page views, button clicks, feature usage (via Firebase Analytics)
2.4 Payment Information (Premium/Enterprise Only)
If you subscribe to a paid plan:
- Payment Method: Processed by Stripe (we do NOT store full card numbers)
- Billing Information: Name, billing address, transaction history
- Subscription Status: Plan type, renewal date, payment status
Security: All payment processing is handled by Stripe (PCI-DSS Level 1 compliant). We only receive a tokenized reference to your payment method.
2.5 Enterprise Account Data
For users with employer-provided access:
- Organization Name: Your company/organization
- Access Code: Unique code linking you to your organization
- Work Email Domain: Used to verify organizational membership
- Aggregated Usage: Your employer receives ONLY anonymized, aggregate metrics (never individual data)
2.6 Data We Do NOT Collect
To protect your privacy, we do NOT collect:
- ❌ Precise GPS location (we don't track where you are)
- ❌ Contact lists or address books
- ❌ Photos, camera, or microphone access (unless you explicitly share)
- ❌ Phone numbers or SMS messages
- ❌ Social media credentials
- ❌ Biometric data (Face ID/Touch ID stays on your device)
- ❌ Third-party app data
3. How We Use Your Information
3.1 Primary Purposes (Core Services)
Provide Mental Health Services
- Process AI conversations and generate supportive responses
- Track mood patterns and identify trends
- Deliver personalized life skills recommendations
- Generate wellness reports and analytics
- Detect crisis situations and provide emergency resources
Account Management
- Authenticate your identity when you log in
- Send password reset emails
- Process subscription payments and renewals
- Manage your account settings and preferences
Safety & Crisis Prevention
- Monitor conversations for crisis keywords
- Automatically display 988 Lifeline resources when needed
- Identify patterns suggesting mental health decline
- Provide proactive intervention recommendations
3.2 Secondary Purposes (Service Improvement)
Product Development & Improvement
- Analyze usage patterns to improve features
- Train AI models for better response quality
- Identify bugs and performance issues
- Test new features with beta users
Communication
- Send transactional emails (password resets, subscription confirmations)
- Notify you of important service updates or security alerts
- Provide customer support responses
- Send optional wellness tips (you can opt out)
Marketing: We do NOT send promotional emails without your explicit consent. All marketing communications include an unsubscribe link.
Research & Behavioral Science
- Conduct aggregate analysis of mental health trends
- Publish research findings using de-identified data
- Contribute to behavioral science literature
- Validate effectiveness of interventions
De-Identification: All research uses data stripped of personal identifiers. You will NEVER be identifiable in published research.
3.3 Enterprise Features (For Organizational Accounts)
If your employer provides access to BB:
- Aggregate Dashboards: Your organization receives team-wide wellness trends (e.g., "20% of users report improved mood this month")
- Anonymized Insights: Hot topics, common stressors, engagement metrics
- ROI Metrics: Overall utilization rates and satisfaction scores
🔒 Privacy Protection: Your employer NEVER receives:
- ❌ Individual mood scores or entries
- ❌ Personal AI conversations
- ❌ Identifiable behavioral data
- ❌ Information linking metrics to specific employees
All enterprise analytics are aggregated and anonymized. We use statistical techniques to prevent re-identification (e.g., minimum group size of 10 users).
3.4 Legal & Compliance Purposes
- Comply with legal obligations (subpoenas, court orders)
- Enforce our Terms of Service
- Detect and prevent fraud or abuse
- Protect our rights, property, and safety
- Respond to emergency situations (e.g., imminent harm)
4. Legal Basis for Processing (GDPR Compliance)
If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, the General Data Protection Regulation (GDPR) requires us to identify the legal basis for processing your data.
| Legal Basis | What It Means | Examples |
|---|---|---|
| Consent (Article 6(1)(a)) | You explicitly agree to our data processing | Creating an account, opting into marketing emails |
| Contract Performance (Article 6(1)(b)) | Processing necessary to provide our Services | Processing mood data, generating AI responses |
| Legitimate Interests (Article 6(1)(f)) | Our business needs that don't override your rights | Fraud prevention, service improvement, analytics |
| Legal Obligation (Article 6(1)(c)) | Required by law | Responding to subpoenas, tax compliance |
For Special Category Data (Health Data): We rely on your explicit consent (Article 9(2)(a)) and processing for healthcare purposes (Article 9(2)(h)) where applicable.
