These Terms of Use ("Terms") govern access to and use of the BoardMeet application and related services (the "Service"). For Nigerian subscriptions, these Terms are an agreement between the organisation using the Service (the "Customer", "you", or "your") and 618 Bees Limited, whose registered office is at No. 32, Providence Street, Lekki Phase 1, Lagos State, Nigeria. The App Brothers LLC owns, licenses, and operates the hosted BoardMeet platform as operator and licensor; it is not a second seller under these Terms.
By creating an account, accepting an invitation, or otherwise accessing or using the Service, you agree to these Terms for yourself and, where applicable, the organisation you represent. If you act for an organisation, you represent that you have authority to bind it. Registration details and customer contact channels are available on our company-information page.
Important: please read Clause 3 (Nature of the Service; no legal advice), Clause 4.2 (Verification duty), and Clause 11 (Limitation of liability) carefully. BoardMeet assists with meeting notices using the Customer's information and configured compliance profile. The Customer remains responsible for verifying every legal or constitutional requirement and the status of each dispatch.
1. Definitions
Account means the registered account through which a Customer and its Authorised Users access the Service.
Authorised User means a director, company secretary, staff member, adviser, or other individual whom the Customer authorises to use the Service.
Content means data, meeting details, notices, agendas, board packs, minutes, resolutions, tasks, notice-register entries, and other material uploaded to, generated within, or dispatched through the Service by or for the Customer.
Statutory Requirement means a notice period, quorum rule, filing deadline, or other requirement imposed by applicable law, regulation, guidance, or the Customer's constitutional documents.
Subscription means the Customer's Free or paid BoardMeet plan and its associated features, capacity, and term.
Order Form means an issued invoice, subscription confirmation, or other written record of the Customer's selected paid plan, fees, and billing term.
Dispatch means transmission of a notice or document through a channel supported by the Service, based on the content, recipients, and timing configured or approved by the Customer.
2. Eligibility and accounts
2.1 The Customer must provide accurate and complete registration information and keep it current. The Customer is responsible for activity under its Account, including activity by its Authorised Users.
2.2 The Customer must protect login credentials, promptly notify us of unauthorised access or a suspected security breach, and use the available authentication and access controls appropriately.
2.3 Organisation administrators, including Chairs, Company Secretaries, and Admins, control memberships, roles, company access, and removal of personnel who no longer require access.
2.4 We may suspend a paid Account after reasonable notice where fees remain unpaid beyond their due date, without limiting any other available remedy.
3. Nature of the Service; no legal advice
3.1 BoardMeet is a software workflow for board and company meetings, agendas, board packs, minutes, resolutions, voting, tasks, committees, attendance, notices, and related governance records. It can calculate notice dates from configured rules, prepare documents from Customer Content, track email and in-app Dispatch status, and record physical service and related evidence. Features and capacity depend on the Customer's Subscription.
3.2 The Service does not constitute legal advice or legal services. It does not determine which law or constitutional provision applies to a Customer, verify that the Customer's compliance profile is complete, identify every person legally entitled to notice, or guarantee that a meeting or resolution is valid.
3.3 No solicitor-client, advisory, or fiduciary relationship is created by use of the Service. Use of BoardMeet is separate from any legal advisory services that a Customer may engage from 618 Bees Limited or another adviser.
3.4 The Customer acknowledges that it has not relied on a representation that use of the Service will ensure compliance with the Companies and Allied Matters Act 2020 (CAMA), the Customer's articles, or another legal or regulatory requirement. Marketing and sales materials must be read subject to this Clause 3.
3.5 BoardMeet serves only the recipients listed in an AGM or EGM notice. It holds no register of members, share classes, or shareholdings. Service on the company's members is the company's responsibility. BoardMeet attaches the proxy form, computes its deposit deadline, and renders the approved proxy statement on each general meeting notice. The proxy instrument may be deposited at the company's registered office or sent by email to the company's designated proxy receipt address. BoardMeet does not receive, process, validate, count, or act on any proxy. All proxy receipt, verification, and counting is the responsibility of your Company Secretary.
3.6 Meeting capture and AI-assisted drafts. When the Customer enables meeting capture, a visible notetaking bot may join a video call to record or transcribe it. The Customer is responsible for informing participants and obtaining any consent required before capture begins. AI-generated drafts are generated from the meeting transcript and have not been reviewed. The adopted minutes are the board's official record.
4. Customer responsibilities
4.1 The Customer is solely responsible for determining the required form, content, recipients, and timing of meeting notices; maintaining accurate recipient and company data; reviewing any calculated deadline against applicable law and constitutional documents; and allowing a reasonable margin before a deadline.
4.2 Verification duty. The Customer must promptly review the status of each scheduled Dispatch. If the Service reports a failure, bounce, or other delivery error, the Customer must promptly arrange service by an appropriate alternative means. We are not liable for loss caused or increased by the Customer's failure to perform this verification.
