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Terms of Service and Privacy Policy

Last Updated: January 2025

Important: These terms constitute a legally binding agreement between you and Board Minute Maker. Please read them carefully before using our service. By creating an account or using our service, you acknowledge that you have read, understood, and agree to be bound by these terms.

Terms of Service

1. Acceptance of Terms

By accessing, browsing, or using Board Minute Maker's website, application, or services (collectively, the "Service"), you acknowledge that you have read, understood, and agree to be bound by these Terms of Service ("Terms") and our Privacy Policy. If you do not agree to these Terms, you must not access or use our Service.

These Terms apply to all users of the Service, including without limitation users who are browsers, customers, and/or contributors of content. You represent and warrant that you have the legal authority to enter into these Terms on behalf of yourself and/or any organization you represent.

2. Description of Service

Board Minute Maker provides an automated transcription, analysis, and summarization service specifically designed for school board meetings, municipal board meetings, and other official board proceedings. Our Service processes audio and video recordings using advanced artificial intelligence and machine learning technologies to generate accurate, professionally formatted documentation.

Core Services Include:

Supported Input Formats:

3. User Accounts and Registration

Account Creation: To use Board Minute Maker, you must create an account using Google OAuth authentication. By creating an account, you agree to provide accurate, current, and complete information. You must be at least 18 years of age to create an account and use the Service.

Account Security: You are solely responsible for:

Organization Accounts: If you are creating an account on behalf of an organization (such as a school district or municipality), you represent and warrant that you have the authority to bind that organization to these Terms and that your organization agrees to be responsible for your use of the Service.

4. Subscription Terms and Billing

Subscription Requirement: Access to Board Minute Maker requires an active paid subscription. Subscriptions grant you the right to submit meeting recordings for processing and receive generated documents according to your selected plan.

Payment Processing: All subscription fees are processed securely through Stripe, our third-party payment processor. By subscribing, you authorize us to charge your designated payment method for all fees associated with your subscription. You agree to provide current, complete, and accurate billing information and to promptly update all payment information in the event of any changes.

Billing Cycles: Subscriptions are billed on a recurring basis according to your selected billing cycle (monthly or annually). The subscription fee will be charged to your payment method on the first day of each billing period. All fees are stated in U.S. Dollars unless otherwise specified.

Automatic Renewal: Your subscription will automatically renew at the end of each billing period unless you cancel before the renewal date. You will be charged the then-current subscription rate upon renewal. We will provide you with advance notice of any price changes affecting your renewal.

Cancellation: You may cancel your subscription at any time through your account settings or by contacting us at admin@boardminutemaker.com. Cancellations take effect at the end of the current billing period. You will retain full access to the Service until the end of your paid subscription period. No partial refunds will be provided for unused portions of a subscription period.

Non-Refundable Fees: All subscription fees are non-refundable except as expressly provided in these Terms or as required by applicable law. We do not provide refunds or credits for partial months or years of service, for periods in which you do not use the Service, or for any reason other than those specified in these Terms.

Free Trials: We may offer free trial periods for new subscribers. Free trial eligibility is determined at our sole discretion and is limited to one trial per customer. We reserve the right to modify or terminate free trial offers at any time. If you do not cancel before the end of a free trial period, you will be automatically charged for a paid subscription.

Price Changes: We reserve the right to modify our subscription pricing at any time. We will provide you with at least 30 days' advance notice of any price increases. Price changes will take effect at your next renewal date following the notice period. Your continued use of the Service after a price change constitutes your acceptance of the new pricing.

Taxes: All fees are exclusive of applicable federal, state, local, and foreign taxes, duties, tariffs, levies, withholdings, and similar assessments. You are responsible for all such taxes except for taxes based on our net income.

Overdue Payments: If any payment is not successfully processed or if we do not receive payment when due, we reserve the right to suspend or terminate your access to the Service until payment is received. We may charge late fees and interest on overdue amounts to the maximum extent permitted by law.