You have the right to withdraw consent at any time by deleting your account or contacting us at privacy@buildingbetterai.com.
5. Data Sharing and Disclosure
🚫 We Do NOT Sell Your Data
Mental Machina LLC does not sell, rent, or trade your personal information or health data to third parties for their marketing purposes. This is a core principle of our business.
We share data only in the following limited circumstances:
5.1 Service Providers (Data Processors)
We work with trusted third-party companies to operate our Services. These companies are contractually bound to protect your data and use it only for providing services to us.
| Service Provider | Purpose | Data Shared | Location |
|---|---|---|---|
| Firebase (Google Cloud) | Database, authentication, analytics | Account info, mood data, usage analytics | USA (with GDPR compliance) |
| Railway | AI model hosting | Conversation text (encrypted) | USA |
| Anthropic | AI conversation processing | User messages (no personal identifiers) | USA |
| Stripe | Payment processing | Email, payment method, billing address | USA (PCI-DSS Level 1) |
All service providers are contractually bound to protect your data and use it only for providing services to us. Anthropic Claude processes conversations but does not train on your data per their enterprise policy.
- Standard Contractual Clauses (for EU data transfers)
- Data security requirements
- Data deletion obligations
- Prohibition on unauthorized use
5.2 Enterprise Clients (Aggregate Data Only)
If you access BB through your employer:
- What Employers Receive: Aggregated, anonymized team metrics (e.g., "Overall team engagement increased 15%")
- What Employers NEVER Receive: Individual names, conversations, mood scores, or identifiable data
- Minimum Group Size: Reports require at least 10 users to prevent re-identification
5.3 Legal Requirements & Public Safety
We may disclose your information without your consent if required by law or to protect safety:
Legal Process
- Valid subpoena or court order
- Government or regulatory requests
- Law enforcement investigations
Transparency: We will notify you of legal requests unless prohibited by law. We challenge overly broad requests.
Emergency Situations
- Imminent threat of serious harm to you or others
- Contacting emergency services (911) if necessary
- Child abuse or neglect reporting (as required by law)
Good Faith Belief: We only disclose data in emergencies when we have a good faith belief that it's necessary to prevent harm.
5.4 Business Transfers
If Mental Machina LLC is acquired, merged, or sells assets:
- Your data may be transferred to the new entity
- We will notify you via email at least 30 days in advance
- The new entity must continue to honor this Privacy Policy
- You have the right to delete your account before the transfer
5.5 With Your Consent
We may share data for other purposes with your explicit consent (e.g., participating in a research study, third-party integrations you authorize).
6. Data Security Measures
We implement industry-leading security practices to protect your sensitive mental health data:
6.1 Encryption
- In Transit: All data transmitted between your device and our servers uses TLS 1.3 encryption (same as online banking)
- At Rest: All database records are encrypted using AES-256 encryption (military-grade)
- Passwords: Hashed using bcrypt (never stored in plain text)
6.2 Access Controls
- Role-Based Access: Employees have access only to data necessary for their role
- Principle of Least Privilege: Default deny, explicit grant
- Multi-Factor Authentication: Required for all administrative access
- Audit Logs: All data access is logged and monitored
6.3 Infrastructure Security
- Firewall Protection: Network-level security on all servers
- Intrusion Detection: Automated monitoring for suspicious activity
- Regular Backups: Encrypted backups stored in geographically distributed locations
- Disaster Recovery: Tested recovery procedures
6.4 Organizational Security
- Employee Training: Annual security and privacy training
- Background Checks: For employees with data access
- Confidentiality Agreements: All employees sign NDAs
- Zero-Knowledge Architecture: Minimal data exposure by design
6.5 Security Assessments
- Penetration Testing: Quarterly third-party security audits
- Vulnerability Scanning: Automated weekly scans
- Code Reviews: Security-focused code review process
- Incident Response Plan: 24-hour breach notification protocol
Security Breach Notification: In the unlikely event of a data breach affecting your personal information, we will notify you within 72 hours via email and in-app notification, including:
- What data was affected
- Steps we're taking to address the breach
- Actions you can take to protect yourself
6.6 Limitations
No System is 100% Secure: While we implement industry best practices, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but commit to:
- Continuous improvement of security measures
- Transparent communication about risks
- Prompt response to security incidents
7. Data Retention
We retain your data only as long as necessary to provide Services or comply with legal obligations.
