BoardBreeze

Privacy Policy

Last updated: October 5, 2026

1. Introduction

BoardBreeze is a service of MGE Magneo Solutions LLC ("BoardBreeze", "we", "our", or "us"), a California limited liability company. We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website (appboardbreeze.com), our web application, our AI chat assistant, and our phone concierge line.

In short: we process your meeting recordings only to produce transcripts and minutes for you, we delete recordings and transcripts within days, we do not use your meeting content to train AI models, and we do not sell your personal information.

We reserve the right to make changes to this Privacy Policy at any time and for any reason. We will alert you about any changes by updating the "Last updated" date of this Privacy Policy. You are encouraged to periodically review this Privacy Policy to stay informed of updates.

2. Information We Collect

Personal Data

We may collect personal information that you voluntarily provide to us when you register with us, express an interest in obtaining information about us or our products and services, or otherwise contact us. The personal information we collect may include:

  • Name and contact information (email address, phone number)
  • Billing information and transaction data
  • Account credentials
  • User preferences and settings
  • Organization name and, for Enterprise accounts, your minutes template preferences
  • Content you upload or import: audio and video recordings of meetings, links you paste to recordings hosted elsewhere (for example a Granicus, Dropbox, or Google Drive link), meeting agendas (PDF or text), and the transcripts and minutes we generate from them
  • Chat messages and conversations with our AI sales assistant (Seridian), including any email address you voluntarily provide during a chat session
  • If you call our concierge phone line, the content of the call and your phone number (see Section 6)
  • If you sign in with Google or Microsoft, the name and email address those providers share with us (see Section 5)

Automatically Collected Information

When you access our services, we may automatically collect certain information about your device and usage, including:

  • Device information (browser type, operating system, IP address)
  • Log data (access times, pages viewed, time spent on pages)
  • Approximate location inferred from your IP address (country and region, not precise location)
  • How you found us: the referring page, the page you landed on, and any campaign tags in the link you clicked, recorded once when you first visit and attached to your account if you sign up
  • Cookies and similar technologies (see Section 10)

3. How We Use Your Information

We may use the information we collect for various purposes, including to:

  • Provide and maintain our services, and improve them using account and usage information such as feature use and error reports. We do not use your recordings, transcripts, or minutes to train AI models, and neither do our AI providers.
  • Process transactions and send related information
  • Send administrative information, such as updates, security alerts, and support messages
  • Respond to comments, questions, and requests
  • Understand how users interact with our services
  • Develop new products and services
  • Detect, prevent, and address technical issues
  • Protect against harmful or illegal activity
  • Send you product updates and occasional newsletters about board minutes and governance; every such email includes a one-click unsubscribe link, and opting out never affects the service emails needed to run your account

4. Meeting Recordings, Transcription, and Minutes

BoardBreeze turns a recording of your meeting into a transcript and draft minutes. When you use these features:

  • Uploads and links: Recordings you upload go directly to encrypted cloud storage (Amazon Web Services, S3). If you paste a link instead, we fetch the recording from that link on your behalf and store it the same way. We only fetch from the link you provide.
  • Transcription: Recordings are transcribed by Amazon Transcribe.
  • Minutes and the Minutes Assistant: Transcripts, and any agenda you upload, are sent to Anthropic's Claude API to draft your minutes and to answer the questions you ask the Minutes Assistant.
  • Agendas: When you upload an agenda, we keep only the structured outline extracted from it (sections, item titles, recommended actions). The original agenda file is not stored.
  • Your content stays yours: We use your recordings, transcripts, agendas, and minutes only to provide the service to you. We do not use them to train AI models, we do not review them except to resolve a support request you have made, and we do not sell or share them with anyone for marketing. Our AI providers process this content under commercial API terms that do not permit them to use it for advertising.
  • Exports: When you export minutes by email, we send them through Amazon Simple Email Service to the address you specify. When you export to Google Drive, see Section 5.

