Privacy Policy

Effective date: April 4, 2026

1. Introduction

BoardDrive ("we," "our," or "us") provides a web-based agenda management platform for school boards and districts. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. If your organization has entered into a Data Processing Agreement (DPA) with BoardDrive, the terms of that DPA govern the treatment of Student Data and take precedence over this Privacy Policy with respect to Student Data.

2. Information We Collect

Account information. When you sign in with Google OAuth, we receive your name, email address, and Google profile picture. We do not receive or store your Google password.

Organization data. We store information about your school district or organization, including the organization name, member roles, meeting agendas, agenda item content, and meeting metadata you create within BoardDrive.

Google Drive access. BoardDrive operates inside the folder or Shared Drive your district designates. We access the files you attach to agenda items and the contents of that designated folder; we do not browse or index the rest of your Drive. Your documents are stored in your district's Google Drive, not ours — our database records a link to the file in your Drive, not a copy of the file. Files uploaded through BoardDrive are written into your district's Drive, and large uploads travel directly from your browser to Google without passing through our servers. File contents are read transiently to render previews, assemble packet PDFs, or generate summaries you request, and are not retained afterward.

Audio recordings. When you use the AI meeting summary feature, audio files are temporarily processed to generate transcriptions and summaries. Recordings are not retained after processing is complete and are not used for any other purpose.

Usage data. We automatically collect basic usage information such as IP addresses, browser type, pages visited, and timestamps to maintain and improve the Service.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain BoardDrive
• Authenticate your identity and manage access to your organization
• Display your name and profile picture to other members of your organization
• Generate meeting summaries, minutes, and board packets
• Send service-related notifications
• Monitor and analyze usage to improve the Service
• Comply with legal obligations

We do not sell your information. We do not use your content for advertising purposes. We do not use your content to train AI models without your consent.

4. Google User Data

BoardDrive's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We only request Google OAuth scopes necessary to authenticate you and access files you explicitly choose to attach — basic profile information (name, email, photo) for authentication, and Google Drive file access limited to files you explicitly select
• We do not use Google user data for advertising purposes
• We do not sell Google user data to third parties
• We do not use Google user data for purposes unrelated to providing BoardDrive's core functionality

5. Student Data

If your organization submits documents containing student data to the Service — including education records such as expulsion packets — that data is handled in accordance with our Data Processing Agreement (DPA). We do not sell student data, use it for advertising, or share it with third parties except as necessary to provide the Service or as required by law. A DPA is available upon request.

6. Data Sharing and Disclosure

We do not sell your personal information. We may share information in the following circumstances:

• Within your organization. Your name, email, and role are visible to other members of your organization within BoardDrive.
• Public agendas. When your organization publishes an agenda, the agenda content and attached documents become publicly accessible. Your organization controls what is published.
• Service providers. We use third-party providers for hosting, database, and AI infrastructure. These providers process data on our behalf and are contractually restricted from using it for their own purposes. Our current providers include Vercel (hosting and AI processing), Neon (database), Resend (email) and Google (authentication and Drive integration).
• Legal requirements. We may disclose information if required by law, regulation, court order, or governmental request.

7. Data Security

We implement industry-standard security measures including encryption in transit and at rest, and role-based access controls. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security. You use the Service at your own risk with respect to security of data in transit and at rest.

8. Data Retention and Deletion

We retain your account data for as long as your organization maintains an active BoardDrive account. If you or your organization request account deletion, we will delete your data from active systems within 60 days, except where retention is required by law. Audio recordings submitted for AI processing are deleted immediately after the requested output is generated. Third party AI infrastructure uses Zero Data Retention per call and is not used for model training.

9. Children's Privacy

BoardDrive is designed for use by school board administrators, board members, and staff. We do not knowingly collect personal information directly from children under 13. If you believe we have inadvertently collected such information, please contact us so we can promptly delete it.

10. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, or delete personal data we hold about you, or to revoke Google OAuth access via your Google Account settings. To exercise these rights, contact us at hi@boarddrive.com. We will respond within 30 days.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy with a revised effective date. Your continued use of BoardDrive after changes are posted constitutes acceptance of the updated policy.

12. Contact Us

BoardDrive  |  hi@boarddrive.com  |  BoardDrive.com