1. Who we are
BoardMeet is a board governance platform operated by BoardMeet Governance Solutions Ltd ("BoardMeet", "we", "us"), a company registered in the Federal Republic of Nigeria. This policy explains how we collect, use, and protect personal data when you use boardmeet.ng and the BoardMeet application (together, the "Service"). We process personal data in accordance with the Nigeria Data Protection Act 2023 (NDPA).
2. Information we collect
- Account information. Your name, email address, password (stored as a salted hash), and the role you hold in each organisation and company on the Service.
- Governance content. Meetings, agendas, minutes, resolutions, votes, board pack documents, tasks, committee records, attendance records, and messages your organisation creates on the Service.
- Meeting recordings and transcripts. When an administrator schedules meeting capture, a notetaking bot joins the video call and produces a transcript used to draft minutes. Transcripts and derived drafts are stored with the meeting record.
- Billing information. Plan selections, billing requests, and payment references. We do not store card numbers and we do not tokenise cards for recurring charges.
- Technical data. IP addresses, browser type, and access logs collected automatically for security and troubleshooting.
3. How we use your information
- To provide the Service: running meetings, distributing board packs, recording votes, drafting minutes, and tracking actions.
- To administer accounts, memberships, and invitations.
- To process billing requests and manage plan capacity.
- To send service emails such as meeting notices, reminders, and invitations.
- To secure the Service, prevent abuse, and meet our legal obligations.
4. Legal bases
We process personal data under the NDPA on the following bases: performance of a contract (providing the Service to your organisation), legitimate interests (securing and improving the Service), consent (where required, such as meeting capture), and compliance with legal obligations.
5. Meeting capture and consent
Meeting capture is optional and is scheduled by your organisation's administrators. When capture is enabled, the notetaking bot is visible as a participant in the call. Your organisation is responsible for informing participants and obtaining any consents required before recording or transcribing a meeting.
6. How we share information
We do not sell personal data. We share data only with service providers who help us operate the Service - cloud hosting, transactional email delivery, and meeting capture and transcription - under contracts that restrict their use of the data to providing those services. We may also disclose information where required by law or to protect the rights, safety, or property of BoardMeet and its users.
7. Data retention
Governance records are retained for as long as your organisation's account is active, because board minutes, resolutions, and statutory records are intended to be long-lived. If your organisation closes its account, we delete or anonymise its data within a reasonable period, except where retention is required by law.
8. Security
We protect your data with encryption in transit, role-based access controls at both the organisation and company level, audit trails on votes and resolutions, and least-privilege access for our staff. No system is perfectly secure; if we become aware of a breach affecting your data, we will notify affected organisations and the Nigeria Data Protection Commission (NDPC) as required by the NDPA.
9. Your rights
Under the NDPA you have the right to access, correct, delete, or receive a copy of your personal data, to object to or restrict certain processing, and to withdraw consent where processing is based on consent. To exercise these rights, contact us at the address below. You also have the right to lodge a complaint with the NDPC.
10. Cookies
We use only the cookies necessary to operate the Service, such as session cookies that keep you signed in. We do not use advertising or cross-site tracking cookies.
11. Changes to this policy
We may update this policy from time to time. We will post the updated policy on this page and revise the "Last updated" date. Material changes will be communicated to account administrators.
12. Contact us
Questions about this policy or your data? Email privacy@boardmeet.ng.