You are responsible for obtaining appropriate consent from all participants in recorded meetings in accordance with applicable laws and regulations, and for reviewing AI-generated minutes before adopting them as an official record.

5. Google and Microsoft Sign-In, and Google Drive Export

You can sign in with a one-time email code, with Google, or with Microsoft. If you choose Google or Microsoft, we receive only your name and email address from that provider to create and identify your account. We never see your password.

If you choose to save minutes to Google Drive, we ask Google for permission limited to files that BoardBreeze itself creates (the "drive.file" scope). We cannot see, read, or modify any other file in your Drive. The upload happens directly from your browser to Google; the access token is used in your browser for that session and is not stored on our servers. You can revoke this access at any time at myaccount.google.com/permissions.

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

6. AI Chat Assistant (Seridian) and Phone Concierge

Our website offers an AI-powered chat assistant named Seridian to answer questions about BoardBreeze. When you use this feature, we collect and process the following information:

  • Chat messages: The content of your conversation with Seridian is saved to our secure database (Supabase) and may be reviewed by BoardBreeze staff to improve the quality and accuracy of responses.
  • Session metadata: We record a one-way hashed (anonymized) version of your IP address, your browser user agent, and the page URL where the chat was initiated. Raw IP addresses are never stored.
  • Email address (optional): After a few messages, Seridian may invite you to share your email address. This is entirely voluntary. If you provide it, we will send you a summary of your conversation and may follow up with information about BoardBreeze. You can opt out at any time by contacting us.

Chat data is used solely to respond to your inquiries, improve Seridian's responses, and, where you have provided your email, to follow up with relevant information. We do not sell or share chat data with third parties for marketing purposes. You must be 18 or older to use the chat feature, as disclosed in the chat interface.

To request deletion of your chat history, contact us at help@appboardbreeze.com with the email address used during the session (if provided) or the approximate date and time of your conversation.

Phone concierge

Calls to our toll-free line, 1-844-786-2076, are answered by an AI concierge rather than a person. Your speech is converted to text and processed by Anthropic's Claude API to answer your question; the call is carried by Twilio. If you ask for a callback, your phone number and a short summary of your request are sent to BoardBreeze staff so we can return the call. Call transcripts are used to answer you and to improve the concierge, and are not sold or shared for marketing. You must be 18 or older to use the concierge.

Text messages (SMS)

We do not send text messages to customers, trial users, prospects, or the general public, and we send no marketing SMS. Our toll-free number sends text messages only as internal operational alerts to the BoardBreeze owner and staff members who have enrolled their own mobile number and signed an internal consent form, for example when a caller asks for a callback. Enrolling is optional for staff, and any recipient can reply STOP at any time to stop the alerts, or HELP for assistance. Creating a BoardBreeze account does not ask for a phone number, and no BoardBreeze service requires you to receive text messages. Mobile numbers and SMS consent information are never sold, rented, or shared with third parties for marketing purposes. Details: appboardbreeze.com/sms-opt-in.

7. Disclosure of Your Information

We do not sell your personal information, and we do not share it for cross-context behavioral advertising. We share information only in the following situations:

  • Service Providers (sub-processors): We rely on a small number of providers to run the service, each of which processes data only on our instructions: Amazon Web Services (file storage, transcription, email delivery, and hosting for parts of the service), Anthropic (minutes generation, the Minutes Assistant, Seridian, and the phone concierge), Supabase (account database and authentication), Redis Cloud (short-lived processing state and rate limiting), Stripe (payments; we never store your full card number), Vercel (web hosting), Google (sign-in, Drive export at your request, and website analytics), Microsoft (sign-in), Cloudflare (bot protection on sign-up), Twilio (the phone concierge line), and ElevenLabs (transcription of meetings you submit as a YouTube link). Our Security Policy describes the safeguards that apply to these providers.
  • Business Transfers: We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business.
  • Legal Obligations: We may disclose your information where required to do so by law or in response to valid requests by public authorities.
  • With Your Consent: We may disclose your information for any other purpose with your consent.

