Data and privacy
Data retention schedule
How long BoardMeet keeps each kind of record, what starts the clock, and who controls the period. Records are grouped for readability; each kind of record keeps its own period.
- Effective date
- Schedule revision
- 3c15724796d8
How much of this schedule is settled
We publish this in full, including the parts still being settled with our legal advisers. A period shown as under review is not yet a commitment.
Records not yet assigned a minimum period in the data retention schedule are retained for 90 days from account closure.
- 5 with a stated period
- 10 under review
- 11 not yet published
Governance records
Board packs, notices, minutes and the evidence that they were served. Kept to meet company-law record-keeping duties.
| Record | Period | Start event | Controller | Legal basis | Customer extension |
|---|---|---|---|---|---|
| Board packs / meeting papers Policy version 1 | Period 7 years | Start event Meeting date | Controller Your organisation | Legal basis CAMA 2020 | Customer extension Can be extended |
| Adopted minutes and resolutions Policy version 1 Under review | Period 7 years | Start event Company life | Controller Your organisation | Legal basis CAMA 2020 | Customer extension Can be extended |
| Statutory notices Policy version 1 | Period 7 years | Start event Dispatch date | Controller Your organisation | Legal basis CAMA 2020 | Customer extension Can be extended |
| Evidence-of-service reports Policy version 1 | Period 7 years | Start event Dispatch date | Controller Your organisation | Legal basis Evidence preservation | Customer extension Can be extended |
| Manual draft minutes and revisions Not yet published | Not yet published | ||||
Recordings, transcripts and AI material
Created only when your organisation turns recording or AI drafting on. Your organisation controls these periods and can extend them.
| Record | Period | Start event | Controller | Legal basis | Customer extension |
|---|---|---|---|---|---|
| Video / audio recordings Policy version 1 Under review | Period 90 days | Start event Under review | Controller Your organisation | Legal basis NDPA 2023 / consent | Customer extension Can be extended |
| Transcripts Policy version 1 Under review | Period 2 years | Start event Under review | Controller Your organisation | Legal basis NDPA 2023 / consent | Customer extension Can be extended |
| AI prompts and outputs Policy version 1 Under review | Period 2 years | Start event Under review | Controller Your organisation | Legal basis NDPA 2023 / consent | Customer extension Can be extended |
Meeting collaboration records
Scheduling proposals, in-meeting messages and tasks created around a meeting.
| Record | Period | Start event | Controller | Legal basis | Customer extension |
|---|---|---|---|---|---|
| Meeting proposals and responses Not yet published | Not yet published | ||||
| Meeting messages Not yet published | Not yet published | ||||
| Tasks Not yet published | Not yet published | ||||
Billing and tax records
Invoices, payments and closed-account records held by the Nigerian seller to meet tax and accounting duties.
| Record | Period | Start event | Controller | Legal basis | Customer extension |
|---|---|---|---|---|---|
| VAT invoices Policy version 1 Under review | Period 6 years | Start event Tax year end | Controller 618 Bees Limited (Nigerian seller) | Legal basis Nigeria Tax Act 2025 | Customer extension No |
| Billing records Policy version 1 Under review | Period 6 years | Start event Tax year end | Controller 618 Bees Limited (Nigerian seller) | Legal basis Nigeria Tax Act 2025 | Customer extension No |
| Account data (closed) Policy version 1 | Period 6 years | Start event Closure | Controller 618 Bees Limited (Nigerian seller) | Legal basis Nigeria Tax Act 2025 | Customer extension No |
Account, access and support records
Your organisation and member records, sign-in and security logs, and correspondence with support.
| Record | Period | Start event | Controller | Legal basis | Customer extension |
|---|---|---|---|---|---|
| Account data (active) Policy version 1 | Period 90 days | Start event Subscription end | Controller 618 Bees Limited (Nigerian seller) | Legal basis NDPA 2023 | Customer extension No |
| Authentication / audit logs Policy version 1 Under review | Period 2 years | Start event Under review | Controller 618 Bees Limited (Nigerian seller) | Legal basis Security / NDPA | Customer extension No |
| Support and privacy correspondence Policy version 1 Under review | Period 3 years | Start event Matter closure | Controller 618 Bees Limited (Nigerian seller) | Legal basis NDPA 2023 | Customer extension No |
Data exports you request
A copy of your data produced when you ask for an export. An export is a complete copy, so its retention is listed separately rather than folded into the records it came from.
| Record | Period | Start event | Controller | Legal basis | Customer extension |
|---|---|---|---|---|---|
| Account export copies Not yet published | Not yet published | ||||
Platform and operational records
Records the platform keeps to run and audit itself: backups, deletion evidence, retention settings, service-provider events and background processing data.
| Record | Period | Start event | Controller | Legal basis | Customer extension |
|---|---|---|---|---|---|
| Service-provider event data Not yet published | Not yet published | ||||
| Background processing and temporary application data Not yet published | Not yet published | ||||
| Articles settings and meeting exception history Not yet published | Not yet published | ||||
| Attachments without a linked record Not yet published | Not yet published | ||||
| Application configuration records Not yet published | Not yet published | ||||
| Retention settings and policy history Not yet published | Not yet published | ||||
| Deletion evidence Policy version 1 Under review | Period Under review | Start event Under review | Controller 618 Bees Limited (Nigerian seller) | Legal basis A6 deletion evidence; Q26 pending | Customer extension No |
| Backups and DR copies Policy version 1 Under review | Period Under review | Start event Under review | Controller 618 Bees Limited (Nigerian seller) | Legal basis All of the above; A6 as implemented by Q12 (4 September 2026) | Customer extension No |