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Founders by OT Bestie

Privacy Notice

How we handle your information.

Effective August 8, 2026

1. Who this Notice covers

This Privacy Notice explains how OT Bestie, LLC (“OT Bestie,” “we,” “us,” or “our”) collects, uses, discloses, retains, and protects personal information through Founders by OT Bestie, including its public website, launch workspace, billing flow, and account-manager service (collectively, the “Service”). It does not govern clinical, payment, domain-registration, email, EHR, telehealth, or other products you independently select for your practice.

2. The Service is not a patient or clinical system

Do not enter patient names, contact details, dates of birth, diagnoses, treatment notes, recordings, claims, photographs, or other protected health information (“PHI”). The Service is designed for business setup and does not provide a business associate agreement. If you submit PHI despite these instructions, contact us promptly at contact@otbestie.com so we can investigate and remove it where reasonably possible.

3. Information we collect

  • Identity and account data: name, email address, password hash, account role and status, email-verification records, and dated acceptance of legal documents.
  • Practice profile data: state, license status, specialty, business goal, intended audience, proposed services, delivery model, telehealth mix, payment route, schedule, and target launch date.
  • Planning and work-product data: roadmap status, notes, evidence summaries, rate and expense assumptions, revenue scenarios, website project versions and approvals, referral materials, and manager feedback.
  • Communications: business-setup messages, meeting requests, account requests, transactional email status, and support correspondence.
  • Billing data: selected plan, subscription status, billing dates, and Stripe customer, subscription, and checkout identifiers. Stripe receives and processes full payment-card details; OT Bestie does not store them.
  • Technical and security data: session identifiers, approximate request source such as IP address, browser and device information sent with a request, timestamps, authentication activity, error and security logs, and aggregate page or funnel counts.
  • Advertising-measurement data: when Reddit measurement is active on a public page or records a conversion, the browser Pixel and server-side Conversions API may receive the measured page URL, referring page, browser and device information, IP address, Reddit attribution identifiers, a unique conversion identifier used to prevent duplicate counting, and whether an account or launch plan was completed. We do not send Reddit your name, email address, practice-profile answers, workspace content, payment details, or patient information.

4. Where information comes from

We collect information directly from you, automatically when you use the Service, from your assigned account manager acting through the Service, from Reddit when you arrive through or interact with an ad, and from providers that support requested transactions, such as Stripe confirming payment status or Brevo reporting transactional email delivery. We may also receive information you ask another authorized person to provide on your behalf.

5. Why we use information

We use personal information to tailor your business-setup steps; save your work; calculate planning estimates; provide reviews, messages, meetings, and agreed materials with paid plans; process and administer subscriptions; authenticate and secure accounts; send service communications; answer privacy and support requests; monitor reliability and abuse; improve the Service; measure and attribute Reddit ads; keep business, tax, consent, and security records; and comply with law. We do not use the Service to make clinical decisions or determine whether a person should receive care.

6. Legal bases where required

Where a law requires a stated legal basis, we process information as needed to perform our contract with you, comply with legal obligations, protect legitimate interests such as service security and improvement, and act on consent where consent is the appropriate basis. You may withdraw consent for future processing where consent applies, without affecting processing already completed.

7. How we disclose information

We disclose only information reasonably needed for the purpose to: your assigned account manager and authorized operations staff; Stripe for billing; Brevo for transactional email; Reddit for advertising measurement; hosting, infrastructure, security, and error-monitoring providers; a website or brand specialist when needed for approved plan work; accountants, insurers, attorneys, and other professional advisers; authorities or parties when reasonably necessary to comply with law or protect rights and safety; and a successor in a merger, financing, reorganization, or sale, subject to appropriate confidentiality and notice obligations. Providers may use information under their applicable contracts and privacy terms.

8. Sale, sharing, advertising, and automated decisions

We do not sell personal information or use practice-profile answers or workspace content for targeted advertising. Reddit's browser Pixel and server-side Conversions API receive the limited page and conversion data described above to measure and attribute our Reddit ads. Some laws may define that disclosure as targeted advertising, cross-context behavioral advertising, or “sharing.” We honor a supported Global Privacy Control signal and verified opt-out requests where required. We do not make decisions that produce legal or similarly significant effects based solely on automated processing.

9. Cookies and analytics

The signed-in Service uses necessary session, security, and preference technologies. Our first-party public funnel counter records daily aggregate event totals without a visitor identifier. The Reddit Pixel loads on public pages and measures page visits, selected content views, account creation, and launch-plan completion. For account creation and launch-plan completion, the server-side Reddit Conversions API sends the same event with a matching conversion identifier so Reddit can avoid duplicate counting. Ordinary activity inside your private workspace is not measured. Reddit measurement remains off when a supported Global Privacy Control signal or a previously stored opt-out is present. You may also contact us to exercise an applicable advertising opt-out right. Browser settings may block cookies, but necessary cookies are required to sign in and protect your account.

10. Retention

We retain account and setup records while the account is active and ordinarily for up to three years after closure or last activity to support reactivation, deliver available work, resolve disputes, and document service performance. Billing, tax, consent, fraud-prevention, and security records may be kept for up to seven years when reasonably needed. Expired verification, password-reset, and rate-limit records are routinely removed. We may retain data longer for a legal hold or security investigation, or delete it sooner when a verified request applies and no exception requires retention. Backup copies may remain until the applicable backup cycle expires.

11. Security and incident response

We use measures appropriate to the nature of the Service, including password hashing, email verification, role and assignment controls, CSRF protection, secure production transport and cookies, activity records, rate limits, restricted staff access, and service-provider controls. No system can guarantee absolute security. Use a unique password, secure your device, and never enter outside-system credentials or patient information. Report suspected unauthorized access promptly to contact@otbestie.com. We will investigate and provide legally required notices when applicable.

12. Your choices and privacy rights

You may request access, correction, export, or deletion through Account & privacy or by emailing us. We honor supported Global Privacy Control signals for advertising measurement. Depending on your location and applicable law, you may also have rights to know categories and specific pieces of information, correct inaccuracies, obtain a portable copy, delete information, limit certain sensitive-data uses, opt out of sale, sharing, targeted advertising, or qualifying profiling, and appeal a denied request. We do not discriminate against anyone for exercising a privacy right.

13. Request verification, agents, and appeals

We verify requests in proportion to their sensitivity and may ask for account access or additional confirmation. An authorized agent may submit a request where law permits, but we may require proof of authority and direct identity confirmation. If we deny a request, our response will explain the reason and any available appeal process. We may retain information when a legal exception applies.

14. Children and professional use

The Service is intended for adults engaged in professional business planning and is not directed to anyone under 18. We do not knowingly collect personal information from children through the Service. Contact us if you believe a child submitted information.

15. United States processing and transfers

The Service is offered for United States practice planning. Information is processed in the United States and may be handled in other locations used by our providers. Where cross-border transfer rules apply, we and our providers use the safeguards required by applicable law.

16. Third-party links and services

The Service links to government agencies, professional associations, and commercial tools. Their privacy practices are governed by their own notices. A link or planning recommendation does not make OT Bestie responsible for a third party’s service, security, content, or data practices.

17. Changes to this Notice

We may update this Notice as the Service, providers, or law changes. We will post the new effective date and, when required, provide prominent notice or request renewed consent. Prior versions remain identified by the version accepted or displayed at the relevant time.

18. Contact

Questions, rights requests, and security concerns may be sent to contact@otbestie.com or by mail to 3540 Toringdon Way, Ste 200 #1178, Charlotte, NC 28277. Please write “Privacy Request” in the subject line for privacy matters.