| Data Category | Retention Period | Reason |
|---|---|---|
| Active Account Data | Duration of account lifetime | Provide ongoing services |
| Inactive Accounts | 24 months of inactivity | After 2 years, we may delete inactive accounts (with email notice) |
| Deleted Accounts | 30 days | Grace period for account recovery, then permanent deletion |
| Backup Copies | 90 days | Backups automatically expire after 90 days |
| Aggregated Analytics | Indefinitely | De-identified data used for research (no personal identifiers) |
| Legal Hold Data | As required by law | Litigation, regulatory investigations |
| Transaction Records | 7 years | Tax and financial compliance |
7.1 Account Deletion
When you delete your account:
- Immediate: Your account is deactivated and inaccessible
- Within 30 Days: All personal data is permanently deleted from production systems
- Within 90 Days: All backup copies are purged
- Retained: De-identified aggregate data may be retained for research
Cannot Be Undone: Account deletion is permanent and cannot be reversed. Download your data before deleting if you want to keep it.
8. Your Privacy Rights
You have significant control over your personal data. Here's how to exercise your rights:
8.1 Rights for All Users
✅ Right to Access
Request a copy of your personal data
- In-App: Settings → Privacy → Download My Data
- Email: privacy@buildingbetterai.com (subject: "Data Access Request")
- Format: JSON file with all your data
- Response Time: Within 30 days
✏️ Right to Correction
Update inaccurate or incomplete information
- In-App: Settings → Account → Edit Profile
- Email us to correct data you cannot change yourself
🗑️ Right to Deletion
Permanently delete your account and data
- In-App: Settings → Account → Delete Account
- Email: privacy@buildingbetterai.com (subject: "Account Deletion")
- Timeline: Deleted within 30 days
- Exception: We may retain de-identified aggregate data for research
📤 Right to Data Portability
Export your data in machine-readable format
- In-App: Settings → Privacy → Export Data
- Format: JSON (can be imported to other services)
- Includes: Mood logs, conversation history, life skills progress
🚫 Right to Opt-Out
Control specific data collection
- Analytics: Settings → Privacy → Disable Analytics
- Marketing Emails: Click "Unsubscribe" in any email
- Push Notifications: Device Settings → BB → Notifications
8.2 Additional Rights for EEA/UK Users (GDPR)
⛔ Right to Object
Object to processing based on legitimate interests
- Email: privacy@buildingbetterai.com
- We will stop processing unless we have compelling legitimate grounds
⏸️ Right to Restriction
Request temporary restriction of processing
- Available during disputes about data accuracy or lawfulness
- We will store but not process your data during restriction
🔄 Right to Withdraw Consent
Withdraw consent for health data processing
- Does not affect lawfulness of past processing
- May prevent us from providing certain services
📋 Right to Lodge Complaint
File complaint with supervisory authority
- Contact your local data protection authority
- List of authorities: EDPB
8.3 How to Exercise Your Rights
To submit a privacy request:
- Email privacy@buildingbetterai.com
- Include "Privacy Request" in subject line
- Provide your account email and specify your request
- We may ask for identity verification (to protect your data)
- We will respond within 30 days (or as required by law)
No Fee: We do not charge a fee for privacy requests unless they are manifestly unfounded, excessive, or repetitive.
9. International Data Transfers
Building Better is operated from the United States. If you are located outside the U.S., your data may be transferred to and processed in the United States and other countries where our service providers operate.
9.1 Transfer Mechanisms
For transfers from the EEA/UK to the U.S., we rely on:
- Standard Contractual Clauses (SCCs): EU Commission-approved data transfer agreements
- Google Cloud Adequacy: Firebase/Google Cloud has GDPR compliance certifications
- Data Processing Addendums: Signed with all international service providers
9.2 Data Protection Standards
Regardless of where your data is processed, we maintain the same high level of protection described in this Privacy Policy, including:
- Encryption in transit and at rest
- Access controls and authentication
- Contractual obligations with third parties
- Your privacy rights (access, deletion, etc.)
10. Children's Privacy (COPPA Compliance)
Age Requirement: 18+
Building Better is NOT intended for individuals under 18 years of age. We do not knowingly collect personal information from minors.
