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Privacy policy

Website privacy policy

Boardmate Limited's privacy policy for the public website, contact routes, demonstrations and early commercial conversations.

Contact Boardmate Security

At a glance

How the public site handles personal data.

  • This is the website privacy policy for boardmate.app, contact routes, demonstration requests and early commercial conversations with Boardmate.
  • Boardmate Limited is the controller for personal data handled through the public website and initial enquiries.
  • Website and enquiry data is used to respond, arrange demonstrations, discuss evaluation scope, answer security questions and keep business records.
  • The public website does not currently use non-essential analytics or marketing cookies.
  • Confidential board material belongs in an agreed evaluation or customer route, not in a first website enquiry.
  • Customer, evaluation and product processing is governed by the relevant Boardmate agreement, including data-processing, retention and deletion terms for that workspace.
  • Privacy rights can be exercised by emailing Boardmate, with the Information Commissioner's Office available if a concern is not resolved.
01

Company and scope

Who we are and what this notice covers

This privacy policy applies to personal data handled through boardmate.app, contact and demonstration enquiries, and early commercial, security, procurement or company conversations. It does not replace a customer agreement, evaluation agreement or data processing addendum for the Boardmate product.

Controller

Boardmate Limited.

Registered in

England and Wales as a private limited company.

Company number

16344358.

Registered office

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

Contact

hello@boardmate.app.

Last updated

29 May 2026.

02

Categories

What we collect

When someone visits the site or contacts Boardmate, we collect the information needed to answer the enquiry, operate the website, arrange the requested conversation and manage the business relationship.

  • Contact details such as name, email address, telephone number, organisation, role and location where provided.
  • Enquiry details such as product interest, portfolio size, meeting volume, evaluation timing, security questions and the message sent to Boardmate.
  • Commercial and procurement context supplied during a demonstration, evaluation discussion, security review or contract conversation.
  • Technical information needed to operate and protect the website, such as IP address, browser, device, pages requested, referrer, dates and times.
  • Marketing preference information where someone asks to receive or stop receiving Boardmate updates.
  • Correspondence records created when Boardmate replies to an enquiry or follows up a requested conversation.
  • The public website is not intended to collect special category personal data, board packs, transcripts, recordings, draft minutes or privileged material.
  • The public website is a business website and is not directed at children.
03

Sources

Where personal data comes from

Most website personal data comes directly from the person contacting Boardmate. Some business contact or company context may come from the organisation they represent, a colleague, or public business sources where that is relevant to a commercial conversation.

Directly from you

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

Your organisation

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

Public sources

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

Product routes

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

04

Purposes and lawful bases

How we use personal data

Boardmate uses website and enquiry data for ordinary business purposes connected with the public site, requested demonstrations, early evaluation planning and security or procurement questions.

Responding

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.

Evaluation planning

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.

Security review

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

Site operation

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

Relevant updates

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

Legal and admin

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.

05

Required information

Whether information has to be provided

Website enquiries are voluntary, but Boardmate needs enough information to respond, arrange the right conversation and keep an accurate business record. Product or evaluation requirements are set out in the relevant agreement.

Contact details

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

Demonstration context

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.

Consent

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

Automated decisions

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

06

Marketing and follow-up

Business updates and requested contact

Boardmate may follow up a requested enquiry, demonstration, resource discussion or security conversation. It may also send relevant product or company updates to business contacts where appropriate and lawful.

Requested contact

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

Relevant updates

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

Opt out

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

No sale

Boardmate does not sell personal data.

07

Product boundary

Confidential board material

The public contact route is not intended for board packs, transcripts, recordings, draft minutes, privileged material, confidential reports or support files. If a sample is needed, Boardmate agrees the confidentiality, data-handling, access, retention, deletion and evaluation terms first.

Public enquiry

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

Evaluation

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

Customer use

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

Accidental material

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

08

Cookies and logs

Cookies, hosting logs and choice

The public website currently avoids non-essential analytics and marketing cookies. Hosting and security services may still process ordinary technical information needed to serve, protect and troubleshoot the site.

  • The site does not currently present a non-essential cookie banner because it is not using non-essential analytics or marketing cookies.
  • Essential technical information may include IP address, browser, device, pages requested, referrer, dates, times and error details.
  • Boardmate uses this information to keep the site available, secure and working properly.
  • If Boardmate adds non-essential analytics, advertising or marketing cookies, the site will provide the required information and choice before those cookies are used.
09

Security

How website information is protected

Boardmate applies practical controls intended to protect website and enquiry information against unauthorised access, loss or misuse. Those public-site controls are separate from the security documents and product controls reviewed before a customer or evaluation workspace is used.

  • Access to enquiry records is limited to people and service providers who need it for the relevant business purpose.
  • Website providers, email providers and professional services used by Boardmate are expected to protect information under appropriate contractual and security controls.
  • Product security, workspace access, support access, retention, deletion and subprocessor detail should be reviewed in the product or evaluation documents before confidential material moves.
10

Recipients and transfers

Sharing, service providers and international transfers

Boardmate does not sell personal data. It shares personal data only where needed for the purposes in this policy, such as with hosting, email, productivity, security, legal, accounting or professional service providers, or where required by law.

  • Service providers are expected to handle personal data for Boardmate's business purposes and under appropriate contractual controls.
  • Professional advisers, insurers, regulators, courts or public authorities may receive information where that is reasonably necessary or legally required.
  • Some providers may process data outside the UK. Where that happens, Boardmate relies on appropriate safeguards for the transfer where required, such as an adequacy position or approved contractual protections.
11

Retention

How long we keep it

Boardmate keeps personal data only for as long as needed for the relevant enquiry, relationship, legal requirement or business record. Retention for product or evaluation material is governed by the applicable agreement.

Enquiries

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

Business records

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

Technical logs

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

Product data

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

12

Individual rights

Your privacy rights

People have rights under UK data protection law, subject to the usual conditions and limits. Boardmate may need to confirm identity and the relevant relationship before acting on a request.

  • You can ask for access, correction, deletion, restriction, portability, objection, or withdrawal of consent where consent applies.
  • You can object to processing based on legitimate interests and you can object to direct marketing.
  • Email hello@boardmate.app with enough information for Boardmate to identify the relevant enquiry, correspondence or relationship.
  • If a privacy concern is not resolved, you can complain to the UK Information Commissioner's Office at ico.org.uk.
13

Updates

Contact and changes

Boardmate may update this notice as the website, product, service providers or legal position develops. The current version is published on this page.

Privacy contact

hello@boardmate.app.

Postal address

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

ICO

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

Privacy questions and rights.

For privacy requests about website enquiries or commercial contact, email Boardmate. For product or evaluation data, use the contact route named in the relevant agreement.