BOARDKITE - PRIVACY POLICY

A. Account data

• Name and email address
• Password, stored only as a salted hash
• Two-factor authentication secret (encrypted) and recovery codes (stored as hashes), if you turn it on
• Language and time zone preferences
• Your roles in each organization: app role, board seat, job title, committees and meeting roles
• Sign-in records and security events, such as failed attempts and lockouts

B. Customer Data

What an organization and its members put into BoardKite, which can include personal data about you or others:

• Meetings, agendas, pre-reads, minutes, decisions, votes, action items, discussions and objectives
• Files and governing documents, and signatures on minutes and documents
• Meeting transcripts, if the organization uploads them or uses its own transcription provider
• Board evaluation answers, which the organization sees only in aggregate and never linked to the person who answered
• The share register, if the organization uses it: shareholders' and other right holders' names, identity numbers, addresses, holdings and transactions, and proxies at general meetings
• Invitees who don't have an account: name and email address

C. Dataroom users from outside an organization

If you are invited into a dataroom as an outside party (for example a bidder or an adviser), we keep one identity for your email address: your email (encrypted), your name and company as shown in each room, an optional second-factor secret (encrypted) and recovery codes (hashed), your sessions, and what you do in each room — views, downloads, uploads, questions and answers. Views and downloads are watermarked with your name, email address and the time. Each room sees only your activity in that room.

D. Activity and audit data

BoardKite keeps an audit trail of actions in each organization (for example sign-ins, changes to access, file uploads, views and downloads, and governance steps), including the IP address and browser of the person acting, encrypted with the organization’s key. The organization’s admins can review and export it.

E. AI features

AI features are on by default and an organization’s admin can turn them off. When you use one, the context you are allowed to see is sent to the AI provider the organization uses: BoardKite-hosted AI (Anthropic) or the organization’s own provider. AI reads files by name and location only, except that an admin may ask it to read the articles of association, certificate of incorporation, registration certificate and bylaws to propose the organization’s legal profile. AI never reads datarooms or personal notes and never changes anything without a person confirming. Copilot conversations are stored encrypted with the organization’s key. BoardKite does not use Customer Data to train its own models. Anthropic states that data sent through its commercial API is not used to train its generative models. Under Anthropic’s standard API terms, inputs and outputs are normally deleted within 30 days, subject to limited security, legal and policy exceptions. If an organization connects its own provider, that provider’s terms and retention rules apply.

F. Billing data

Payments are processed by Stripe. We receive the billing contact’s email, the plan, add-ons and their quantities, the billing period and payment status. The billing name, address and tax ID you enter at Stripe are held by Stripe; we never receive full card details.

G. Analytics, cookies and similar technologies

• Required cookies: your sign-in session, security tokens for forms, your cookie choice, your language and, for dataroom guests, the dataroom session.
• Website analytics with Google Analytics and Google Consent Mode, on our public website for visitors who aren't signed in. Google Analytics is not loaded, and nothing is sent to Google, until you accept analytics cookies.
• Product analytics with PostHog (EU), in the app, only after you accept analytics cookies. We send a pseudonymous id, not your name or email. Events about you recorded from our servers (for example sign-up and accepting an invitation) are also sent only after you accept; billing events are recorded for your organization, not for you.
• Google reCAPTCHA on the sign-in, sign-up and password-reset forms, loaded only when you use one of them, to stop automated abuse; Google receives your IP address and browser signals.
• Your browser also stores some preferences locally (for example theme and layout) and where you first came from (campaign tags and referrer), the latter only after you accept analytics cookies.

You can change your choice at any time from Cookie preferences in the user menu.

H. Calendar and video integrations (Google and Microsoft)

If you choose to connect a Google or Microsoft account to schedule meetings, you are asked to let BoardKite use:

• Your basic profile (name, email address) to identify the connected account.
• Your calendar events (Google calendar.events; Microsoft Calendars.ReadWrite and OnlineMeetings.ReadWrite), so BoardKite can create, update and remove calendar events and Google Meet or Teams links for meetings scheduled in BoardKite, and check attendees’ availability.

This access is optional, belongs to one organization, and is used only to keep calendars in step with meetings scheduled in BoardKite. Calendar edits are never imported back. We do not use Google or Microsoft user data for advertising, and we do not transfer it to third parties except as needed to provide this feature. Access tokens are encrypted at rest with your organization’s data key. If the organization is deleted, we delete the calendar events BoardKite created and revoke our access where the provider allows. You can revoke access at any time from your organization’s integration settings or from your Google Account permissions page or Microsoft account settings.

BoardKite’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

I. Messages and feedback you send us

Email to our addresses and feedback sent from inside the app, with your contact email and the page you sent it from. When feedback sync is on, it is filed as an issue in our private GitHub repository.