4.3 The Customer remains responsible for all activity under its Account, for the accuracy and lawfulness of Content it supplies, and for ensuring that Authorised Users follow these Terms.
4.4 The Customer must provide required privacy notices and obtain any consent required for meeting recording, transcription, electronic delivery, or other processing it enables.
5. Subscription, fees, VAT, and payment
5.1 The Free plan has no subscription fee. Paid plans are billed annually in advance, in Naira, under the applicable Order Form.
5.2 Advertised Nigerian prices include VAT at the rate stated on the pricing page and invoice, currently 7.5%. 618 Bees Limited is the contracting seller, invoice issuer, and payment recipient for Nigerian paid Subscriptions and prepaid add-ons.
5.3 Payment is by bank transfer to the 618 Bees Limited account stated on the issued invoice. We do not store card details or create tokenised recurring charges. Paid capacity is activated after cleared funds are confirmed, and purchased meeting pools do not expire.
5.4 Fees are non-refundable except where required by law. Prices may change on renewal after reasonable advance notice.
6. Licence and acceptable use
6.1 Subject to these Terms and payment of applicable fees, the Customer receives a limited, non-exclusive, non-transferable, revocable right to use the Service during its Subscription term for its internal governance and company-secretarial purposes.
6.2 The Customer must not reverse-engineer or attempt to derive source code; resell, sublicense, or rent the Service without written consent; access another organisation's data without authority; upload unlawful, malicious, defamatory, or infringing Content; interfere with the Service or its infrastructure; or use the Service in breach of applicable data-protection law.
7. Service availability
7.1 We use commercially reasonable efforts to keep the Service available, secure, and functioning. Availability may be affected by scheduled maintenance, urgent security work, third-party services, internet conditions, or events beyond our reasonable control.
7.2 The Customer must report a suspected service fault promptly and provide reasonable information needed to investigate it. This Clause does not create a guaranteed uptime percentage or contractual financial remedy.
8. Term, suspension, and termination
8.1 These Terms apply while the Customer holds an active Account. We may suspend or terminate access for material breach, non-payment, security risk, unlawful use, or legal requirement, including immediately where necessary to prevent harm.
8.2 A Customer may close its organisation through the Service. Closure disables access. An authorised export may be requested before closure is confirmed. Data is retained in accordance with the data retention schedule at boardmeet.ng/data-retention. Each record class is held for its applicable minimum period from its applicable start event; account closure does not trigger immediate deletion of records within their minimum retention period. Active account and membership data is retained for the duration of the Subscription and for 90 days from subscription end. Records not yet assigned a minimum period in the data retention schedule are retained for 90 days from account closure.
9. Intellectual property and Customer Content
9.1 The App Brothers LLC owns or licenses the Service, software, design, documentation, and BoardMeet branding and makes them available through 618 Bees Limited for Nigerian Customers. No right is granted except the limited right in Clause 6.
9.2 The Customer owns its Content. It grants 618 Bees Limited, The App Brothers LLC, and authorised service providers a limited right to host, process, transmit, and display Content only as necessary to provide, secure, and support the Service. Governance Content is not used for advertising.
9.3 Feedback or suggestions about the Service may be used without restriction or compensation, provided they do not identify confidential Customer Content.
10. Disclaimer of warranties
10.1 The Service is provided "as is" and "as available". To the fullest extent permitted by law, implied warranties of merchantability, fitness for a particular purpose, and non-infringement are disclaimed.
10.2 We do not warrant that the Service will be uninterrupted, timely, secure, or error-free; that a notice will be received by its intended recipient; or that the Service will satisfy a legal, statutory, constitutional, or regulatory requirement applicable to the Customer.
10.3 Electronic delivery and meeting services rely on third parties outside our control and may be affected by recipient-side filtering, network failures, provider outages, or inaccurate contact data.
11. Limitation of liability
Please read this Clause carefully. It limits liability to you.
11.1 Exclusion of consequential loss. To the fullest extent permitted by law, 618 Bees Limited, The App Brothers LLC, and their service providers are not liable for indirect, incidental, special, punitive, or consequential loss; loss of profit, revenue, business, goodwill, anticipated savings, or data; invalidity, irregularity, adjournment, or postponement of a meeting or resolution; a third-party claim arising from a failure of notice; or a fine, penalty, or regulatory sanction imposed on the Customer.
11.2 Liability cap. Subject to Clauses 11.4 and 14.7, aggregate liability arising from these Terms will not exceed the Subscription Fees the Customer paid to 618 Bees Limited in the twelve months immediately before the event giving rise to the claim.
11.3 Fallback cap. If Clause 11.2 is held unenforceable in whole or in part, aggregate liability will not exceed the greater of the Subscription Fees paid in the preceding twelve months and ₦5,000,000 (Five Million Naira).
11.4 Carve-outs. Nothing in these Terms excludes or limits liability for fraud or fraudulent misrepresentation, death or personal injury caused by negligence, or another liability that cannot be excluded or limited under Nigerian law.
11.5 Severability. Each part of this Clause 11 is separate. If one part is invalid or unenforceable, the remaining parts continue in force.
