Website privacy policy

Boardmate Limited.

England and Wales as a private limited company.

16344358.

Swan Building, 20 Swan Street, Manchester, England, M4 5JW.

hello@boardmate.app.

25 July 2026.

Details supplied through the contact form, demonstration request, email, call or meeting.

Role, team, procurement, security or evaluation context supplied by colleagues involved in the same discussion.

Company websites, public registers, professional profiles or similar business sources may be used to understand an organisation or respond appropriately.

Product, evaluation and customer workspace data is handled under the relevant agreement rather than this public website notice.

To answer enquiries, arrange calls, provide relevant product information and follow up a requested conversation. The usual lawful basis is legitimate interests or steps before a contract.

To understand sample scope, confidentiality needs, security questions and the route for any later material. The usual lawful basis is legitimate interests or steps before a contract.

To respond to data-flow, access-control, subprocessor, retention, deletion and procurement questions. The usual lawful basis is legitimate interests.

To run, secure and troubleshoot the public website. The usual lawful basis is legitimate interests.

To send professional product or company updates where appropriate, with an unsubscribe route. The lawful basis may be legitimate interests or consent where required.

To keep business records, enforce rights, meet legal duties and manage company administration where required. The lawful basis may be legitimate interests or legal obligation.

If a name, organisation or contact route is not provided, Boardmate may not be able to respond.

Information about meeting volume, source material, reviewer roles or security questions helps Boardmate shape the conversation, but confidential board material should wait for the agreed route.

Where consent is used, it can be withdrawn by using the relevant unsubscribe route or emailing Boardmate.

The public website does not make solely automated decisions, including profiling, that have legal or similarly significant effects on people.

Boardmate may reply to the enquiry and follow up the conversation that was requested.

Business contacts may receive limited product, company or resource updates connected with their role or organisation.

Marketing emails will include an unsubscribe route where required, and anyone can ask Boardmate to stop direct marketing.

Boardmate does not sell personal data.

Describe the workflow, backlog, board cycle or security question without sending the underlying board material.

Use the agreed evaluation route once scope, access and data handling are settled.

Product data, support access, processing roles, exports, retention, deletion and processor terms are governed by the applicable customer documents.

If confidential material is sent through the wrong route, contact Boardmate promptly so it can be handled appropriately.

The details of your meetings, who attended them, and the transcripts and recording files of meetings you have chosen to record to Zoom's cloud. Boardmate can also create a Zoom meeting when you schedule one from Boardmate. We request read access for everything else: we cannot delete or change your recordings, your meetings or anything in your Zoom account.

Meeting details, attendance and meeting transcripts, because they are the source material for the minutes you ask Boardmate to draft. We do not store your recordings: audio and video stay in your Zoom account. The credentials that connect your Zoom account are held server side and are never sent to your browser.

Transcript text is processed by the AI providers we use to draft minutes and transcribe audio. These providers process the text to provide the service and are not permitted to use it to train their models. Transcripts are never used to train AI models, ours or anyone else's.

Disconnecting removes the stored Zoom credentials immediately, and Boardmate stops receiving anything from your Zoom account. Meeting records and minutes already in your workspace remain, because they are your working documents. If you want those deleted too, contact us and we will delete them.

Kept for as long as needed to respond and manage the potential relationship.

Kept where needed for contracts, accounting, audit, company administration or legal claims.

Kept for a limited period needed for site operation, security and troubleshooting.

Handled under the relevant evaluation or customer terms, including any agreed retention or deletion process.

hello@boardmate.app.

Boardmate Limited, Swan Building, 20 Swan Street, Manchester, England, M4 5JW.

The Information Commissioner's Office is the UK supervisory authority for data protection concerns.