5. Acceptable Use Policy

You agree to use Board Minute Maker only for lawful, legitimate purposes and in accordance with these Terms and all applicable local, state, national, and international laws and regulations. You agree not to use the Service in any way that could damage, disable, overburden, or impair the Service or interfere with any other party's use of the Service.

Prohibited Activities: You expressly agree not to:

Enforcement: We reserve the right to investigate and take appropriate action against anyone who, in our sole discretion, violates this Acceptable Use Policy, including without limitation removing content, suspending or terminating accounts, and reporting violations to law enforcement authorities.

6. Content, Intellectual Property, and Ownership

Your Content Ownership: You retain all ownership rights to the recordings, documents, and other materials you submit to Board Minute Maker ("Your Content"). We do not claim any ownership interest in Your Content. You are solely responsible for Your Content and the consequences of posting or publishing it.

License Grant to Us: By submitting Your Content to the Service, you grant us a limited, non-exclusive, royalty-free, worldwide license to access, use, process, reproduce, and store Your Content solely for the purpose of providing the Service to you, including transcribing, analyzing, summarizing, and delivering the processed results. This license terminates when Your Content is deleted from our systems in accordance with our data retention policies.

Your Representations and Warranties: You represent and warrant that:

Our Intellectual Property: The Board Minute Maker Service, including but not limited to its software, algorithms, artificial intelligence models, website design, user interface, graphics, logos, text, code, and all other materials and content (excluding Your Content and Generated Output), is owned by Board Minute Maker and is protected by United States and international copyright, trademark, patent, trade secret, and other intellectual property or proprietary rights laws.

Trademarks: "Board Minute Maker" and our logo are trademarks or registered trademarks of Board Minute Maker. You may not use our trademarks without our prior written permission.

Generated Output: The transcripts, meeting minutes, board briefs, and other documents generated by our Service from Your Content ("Generated Output") are provided to you for your use. You own the Generated Output and may edit, modify, distribute, publish, and use these documents as needed for your organization's legitimate business purposes. However, you acknowledge that the Generated Output is created using our proprietary AI technology and processes, and you may not use the Generated Output to reverse engineer, replicate, or compete with our Service.

Feedback: If you provide us with any suggestions, ideas, enhancement requests, feedback, or other information relating to the Service ("Feedback"), you grant us a perpetual, irrevocable, worldwide, royalty-free license to use, modify, and incorporate such Feedback into our Service without any obligation to you.

7. Data Processing, Retention, and Deletion

Processing Workflow: When you submit content for processing, the following workflow occurs:

  1. Your recording file is securely uploaded to our servers or downloaded from the URL you provide (YouTube, Google Drive, etc.)
  2. Audio is extracted and converted to an appropriate format for processing (if necessary)
  3. The audio is transcribed using advanced speech recognition AI (Groq Whisper Large v3 Turbo)
  4. The transcript is analyzed and summarized using large language models (Anthropic Claude)
  5. Meeting minutes and other requested documents are generated in your specified formats and detail levels
  6. All generated documents are compiled and delivered to your registered email address via our email service provider (Resend)
  7. Immediately upon successful email delivery, all uploaded files, temporary audio files, intermediate processing files, and generated documents are permanently deleted from our servers

Immediate Deletion Policy: To protect your privacy and minimize data retention, we automatically delete all meeting-related files immediately after processing is complete and documents have been delivered to your email. This includes:

What We Retain: While meeting content is immediately deleted, we retain certain information necessary for providing and improving our Service:

Email Retention: Generated documents delivered to your email address are stored by your email service provider according to their retention policies. We recommend you save important documents to secure local or cloud storage and delete them from your email when no longer needed.

Account Deletion: If you wish to delete your account and all associated data, please contact us at admin@boardminutemaker.com. We will delete your account information, custom dictionaries, and usage records within 30 days of your request, except where retention is required by law or for legitimate business purposes (such as resolving disputes or enforcing our Terms).