10.1 What If a Minor Uses BB?
If we discover that a user is under 18:
- We will immediately delete their account and all associated data
- We will notify the email address on the account
- No data will be retained
10.2 Parental Notice
If you are a parent or guardian and believe your child has provided us with personal information:
- Contact us immediately at privacy@buildingbetterai.com
- Subject line: "Minor Account Deletion"
- We will delete the account within 48 hours
11. California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA).
11.1 California Rights
Right to Know
Request disclosure of:
- Categories of personal information collected
- Categories of sources
- Business purpose for collection
- Categories of third parties we share with
- Specific pieces of personal information we hold
Right to Delete
Request deletion of your personal information (subject to certain exceptions)
Right to Opt-Out of Sale
We do NOT sell personal information. We have not sold personal information in the past 12 months and do not plan to in the future.
Right to Non-Discrimination
We will NOT discriminate against you for exercising your privacy rights (e.g., denying service, charging different prices)
Right to Correct Inaccurate Information
Request correction of inaccurate personal information
Right to Limit Use of Sensitive Personal Information
Limit use of sensitive personal information to purposes necessary for providing services
11.2 How to Exercise California Rights
- Email: privacy@buildingbetterai.com
- Subject: "California Privacy Request"
- Toll-Free Number: [If you establish one]
- Response Time: 45 days (may extend to 90 days for complex requests)
11.3 Verification
To protect your privacy, we will verify your identity before fulfilling requests by:
- Matching information you provide to data we have on file
- Requesting confirmation via your registered email address
11.4 Authorized Agents
You may designate an authorized agent to make requests on your behalf. The agent must provide:
- Proof of written authorization signed by you
- Verification of their own identity
11.5 California "Shine the Light" Law
California residents may request information about disclosure of personal information to third parties for direct marketing purposes. We do not share your information for third-party direct marketing.
12. Cookies and Tracking Technologies
We use limited tracking technologies to provide and improve our Services.
12.1 Types of Cookies We Use
| Cookie Type | Purpose | Can You Disable? |
|---|---|---|
| Essential Cookies | Authentication, security, session management | ❌ Required for app to function |
| Analytics Cookies | Firebase Analytics (usage patterns, crash reports) | ✅ Yes, in Settings → Privacy |
| Performance Cookies | App performance monitoring | ✅ Yes, disables automatically with analytics |
12.2 What We Do NOT Use
- ❌ Third-party advertising cookies
- ❌ Social media tracking pixels
- ❌ Cross-site tracking
- ❌ Retargeting/remarketing cookies
12.3 Firebase Analytics
We use Firebase Analytics (Google) to understand app usage:
- Data Collected: App opens, feature usage, screen views, session duration
- Purpose: Improve user experience, identify bugs
- Opt-Out: Settings → Privacy → Disable Analytics
- Google's Policy: Google Privacy Policy
12.4 Browser Cookies (Website Only)
Our website (buildingbetterai.com) uses minimal cookies:
- Session Cookies: Maintain login state (expires when you close browser)
- Preference Cookies: Remember your settings (e.g., theme)
12.5 Managing Cookies
- In-App: Settings → Privacy → Analytics
- Browser: Adjust browser settings to block cookies (may affect functionality)
- iOS: Settings → Privacy → Tracking → Disable "Allow Apps to Request to Track"
13. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors.
13.1 How We Notify You
For Material Changes:
- 📧 Email notification to your registered address
- 📱 In-app notification
- 🏠 Prominent notice on our website
- ⏰ 30 days' notice before changes take effect
For Minor Changes:
- Update "Effective Date" at top of this page
- No additional notification required
13.2 Your Options
If you do not agree to updated terms:
- Stop using the App
- Delete your account before changes take effect
- Contact us with concerns at privacy@buildingbetterai.com
Continued use after the effective date constitutes acceptance of the new Privacy Policy.
13.3 Version History
We maintain a history of policy changes:
- v1.0 (January 19, 2025): Initial privacy policy
14. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Privacy Inquiries
Email: privacy@buildingbetterai.com
Subject Line: "Privacy Inquiry"
Response Time: Within 30 days
Data Protection Officer
Mental Machina LLC
Data Protection Officer
Email: dpo@buildingbetterai.com
General Support
Email: support@buildingbetterai.com
Website: Support Center
EEA/UK Representative
[If you establish EU operations, designate a GDPR representative here]
Acknowledgment and Consent
By using Building Better, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your personal information as described herein.
If you do not agree to this Privacy Policy, please do not use our Services.