12. Indemnities
12.1 Customer indemnity. The Customer will indemnify 618 Bees Limited, The App Brothers LLC, and their directors, officers, and employees against third-party claims, losses, liabilities, costs, and reasonable legal fees arising from the Customer's inaccurate or unlawful Content, breach of Clause 4, or failure concerning the timing, content, Dispatch, or receipt of a meeting notice.
12.2 Intellectual-property indemnity. 618 Bees Limited will indemnify the Customer against a third-party claim that the Service, as supplied through 618 Bees Limited and used in accordance with these Terms, infringes that third party's intellectual-property rights, except to the extent caused by the Customer's unauthorised modification or misuse.
13. Force majeure
Neither 618 Bees Limited nor The App Brothers LLC is in breach or liable for failure or delay caused by events beyond reasonable control, including failures of telecommunications networks, internet providers, email delivery services, power supply, hosting infrastructure, civil unrest, natural events, or acts of government.
14. Data protection
14.1 Roles. Under the Nigeria Data Protection Act 2023, the Customer normally acts as Data Controller for personal data in its governance Content. The App Brothers LLC processes that Content to operate the platform on the Customer's instructions and separately determines limited processing needed for platform security and administration. 618 Bees Limited controls Nigerian subscription, invoice, payment, contact, and support data and processes governance Content only for a Customer-authorised support escalation.
14.2 Scope. Customer personal data may include names, roles, email addresses, attendance, votes, signatures, meeting records, and other information the Customer lawfully elects to enter. Processing is limited to providing, securing, maintaining, and supporting the Service.
14.3 Customer warranties. The Customer warrants that it has a lawful basis for processing personal data through the Service, has provided required notices and obtained required consents, and supplies data that is accurate and lawfully obtained.
14.4 Safeguards and assistance. The operator uses appropriate technical and organisational measures, confidentiality controls, access controls, encryption in transit, and audit records. It will notify an affected Customer without undue delay after becoming aware of a qualifying personal-data breach, reasonably assist with data-subject requests and impact assessments, and delete or return Customer Content in accordance with the data retention schedule at boardmeet.ng/data-retention, subject to applicable minimum retention periods and backup expiry.
14.5 Service providers. The Customer authorises use of the providers described in the Privacy Policy, including AWS (including Amazon S3 for storage and Amazon SES for email delivery), Recall, Daily, and OpenAI, subject to appropriate data-protection terms.
14.6 Cross-border transfers. The primary application, database, and file storage are hosted in AWS Ireland (eu-west-1). Configured providers may process data in Ireland, Germany, the United States, and other disclosed locations under applicable safeguards.
14.7 Liability interface. Liability under this Clause is subject to Clause 11, except that aggregate liability for claims arising from a personal-data breach will not exceed the greater of three times the cap under Clause 11.2 and ₦15,000,000 (Fifteen Million Naira). This does not cap a fine or penalty imposed directly by a regulator where it cannot lawfully be limited.
14.8 Data retention.
14.8.1 Boardmeet retains Customer Content and personal data for minimum periods that vary by record class, with applicable start events, as specified in the data retention schedule at boardmeet.ng/data-retention. Most governance records are retained for a minimum of seven (7) years from their applicable start event: board and committee meeting papers from the meeting date; adopted minutes and resolutions from the date of creation or adoption; statutory notices and evidence-of-service records from the dispatch date. Billing and tax records are retained for a minimum of six (6) years from the end of the relevant tax year (31 December). Account closure does not trigger immediate deletion of records within their applicable minimum retention period.
14.8.2 Where the Service permits the Customer to configure retention periods for recordings, transcripts, and AI-generated outputs, the Customer's configured period applies. Where no preference has been set, the platform default period in the data retention schedule applies. The Customer may update their configured period at any time during the term of this Agreement, subject to any applicable minimum period required by law.
15. General
15.1 Governing law and disputes. These Terms are governed by the laws of the Federal Republic of Nigeria. A dispute will first be referred to good-faith negotiation between senior representatives and, if unresolved, to arbitration in Lagos under the Arbitration and Mediation Act 2023 before a sole arbitrator.
15.2 Changes. We may update these Terms by giving the Customer notice of a material change at least 30 days before it takes effect. Continued use after the effective date constitutes acceptance.
15.3 Assignment. The Customer may not assign these Terms without prior written consent. 618 Bees Limited may assign them to a successor of substantially all of its relevant business on notice.
15.4 Entire agreement and severability. These Terms, the applicable Order Form, and the Privacy Policy form the entire agreement on their subject matter. If a provision is invalid, the remainder continues in effect.
15.5 Notices and contact. Notices to the Customer may be sent to the contact details registered for its Account. Service correspondence to 618 Bees Limited may be sent to support@boardmeet.ng or its registered office at No. 32, Providence Street, Lekki Phase 1, Lagos State, Nigeria. Invoice and payment enquiries should be sent to billing@boardmeet.ng.