8. Third-Party Services and Integrations

Board Minute Maker relies on several trusted third-party service providers to deliver our Service. By using Board Minute Maker, you acknowledge and agree that your data may be processed by these third-party services in accordance with their respective terms of service and privacy policies:

Authentication and Database (Supabase): User authentication and account data storage is provided by Supabase. Your account is authenticated using Google OAuth 2.0, and your account information is stored in a secure PostgreSQL database with encryption at rest and row-level security.

Payment Processing (Stripe): All payment and subscription billing is processed by Stripe, Inc. We do not store your complete credit card information on our servers. Your payment information is transmitted directly to Stripe in accordance with PCI-DSS requirements. Please review Stripe's Privacy Policy at https://stripe.com/privacy.

Transcription Services (Groq): Audio transcription is performed using Groq's Whisper Large v3 Turbo API. Audio files are transmitted to Groq's servers for processing and transcription results are returned to us. Groq does not retain audio files or transcripts after processing.

AI Analysis and Summarization (Anthropic): Document generation, summarization, and analysis is performed using Anthropic's Claude AI models. Transcripts and agendas are transmitted to Anthropic's API for processing. Anthropic does not train their models on your data and does not retain your content after processing.

Email Delivery (Resend): Generated documents are delivered to your email address using Resend's email service. Resend processes your email address and the documents attached to emails sent through their service.

Infrastructure and Hosting: Our Service is hosted on secure cloud infrastructure providers. These providers offer enterprise-grade security, reliability, and compliance certifications.

External Links and Content: When you provide YouTube URLs, Google Drive links, or other external content sources, you direct our Service to access content from those third-party platforms. Your use of those platforms is governed by their respective terms of service. We are not responsible for the privacy practices, content, or availability of external platforms.

No Endorsement: Our integration with or use of third-party services does not constitute an endorsement of those services. We are not responsible for the actions, content, or privacy practices of third-party service providers.

9. Service Availability, Performance, and Accuracy

Service Availability: We strive to provide reliable, consistent access to Board Minute Maker. However, the Service is provided on an "as available" basis. We do not guarantee that the Service will be available at all times, operate without interruption, or be free from errors, bugs, or defects. The Service may be temporarily unavailable due to:

No Service Level Agreement: Unless otherwise agreed in a separate written agreement, we do not provide any service level agreement (SLA) or guarantee regarding uptime, response time, or processing time for meeting transcriptions.

Processing Time: Transcription and document generation typically takes between 15 minutes and 2 hours depending on the length and quality of the recording, system load, and other factors. Processing times are estimates only and are not guaranteed.

Accuracy Disclaimer: Board Minute Maker uses advanced artificial intelligence and machine learning technologies to provide automated transcription and summarization services. While we strive for high accuracy, you acknowledge and agree that:

Your Responsibility to Review: You are solely responsible for reviewing, verifying, editing, and approving all Generated Output before relying on it or distributing it for any official, legal, or public purpose. Board Minute Maker is a tool to assist in creating meeting documentation, not a replacement for human review and judgment.

No Professional Advice: The Service does not provide legal, financial, medical, or other professional advice. Generated Output should not be relied upon as a substitute for consultation with qualified professionals.

Input Limitations: The Service is subject to the following technical limitations:

We reserve the right to modify these limitations at any time. Files that exceed size limits or use unsupported formats may be rejected or may fail to process correctly.

10. Limitation of Liability

DISCLAIMER OF WARRANTIES: THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, BOARD MINUTE MAKER DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING, COURSE OF PERFORMANCE, OR USAGE OF TRADE.

WITHOUT LIMITING THE FOREGOING, BOARD MINUTE MAKER DOES NOT WARRANT THAT:

LIMITATION OF LIABILITY: TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL BOARD MINUTE MAKER, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, AFFILIATES, SUCCESSORS, OR ASSIGNS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO:

WHETHER SUCH DAMAGES ARISE FROM CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, OR ANY OTHER LEGAL THEORY, AND WHETHER OR NOT BOARD MINUTE MAKER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

CAP ON LIABILITY: IN NO EVENT SHALL BOARD MINUTE MAKER'S TOTAL AGGREGATE LIABILITY TO YOU FOR ALL DAMAGES, LOSSES, AND CAUSES OF ACTION (WHETHER IN CONTRACT, TORT INCLUDING NEGLIGENCE, WARRANTY, OR OTHERWISE) EXCEED THE TOTAL AMOUNT YOU PAID TO BOARD MINUTE MAKER FOR THE SERVICE DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR ONE HUNDRED DOLLARS ($100), WHICHEVER IS GREATER.

Basis of the Bargain: You acknowledge and agree that these limitations of liability are fundamental elements of the agreement between you and Board Minute Maker, and that we would not be able to provide the Service to you on an economically reasonable basis without these limitations.

Exceptions: Some jurisdictions do not allow the exclusion or limitation of incidental or consequential damages, so the above limitations may not apply to you. In such jurisdictions, our liability will be limited to the greatest extent permitted by law.

11. Indemnification

You agree to indemnify, defend, and hold harmless Board Minute Maker and its officers, directors, employees, agents, affiliates, successors, assigns, and service providers from and against any and all claims, demands, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees and costs) arising out of or relating to:

We reserve the right, at our own expense, to assume the exclusive defense and control of any matter otherwise subject to indemnification by you, in which event you will cooperate with us in asserting any available defenses. You may not settle any claim subject to this indemnification provision without our prior written consent.

12. Account Termination and Suspension

Termination by You: You may terminate your account at any time by canceling your subscription and requesting account deletion by contacting us at admin@boardminutemaker.com. Upon termination by you, your access to the Service will continue until the end of your current paid subscription period, after which your account will be deactivated and your data will be deleted in accordance with our data retention policies.

Termination or Suspension by Us: We reserve the right to suspend or terminate your account and access to the Service immediately, without prior notice or liability, at our sole discretion, for any reason, including but not limited to:

Effect of Termination: Upon termination or suspension of your account:

No Refunds Upon Termination: If we terminate your account for violation of these Terms, you will not be entitled to any refund of prepaid fees. If we terminate your account for reasons other than violation of these Terms, you may be entitled to a prorated refund of prepaid fees for the unused portion of your subscription, at our sole discretion.

13. Modifications to Terms and Service

Changes to Terms: We reserve the right to modify, amend, or update these Terms at any time in our sole discretion. If we make material changes to these Terms, we will notify you by:

Material changes will take effect 30 days after we provide notice, or immediately upon your acceptance. Your continued use of the Service after the effective date of any modifications constitutes your acceptance of the updated Terms. If you do not agree to the modified Terms, you must discontinue using the Service and may cancel your subscription.

Changes to Service: We reserve the right to modify, suspend, or discontinue the Service (or any part or feature thereof) at any time with or without notice. We will not be liable to you or any third party for any modification, suspension, or discontinuation of the Service, except as may be required by applicable law.

14. Dispute Resolution and Governing Law

Governing Law: These Terms and your use of the Service shall be governed by and construed in accordance with the laws of the State of Illinois, United States, without regard to its conflict of law principles. The United Nations Convention on Contracts for the International Sale of Goods shall not apply.

Jurisdiction and Venue: You agree that any legal action or proceeding arising out of or relating to these Terms or the Service shall be brought exclusively in the federal or state courts located in Illinois, and you irrevocably consent to the personal jurisdiction and venue of such courts.

Informal Resolution: Before filing a formal legal claim, you agree to first contact us at admin@boardminutemaker.com and attempt to resolve the dispute informally by providing a written description of the dispute and your contact information. We will attempt to resolve the dispute informally within 60 days of receiving your notice.

Time Limitation on Claims: You agree that any claim or cause of action arising out of or related to the Service or these Terms must be filed within one (1) year after such claim or cause of action arose, or it will be forever barred.

Waiver of Class Actions: You agree that any dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated, or representative action. You waive your right to participate in a class action lawsuit or class-wide arbitration.

15. General Provisions

Entire Agreement: These Terms, together with our Privacy Policy, constitute the entire agreement between you and Board Minute Maker regarding the Service and supersede all prior agreements, understandings, and representations, whether oral or written.

Severability: If any provision of these Terms is found to be invalid, illegal, or unenforceable, the remaining provisions will continue in full force and effect. The invalid provision will be modified to the minimum extent necessary to make it valid and enforceable, or if such modification is not possible, it will be severed from these Terms.

No Waiver: Our failure to enforce any right or provision of these Terms will not be deemed a waiver of such right or provision. No waiver of any provision of these Terms will be effective unless in writing and signed by an authorized representative of Board Minute Maker.

Assignment: You may not assign, transfer, or delegate these Terms or your rights and obligations hereunder without our prior written consent. We may assign these Terms and our rights and obligations without restriction. Any attempted assignment in violation of this section is void.

Force Majeure: We will not be liable for any delay or failure to perform our obligations under these Terms due to causes beyond our reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, riots, embargoes, acts of civil or military authorities, fire, floods, accidents, pandemics, strikes, or shortages of transportation, facilities, fuel, energy, labor, or materials.

Relationship of Parties: Nothing in these Terms creates a partnership, joint venture, agency, employment, or fiduciary relationship between you and Board Minute Maker.

Third-Party Rights: These Terms do not create any third-party beneficiary rights. No third party may enforce any provision of these Terms.

Headings: The section headings in these Terms are for convenience only and have no legal or contractual effect.

Electronic Communications: You consent to receive electronic communications from us, including emails and notices posted on our website or within the Service. You agree that all agreements, notices, disclosures, and other communications that we provide to you electronically satisfy any legal requirement that such communications be in writing.

16. Contact Information for Legal Matters

If you have any questions, concerns, or disputes regarding these Terms of Service, please contact us:

Email: admin@boardminutemaker.com

Subject Line: "Legal - Terms of Service Inquiry"

Privacy Policy

Board Minute Maker ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. Please read this Privacy Policy carefully. By using the Service, you consent to the practices described in this Privacy Policy.

1. Information We Collect

We collect several types of information from and about users of our Service to provide, maintain, improve, and protect our Service.

A. Account and Registration Information

When you create an account with Board Minute Maker, we collect:

B. Payment and Billing Information

When you subscribe to our Service, payment information is collected and processed by our third-party payment processor, Stripe:

Important: We do not store your complete credit card numbers on our servers. Stripe securely stores and processes all payment card information in compliance with PCI-DSS standards.

C. Meeting Content and Submissions

When you use the Service to process meetings, you provide:

Automatic Deletion: All meeting content (audio files, video files, transcripts, agendas, and generated documents) is automatically and permanently deleted from our servers immediately after the processed documents are delivered to your email address. See Section 3 for details.

D. Usage and Analytics Information

We automatically collect certain information about how you use the Service:

E. Communication and Support Information

When you contact us for customer support or communicate with us:

F. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience. See Section 9 for detailed information about our use of cookies.

2. How We Use Your Information

We use the information we collect for the following purposes:

A. To Provide and Deliver the Service

B. To Process Payments and Manage Subscriptions

C. To Communicate With You

D. To Maintain, Improve, and Develop the Service

E. To Ensure Security and Prevent Fraud

F. For Legal and Compliance Purposes

G. With Your Consent

Aggregated and Anonymized Data: We may create aggregated, anonymized, or de-identified data from the information we collect. This data does not identify you personally and may be used for any purpose, including research, analysis, and improving our Service.

3. Data Processing, Retention, and Deletion

We are committed to minimizing the amount of data we retain and protecting your privacy through aggressive data deletion practices.

A. Meeting Content - Immediate Deletion

What is Deleted: All content related to individual meeting processing sessions is permanently deleted immediately after successful delivery:

When Deletion Occurs: Deletion is triggered automatically by our system immediately upon successful email delivery confirmation. Typically, this means all files are deleted within seconds to minutes after you receive the delivery email.

Technical Implementation: Our automated cleanup system executes permanent file deletion commands that irreversibly remove files from storage. Deleted files cannot be recovered by us or anyone else.

Why We Do This: This immediate deletion policy serves multiple purposes:

B. Account and Operational Data - Ongoing Retention

What We Retain: We retain certain information necessary for providing the Service and meeting legal obligations:

Why We Retain This Data:

C. Account Deletion and Data Removal

You have the right to request deletion of your account and associated data at any time. To request account deletion:

  1. Send an email to admin@boardminutemaker.com with the subject "Account Deletion Request"
  2. Include your account email address and confirmation that you want to permanently delete your account
  3. We will process your request within 30 days

What Happens When You Delete Your Account:

Important Note: Meeting content (recordings, generated documents) is already automatically deleted after processing, so there is no meeting content to delete when you close your account. However, any documents delivered to your email remain in your email account and must be deleted from your email separately.

D. Backup and Disaster Recovery

Our systems create automated backups for disaster recovery purposes. Deleted data may persist in backup systems for up to 90 days before being permanently purged from all backups. Backups are encrypted and stored securely with restricted access.

4. How We Share Your Information

We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We share your information only in the limited circumstances described below:

A. Third-Party Service Providers

We share information with trusted third-party service providers who perform services on our behalf and have a legitimate need to access your information to perform those services. These service providers are contractually obligated to use your information only for the purposes of providing services to us and to protect your information with appropriate security measures.

Specific Service Providers We Use:

Supabase (Authentication and Database):

Stripe (Payment Processing):

Groq (Transcription Service):

Anthropic (AI Summarization and Analysis):

Resend (Email Delivery):

Cloud Infrastructure Providers:

B. Legal Requirements and Protection of Rights

We may disclose your information if required to do so by law or if we believe in good faith that such disclosure is necessary to:

C. Business Transfers

In the event of a merger, acquisition, bankruptcy, reorganization, sale of assets, or other business transaction, your information may be transferred to the acquiring or successor entity. We will notify you via email and/or a prominent notice on our website of any change in ownership or use of your information, as well as any choices you may have regarding your information.

D. With Your Consent

We may share your information for any other purpose with your explicit consent or at your direction.

E. Aggregated and Anonymized Information

We may share aggregated, anonymized, or de-identified information that cannot reasonably be used to identify you. For example, we may share statistics about Service usage, industry trends, or general transcription accuracy metrics. This information does not identify you personally and can be used for any purpose.

What We Do NOT Do:

5. Data Security and Protection

We take the security of your information seriously and implement appropriate technical, administrative, and physical safeguards designed to protect your information from unauthorized access, disclosure, alteration, and destruction.

A. Technical Security Measures

B. Administrative and Organizational Security

C. Third-Party Security

We carefully select third-party service providers based on their security practices and require them to maintain appropriate security measures:

D. Data Minimization and Deletion

Our automatic deletion policy (see Section 3) serves as a critical security measure by minimizing the amount of sensitive data we store:

E. Limitations and Your Responsibility

No Absolute Security: While we implement strong security measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information. You acknowledge and accept this inherent risk when using any online service.

Your Responsibilities: You play a critical role in protecting your information:

F. Data Breach Notification

In the event of a data breach that compromises your personal information, we will:

6. Your Privacy Rights and Choices

You have certain rights and choices regarding your personal information. The specific rights available to you may depend on your location and applicable laws.

A. Access and Correction

Right to Access: You have the right to request access to the personal information we hold about you. We will provide you with a copy of your information in a commonly used electronic format.

Right to Correction: If your account information is inaccurate or incomplete, you have the right to request that we correct or update it.

How to Exercise: To access or correct your information, contact us at admin@boardminutemaker.com with the subject line "Data Access Request" or "Data Correction Request." We will respond within 30 days.

B. Deletion

Right to Deletion: You have the right to request deletion of your personal information, subject to certain exceptions required by law or legitimate business purposes.

What Will Be Deleted:

What May Be Retained:

Important: Meeting content (recordings, generated documents) is already automatically deleted immediately after processing, so there is no meeting content to delete.

How to Exercise: Send an email to admin@boardminutemaker.com with the subject "Account Deletion Request." See Section 3C for full details.

C. Data Portability

Right to Data Portability: You have the right to request a copy of your personal information in a structured, commonly used, and machine-readable format.

What You Can Export:

How to Exercise: Contact us at admin@boardminutemaker.com with the subject "Data Export Request." We will provide your data in JSON or CSV format within 30 days.

D. Marketing Communications and Opt-Out

Promotional Emails: If we send promotional or marketing emails (currently we do not send marketing emails), you can opt out by:

Transactional Emails: You cannot opt out of transactional emails necessary for the Service, including:

E. Cookie Controls

You can control cookies through your browser settings. See Section 9 for details about cookies and how to manage them. Note that disabling cookies may affect some functionality of the Service.

F. Do Not Track Signals

Some browsers support "Do Not Track" (DNT) signals. Currently, there is no industry standard for responding to DNT signals, and we do not respond to DNT signals at this time. We may revisit this as standards develop.

G. Exercising Your Rights

How to Contact Us: To exercise any of your privacy rights, send an email to admin@boardminutemaker.com with a clear subject line indicating the type of request.

Verification: To protect your privacy and security, we may need to verify your identity before fulfilling your request. We may ask for additional information to confirm you are the account holder.

Response Time: We will respond to verified requests within 30 days. If we need additional time (up to 90 days total), we will notify you of the extension and the reason.

No Retaliation: We will not discriminate against you for exercising your privacy rights.

7. Children's Privacy

Age Restriction: Board Minute Maker is not intended for use by individuals under the age of 18. Our Service is designed for school board members, administrators, municipal officials, and other adult professionals responsible for official board proceedings.

No Knowing Collection: We do not knowingly collect, use, or disclose personal information from children under 18 years of age. If you are under 18, you may not create an account or use the Service.

COPPA Compliance: We comply with the Children's Online Privacy Protection Act (COPPA). We do not knowingly collect personal information from children under 13 years of age.

Meeting Content Disclaimer: While our Service transcribes board meetings (which may discuss students and educational matters), the Service is used by adult officials, not by children. We do not process information for the purpose of collecting data about children.

Parental Notice: If we become aware that we have collected personal information from a child under 18 without verification of parental consent, we will take steps to delete that information as quickly as possible.

Parent/Guardian Rights: If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at admin@boardminutemaker.com so we can delete the information.

8. State-Specific Privacy Rights

A. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

Right to Know: You have the right to request that we disclose:

Right to Delete: You have the right to request deletion of your personal information, subject to certain exceptions.

Right to Correct: You have the right to request correction of inaccurate personal information.

Right to Opt-Out of Sale: We do not sell personal information and have not sold personal information in the past 12 months. You therefore do not need to opt out of sales.

Right to Limit Use of Sensitive Personal Information: We do not use or disclose sensitive personal information for purposes other than providing the Service, so no limitation is necessary.

Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.

Authorized Agents: You may designate an authorized agent to make requests on your behalf. We may require verification of the agent's authority.

How to Exercise California Rights: Send an email to admin@boardminutemaker.com with the subject "California Privacy Rights Request."

Categories of Information We Collect (CCPA Disclosure):

Business Purpose for Collection: Providing transcription and document generation services, managing accounts, processing payments, improving the Service, and ensuring security.

B. Illinois Privacy Considerations

As a business operating in Illinois, we are mindful of Illinois privacy laws:

Biometric Information Privacy Act (BIPA): We do not collect, capture, store, or use biometric identifiers (such as fingerprints, facial recognition data, or voiceprints) or biometric information as defined by Illinois law. While our Service processes audio recordings, we do not extract or store voiceprints for identification purposes.

Data Location: Our business is based in Illinois. Data may be processed and stored in the United States, including within Illinois and other states.

C. Other State Privacy Laws

If you reside in Virginia, Colorado, Connecticut, Utah, or other states with comprehensive privacy laws, you may have similar rights to those described for California residents, including rights to access, correct, delete, and obtain a copy of your personal information. Contact us at admin@boardminutemaker.com to exercise your rights.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience, maintain your session, and analyze usage of the Service.

A. What Are Cookies

Cookies are small text files stored on your device when you visit a website. They enable the website to remember your actions and preferences over time.

B. Types of Cookies We Use

Essential Cookies (Strictly Necessary):

Functional Cookies:

Analytics Cookies:

C. How to Control Cookies

Browser Settings: Most web browsers allow you to control cookies through their settings. You can typically:

Browser-Specific Instructions:

Impact of Disabling Cookies: If you disable cookies, you may not be able to use certain features of the Service. Specifically:

D. Other Tracking Technologies

We may also use other tracking technologies such as:

10. Third-Party Links and External Content

External Links: Our Service may contain links to third-party websites, services, or resources that are not owned or controlled by Board Minute Maker. For example:

No Responsibility: We are not responsible for the privacy practices, content, accuracy, or availability of any third-party websites or services. These external sites have their own terms of service and privacy policies that govern your use of their services.

Your Acknowledgment: When you access third-party websites through links on our Service, you do so at your own risk. We encourage you to review the privacy policies of any third-party sites you visit.

External Content Processing: When you provide YouTube URLs or Google Drive links, you authorize our Service to access and download content from those platforms using your provided links. Your use of those platforms is governed by their respective terms and privacy policies:

11. International Users and Data Transfers

United States Operations: Board Minute Maker is based in the United States (Illinois). Our servers and service providers are located primarily in the United States. If you access our Service from outside the United States, your information will be transferred to, stored, and processed in the United States.

Consent to Transfer: By using the Service, you consent to the transfer of your information to the United States and other jurisdictions that may have different data protection laws than your country of residence.

Data Protection Standards: The United States may not have the same data protection laws as your home country. However, we implement appropriate safeguards to protect your information in accordance with this Privacy Policy, regardless of where it is processed.

European Union Users: We do not specifically target or market to users in the European Union. If you are located in the EU and choose to use our Service, you acknowledge that your data will be transferred to and processed in the United States, which may not provide the same level of data protection as EU law.

Primary Service Area: Our Service is primarily intended for users in the United States, particularly school boards and municipal boards in Illinois and surrounding states.

12. Changes to This Privacy Policy

Right to Modify: We reserve the right to modify, amend, or update this Privacy Policy at any time to reflect changes in our practices, technology, legal requirements, or for other operational reasons.

Notice of Changes: If we make material changes to this Privacy Policy, we will notify you by:

Effective Date: Material changes will take effect 30 days after we provide notice, giving you time to review the changes. Non-material changes (such as clarifications or corrections) may take effect immediately.

Your Acceptance: Your continued use of the Service after the effective date of a revised Privacy Policy constitutes your acceptance of the updated terms. If you do not agree to the revised Privacy Policy, you must stop using the Service and may delete your account.

Review Regularly: We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

13. Contact Us About Privacy

If you have any questions, concerns, comments, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Privacy Inquiries Email: admin@boardminutemaker.com

Subject Line: "Privacy Policy Inquiry" or specify the nature of your request (e.g., "Data Access Request," "Account Deletion Request," "California Privacy Rights Request")

Response Time: We will respond to your inquiry within 30 days

Privacy Request Types:

Required Information for Requests: To help us process your request efficiently and verify your identity, please include:

Thank you for using Board Minute Maker.
We are committed to protecting your privacy and providing transparent information about our practices.
If you have any questions or concerns, please don't hesitate to contact us.

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