8. Security of Your Information

We use administrative, technical, and physical security measures to protect your personal information. While we have taken reasonable steps to secure the information you provide to us, please be aware that no security measures are perfect or impenetrable, and we cannot guarantee the security of your information.

Your information is encrypted in transit and at rest, stored on access-controlled servers, and accessible only to a limited number of persons who have special access rights and are required to keep the information confidential. Administrative access to our systems requires multi-factor authentication. Recordings upload directly from your browser to encrypted storage rather than passing through our application servers. More detail is in our Security Policy.

9. Data Retention and Data Location

We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your information to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our policies.

Different types of content have different retention periods:

  • Audio and video recordings: automatically deleted 4 days after upload
  • Transcriptions: automatically deleted 4 days after creation
  • Meeting minutes: not stored on our servers. Your working draft is saved in your browser, on your device
  • Agenda outlines: kept with the minutes they were used for, on the same schedule
  • Account and billing records: for as long as your account is open, and afterward as required for tax and legal purposes

These short windows are deliberate. BoardBreeze is not a records archive: export your approved minutes to your own records system. The same schedule applies to every plan.

If your free trial has ended and you upload a recording, the resulting transcript and minutes are held securely in your account as a preview until you subscribe ("held results"). Held results are automatically and permanently deleted 30 days after the upload if you have not subscribed; we send a reminder before deletion. The audio file itself is deleted on the standard schedule above regardless. The same applies if a meeting you submit as a YouTube link turns out to be longer than the minutes left on your plan that month: the transcript is held as a preview and is permanently deleted 30 days later unless your plan is upgraded to cover it.

You can request deletion of your account and data at any time by contacting us at help@appboardbreeze.com. We complete deletion requests within 30 days.

Data location. Our services are operated from the United States, and your information is stored and processed there. If you use BoardBreeze from outside the United States, including the United Kingdom, the European Economic Area, Canada, Australia, or New Zealand, you understand that your information is transferred to and processed in the United States, where privacy laws may differ from those in your country.

10. Cookies, Local Storage, and Analytics

We use a small number of cookies and browser storage items to run the service: to keep you signed in, remember your preferences, protect against automated sign-ups (Cloudflare Turnstile), and remember how you first found us for up to 90 days so we can understand which of our efforts bring in customers. We use Google Analytics to understand how visitors use our website in aggregate; Google may set its own cookies for this purpose. You can control cookies through your browser settings; blocking all cookies will prevent you from signing in.

11. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information, including:

  • The right to access personal information we hold about you
  • The right to request correction of inaccurate information
  • The right to request deletion of your information
  • The right to object to processing of your information
  • The right to data portability
  • The right to withdraw consent

California residents. Under the California Consumer Privacy Act you have the right to know what personal information we collect and how we use it (described in this policy), to request deletion, to correct inaccurate information, and not to be discriminated against for exercising these rights. We do not sell personal information and we do not share it for cross-context behavioral advertising, so there is nothing to opt out of.

United Kingdom and European residents. Where the UK GDPR or EU GDPR applies, our legal bases for processing are performance of our contract with you (providing the service), our legitimate interests (securing and improving the service, and communicating with customers), and your consent where we ask for it. You also have the right to lodge a complaint with your local supervisory authority.

To exercise any of these rights, contact us using the information in the "Contact Us" section below. We will verify your identity before acting on a request and respond within 30 days.

12. Children's Privacy

Our services are not intended for use by children under the age of 18. We do not knowingly collect personal information from children under 18. If you become aware that a child has provided us with personal information, please contact us. If we become aware that we have collected personal information from a child under 18, we will take steps to remove that information from our servers.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us at:

MGE Magneo Solutions LLC, doing business as BoardBreeze
Email: help@appboardbreeze.com
Security matters: help@appboardbreeze.com
Address: 1300 Clay Street, Suite 600, Oakland, CA 94612