Privacy Policy

Last updated: February 16, 2026

Introduction

BoardRecord ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, including our website, application, and related services (collectively, the "Service").

By accessing or using the Service, you agree to the terms of this Privacy Policy. If you do not agree with the practices described in this policy, please do not use the Service.

Information We Collect

Information You Provide Directly

  • Account Information: Name, email address, password, company name, and role when you create an account.
  • Project Data: Documents, emails, files, and other content you upload or connect to the Service for project management and quality assurance purposes.
  • Communications: Messages, feedback, and correspondence you send to us through the Service or via support channels.
  • Payment Information: Billing address and payment details when you subscribe to a paid plan. Payment processing is handled by our third-party payment processor; we do not store full credit card numbers.

Information Collected Automatically

  • Usage Data: Pages visited, features used, actions taken, timestamps, and interaction patterns within the Service.
  • Device Information: Browser type, operating system, device identifiers, screen resolution, and language preferences.
  • Log Data: IP address, access times, referring URLs, and error logs generated during your use of the Service.
  • Cookies and Tracking Technologies: We use cookies, local storage, and similar technologies to maintain sessions, remember preferences, and analyze usage patterns.

Information from Third-Party Services

When you connect third-party services (such as email providers, Slack, or Microsoft Teams), we may receive information from those services as authorized by you. This includes email content, channel messages, and file attachments that you choose to integrate with the Service.

How We Use Your Information

We use the information we collect for the following purposes:

  • Service Delivery: To provide, maintain, and improve the Service, including document processing, project timeline generation, and search functionality.
  • AI-Powered Features: To power our retrieval-augmented generation (RAG) system, enabling intelligent document search, automated quality assurance, and contextual recommendations across your projects.
  • Account Management: To create and manage your account, authenticate your identity, and process transactions.
  • Communication: To send you service-related notifications, updates, security alerts, and support messages.
  • Analytics and Improvement: To understand how the Service is used, identify trends, and improve functionality and user experience.
  • Security: To detect, prevent, and address fraud, abuse, security risks, and technical issues.
  • Legal Compliance: To comply with applicable laws, regulations, legal processes, or enforceable governmental requests.

Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

  • Service Providers: With trusted third-party vendors who assist us in operating the Service (e.g., cloud hosting, payment processing, email delivery, analytics). These providers are contractually obligated to protect your information.
  • Within Your Organization: With other members of your organization or workspace as configured by your account administrator.
  • Legal Requirements: When required by law, subpoena, court order, or governmental regulation, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
  • Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction.
  • With Your Consent: When you have given us explicit permission to share your information for a specific purpose.

Data Storage and Security

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

  • Encryption of data in transit (TLS/SSL) and at rest (AES-256).
  • Access controls and authentication mechanisms to restrict unauthorized access.
  • Regular security audits and vulnerability assessments.
  • Secure cloud infrastructure with redundancy and backup systems.

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to promptly addressing any security incidents.

Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. When you delete your account, we will delete or anonymize your personal information within 30 days, except where retention is required by law or for legitimate business purposes (such as resolving disputes or enforcing agreements).

Project data and uploaded documents will be permanently deleted upon account deletion or upon request, subject to any legal retention obligations.

Your Rights and Choices

Depending on your jurisdiction, 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 personal information.
  • Deletion: Request deletion of your personal information, subject to certain exceptions.
  • Data Portability: Request a machine-readable copy of your data.
  • Opt-Out: Opt out of marketing communications at any time by clicking "unsubscribe" in our emails or adjusting your account settings.
  • Restrict Processing: Request that we limit the processing of your personal information under certain circumstances.

To exercise any of these rights, please contact us at the email address provided below. We will respond to your request within 30 days.

Cookies and Tracking Technologies

We use the following types of cookies:

  • Essential Cookies: Required for the Service to function properly, including authentication and session management.
  • Analytics Cookies: Help us understand how the Service is used so we can improve the user experience.
  • Preference Cookies: Remember your settings and preferences for a more personalized experience.

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of the Service.

Third-Party Links and Services

The Service may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you connect to or access through the Service.

Children's Privacy

The Service is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child under 16, we will take steps to delete that information promptly.

International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your jurisdiction. We take appropriate safeguards to ensure that your information remains protected in accordance with this Privacy Policy, including the use of standard contractual clauses or other approved transfer mechanisms.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by posting the updated policy on this page and updating the "Last updated" date. We may also send you an email notification for significant changes. Your continued use of the Service after any changes constitutes your acceptance of the updated Privacy Policy.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

BoardRecord

Email: privacy@boardrecord.com