BoardClerk — Privacy Policy
Effective date: July 23, 2026 (Beta)
1. Who we are and scope
This policy explains how BoardClerk ("we", "us") handles information when community association boards use our service at boardclerk.io. It covers board members who create accounts ("users") and information about homeowners that Associations process through the service ("association records"). For association records, we act as a service provider processing data on the Association's instructions; the Association is responsible for its lawful basis to use homeowner information for association business.
2. Information we collect
Account information: name, email, password/authentication data, role, Association name and state.
Association records you provide: governing documents; correspondence routed to your service inbox address (sender, content, attachments); meeting audio you upload and its transcripts and minutes; homeowner names and mailing addresses you add for association mail; violation records you create; documents generated by the service.
Payment information: handled by Stripe; we store subscription status, plan, and billing metadata — we never see or store full card numbers.
Usage and technical data: log data, feature usage counts, token/processing usage for plan limits, device and browser information, and cookies necessary for sign-in and session security. We do not use advertising cookies or sell data. We do not use third-party analytics that profile you across sites.
3. How we use information
To provide the service: storing and searching your documents, generating AI answers and drafts, transcribing meetings, maintaining compliance calendars, printing and mailing letters you approve, sending service email (magic links, digests, receipts), enforcing plan limits, and providing support. To protect the service: security, fraud and abuse prevention, and audit logging. To improve the service: aggregated, de-identified statistics only. To communicate: service announcements and, with your consent, product updates.
AI processing: content you submit is processed by our AI providers (Anthropic, OpenAI) and transcription provider (Deepgram) via their APIs to generate the requested output. Under our API terms with these providers, your content is not used to train their models.
We never sell personal information, and we never use association records for advertising.
4. Who can see what — including our own access
Within your workspace, access follows board roles set by your Association. Homeowners do not have accounts and cannot access the workspace.
Our administrative access is two-level by design. Level 1 (operations): we can see account/subscription status and usage counts — never the content of your documents, email, or minutes. Level 2 (support): content access is possible only in an explicit support session, requires a recorded reason, and every content view is logged. These access logs are retained and auditable. We will make support-access history visible to workspace admins in-product.
5. Sharing and subprocessors
We share information only with service providers that help us run BoardClerk, under contracts limiting their use to providing the service:
| Provider | Purpose |
|---|---|
| Vercel | application hosting |
| Supabase | database, authentication, file storage |
| Anthropic | AI text processing |
| OpenAI | embeddings (document search) |
| Deepgram | meeting transcription |
| Stripe | payments and billing |
| Lob | printing and mailing physical letters |
| Resend | transactional email |
We may also disclose information if required by law, to protect rights and safety, or as part of a business transfer (with notice). We will update this table when subprocessors change.
6. Retention — written to match how the product actually works
- Meeting audio: deleted 30 days after the board approves the minutes (you can extend retention per meeting). Transcripts and approved minutes are kept as association records. We delete audio by default because the approved minutes — not the recording — are the association's official record.
- Sent physical mail: the sent PDF, status history, tracking numbers, and delivery confirmations are retained permanently while the workspace exists — they are the Association's proof of delivery.
- Governing documents, minutes, violation records, generated documents: retained while the workspace exists.
- Audit logs (who did what, including our admin access): 7 years.
- Raw mail-provider webhook payloads: 90 days.
- After account termination: workspace content is deleted 90 days after termination on written request or per our standard schedule, except records retained by law; backups purge on a rolling basis thereafter.
7. Security
Data is encrypted in transit (TLS) and at rest. Access within the application is isolated per workspace at the database level (row-level security). Payment credentials are held by Stripe, OAuth-style secrets are stored encrypted, and financial ledgers are append-only. No system is perfectly secure; we will notify affected Associations of a breach as required by law.
8. Your choices and rights
Board users can access, correct, export, or delete account data via the app or by emailing us. Associations control their association records: export is available in-product; deletion requests are honored per Section 6. Depending on your state (e.g., California), you may have additional rights — to know, delete, correct, and non-discrimination; we honor these requests regardless of threshold applicability. We do not sell or "share" personal information as defined by the CCPA.
Homeowners whose information appears in association records (e.g., mailing addresses, correspondence) should direct requests to their Association, which controls those records; we assist Associations in fulfilling them.
9. Children
The service is for adults conducting association business and is not directed to children under 18; we do not knowingly collect children's information.
10. International processing
Our infrastructure processes data in the United States. Our team may access systems (per Section 4's access model) from outside the United States. By using the service, Associations authorize this processing.
11. Changes
Material changes will be announced by email or in-app at least 14 days before taking effect. The current version always lives at boardclerk.io/privacy.
12. Contact
Privacy requests and questions: support@boardclerk.io