Privacy Policy

1. Introduction

Welcome to BetterFax, operated by BetterFax.com LLC, a Wyoming limited liability company ("BetterFax," "we," "us," or "our"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our online fax service.

2. Information We Collect

2.1 Personal Information

We collect personal information that you provide to us, including:

• Name, email address, and phone number
• Company name and business information
• Billing and payment information
• Account credentials (username and password)
• Fax numbers (both sender and recipient)

2.2 Fax Content and Documents

We collect and store the documents you send and receive through our service, including:

• Fax documents and attachments
• Transmission records and metadata
• Delivery confirmation and status information

2.3 Usage Information

We automatically collect information about your use of our service, including:

• IP address and device information
• Browser type and operating system
• Pages viewed and features accessed
• Dates and times of access
• Referring website addresses

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our fax service
• Process and deliver your faxes
• Send you service-related notifications and updates
• Process payments and maintain billing records
• Provide customer support and respond to inquiries
• Monitor and analyze usage patterns and trends
• Detect, prevent, and address technical issues and fraud
• Comply with legal obligations and regulatory requirements
• Enforce our Terms of Service

4. Data Security

We implement industry-standard security measures to protect your information, including:

• 256-bit SSL/TLS encryption for data in transit
• Encryption of data at rest
• Secure data centers with physical security controls
• Regular security audits and vulnerability assessments
• Access controls and authentication measures
• Employee training on data protection and privacy

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.

5. HIPAA Compliance

BetterFax is HIPAA compliant and can serve as a Business Associate for covered entities. If you transmit Protected Health Information (PHI) through our service, we will enter into a Business Associate Agreement (BAA) with you as required by HIPAA. We maintain appropriate administrative, physical, and technical safeguards to protect PHI.

6. Data Retention

We retain your fax documents and related information for the duration of your active subscription. You may delete individual faxes at any time through your account dashboard. Upon account closure, we will:

• Retain your data for 30 days to allow for account reactivation
• Delete your fax documents and content after the 30-day period
• Retain billing and transaction records as required by law (typically 7 years)

7. Information Sharing and Disclosure

We do not sell your personal information. We may share your information with:

7.1 Service Providers

Third-party vendors who perform services on our behalf, including payment processing, data storage, email delivery, and customer support. These providers are contractually obligated to protect your information.

7.2 Legal Requirements

We may disclose your information if required by law, court order, or governmental regulation, or if we believe disclosure is necessary to:

• Comply with legal obligations
• Protect our rights, property, or safety
• Prevent fraud or illegal activities
• Protect the rights and safety of our users

7.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the successor entity. We will provide notice before your information becomes subject to a different privacy policy.

8. Your Privacy Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Portability: Request a copy of your data in a portable format
• Restriction: Request restriction of processing of your information
• Objection: Object to our processing of your information
• Withdraw Consent: Withdraw consent where we rely on consent for processing

To exercise these rights, please contact us at info@betterfax.com or call us at (415) 300 8675.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience and collect usage information. You can control cookies through your browser settings. Note that disabling cookies may affect the functionality of our service.

10. Third-Party Links

Our service may contain links to third-party websites. We are not responsible for the privacy practices of these websites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Children's Privacy

Our service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will delete it promptly.

12. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

13. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected
• Right to know whether personal information is sold or disclosed
• Right to say no to the sale of personal information (we do not sell your information)
• Right to access your personal information
• Right to equal service and price

14. GDPR Compliance

If you are located in the European Economic Area (EEA), we comply with the General Data Protection Regulation (GDPR). Our lawful basis for processing your information includes:

• Performance of a contract (providing our service to you)
• Legitimate interests (improving our service, fraud prevention)
• Legal obligations (compliance with laws and regulations)
• Your consent (where applicable)

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new Privacy Policy on our website and updating the "Last Updated" date. Your continued use of our service after changes become effective constitutes your acceptance of the revised Privacy Policy.

16. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us: