Privacy Policy


Effective: 28 May 2019

At BoardPro, we take privacy very seriously.  We’ve updated our privacy policy (Policy) to ensure that you are aware of how we treat personal information. We encourage you to read this Policy carefully. It will help you make informed decisions about sharing your personal information with us.

The defined terms in this Policy have the same meaning as in our Terms of Use, which you should read together with this Policy. By accessing our Website and using our Service, you consent to the terms of this Policy and agree to be bound by it and our Terms of Use.

  1. BoardPro collects your personal information

BoardPro is a provider of board management software that’s simple, smart, and secure.

The Service involves the storage of Data about organisations and people. That Data can include personal information. “Personal information” is information about an identifiable individual, and may include information such as the individual’s name, email address, phone number, governance roles, attendance at meetings, Actions assigned, voting and comments on Minutes, etc.

BoardPro may collect personal information directly from you when you:

  • register to use the Service,
  • use the Service,
  • post to the BoardPro ideas portal or on our blog,
  • contact the BoardPro support team, and
  • visit our Website.

You can always choose not to provide your personal information to BoardPro, but it may mean that we are unable to provide you with the Service.

  1. BoardPro may receive personal information from you about others

Through your use of the Service, BoardPro may also collect information from you about someone else. If you provide BoardPro with personal information about someone else, you must ensure that you are authorised to disclose that information to BoardPro and that, without BoardPro taking any further steps required by applicable data protection or privacy laws, BoardPro may collect, use and disclose such information for the purposes described in this Policy.

This means that you must take reasonable steps to ensure the individual concerned is aware of and/or consents to the various matters detailed in this Policy, including the fact that their personal information is being collected, the purposes for which that information is being collected, the intended recipients of that information, the individual’s right to obtain access to that information, BoardPro’s identity, and how to contact BoardPro.

Where requested to do so by BoardPro, you must also assist BoardPro with any requests by the individual to access or update the personal information you have collected from them and entered into the Service.

  1. BoardPro collects, holds, and uses your personal information for limited purposes

BoardPro collects your personal information so that we can provide you with the Service and any related services you may request. In doing so, BoardPro may use the personal information we have collected from you for purposes related to the Services including to:

  • verify your identity,
  • administer the Service,
  • notify you of new or changed services offered in relation to the Service,
  • carry out marketing or training relating to the Service,
  • assist with the resolution of technical support issues or other issues relating to the Service,
  • comply with laws and regulations in applicable jurisdictions, and
  • communicate with you.

By using the Service, you consent to your personal information being collected, held and used in this way and for any other use you authorise.  BoardPro will only use your personal information for the purposes described in this Policy or with your express permission.

It is your responsibility to keep your password to the Service safe. you should notify us as soon as possible if you become aware of any misuse of your password, and immediately change your password within the Service or via the “Forgot Password” process on the login page.

  1. BoardPro can aggregate your non-personally identifiable data

By using the Service, you agree that BoardPro can access, aggregate and use non-personally identifiable data BoardPro has collected from you. This data will in no way identify you or any other individual.

BoardPro may use this aggregated non-personally identifiable data to:

  • assist us to better understand how our customers are using the Service,
  • provide our customers with further information regarding the uses and benefits of the Service,
  • otherwise to improve the Service.
  1. BoardPro holds your personal information on servers located in Australia

We use top tier, third-party data hosting providers’ (Microsoft Azure) to host our Services on servers located in Melbourne and Sydney.

  1. BoardPro takes steps to protect your personal information

BoardPro is committed to protecting the security of your personal information and we take all reasonable precautions to protect it from unauthorised access, modification or disclosure. Your personal information is stored on secure servers that have SSL Certificates issued by leading certificate authorities RapidSSL and GeoTrust Global, and all Data transferred between you and the Service is encrypted. You can find out more about our security arrangements and our data protection measures on our Security page.

However, the Internet is not in itself a secure environment and we cannot give an absolute assurance that your information will be secure at all times. Transmission of personal information over the Internet is at your own risk and you should only enter, or instruct the entering of, personal information to the Service within a secure environment.

We will advise you at the first reasonable opportunity upon discovering or being advised of a security breach where your personal information is lost, stolen, accessed, used, disclosed, copied, modified, or disposed of by any unauthorised persons or in any unauthorised manner.

  1. BoardPro only discloses your Personal Information in limited circumstances

BoardPro will only disclose the personal information you have provided to us to entities outside BoardPro if it is necessary and appropriate to facilitate the purpose for which your personal information was collected pursuant to this Policy, including the provision of the Service.

BoardPro will not otherwise disclose your personal information to a third party unless you have provided your express consent. However, you should be aware that BoardPro may be required to disclose your personal information without your consent in order to comply with any court orders, subpoenas, or other legal process or investigation including by tax authorities if such disclosure is required by law. Where possible and appropriate, we will notify you if we are required by law to disclose your personal information.

  1. BoardPro only discloses limited Personal Information to Third Party applications in delivering the Service

BoardPro uses third-party analytics services to help us understand your usage of our services. In particular, we provide a limited amount of your information (such as your name and email address) for analytics purposes when you use our product.

Specifically, BoardPro uses the following services: Intercom, Mixpanel, and Chargify

Intercom:   We use a third party application called Intercom as the means by which we communicate with you and provide you with support via email and online chat. All your information sent from our website to Intercom is encrypted in transit. The API and application endpoints are TLS/SSL only and score an “A+” rating on SSL Labs’ tests – meaning that Intercom only uses strong cipher suites and has features such as HSTS and Perfect Forward Secrecy fully enabled.

Our use of Intercom in this way means your information will be transferred through Intercom to Amazon Web Services facilities in the USA. Further details about the measures Amazon take in securing its facilities and services can be found here:

Further details about the measures Intercom takes in relation to privacy can be found here:

Mixpanel:  BoardPro utilises Mixpanel to collect data for analytics purposes when you use our product. The servers of Mixpanel are hosted in the U.S.

  1. BoardPro does not send Sensitive Information

BoardPro does NOT send sensitive information to any third party. Sensitive Information includes, but is not limited to:

  • Passwords, authentication/authorisation credentials
  • Real time geo-location data which can identify an individual
  • Business sensitive information
  • Business data and business content (documents) uploaded into BoardPro for your organisation
  1. BoardPro does not store your credit card details

If you choose to pay for the Service by credit card, your credit card details are not stored by the Service and cannot be accessed by BoardPro staff. Your credit card details are encrypted and securely stored by Chargify Limited to enable BoardPro to automatically bill your credit card on a recurring basis.

  1. You can opt-out of any email communications

BoardPro sends billing information, product training, Service updates and Service notifications to you via email.  These are essential to the service and cannot be opted out from.  If you do not wish to receive these you may not use the Service.

Email to help you learn more about our product and services are available to you on an opt-in basis.  Our emails will contain clear and obvious instructions describing how you can choose to be removed from any mailing list not essential to the Service.  BoardPro will remove you at your request.

  1. This policy may be updated from time to time

BoardPro reserves the right to change this Policy at any time, and any amended Policy is effective upon posting to this Website. BoardPro will make every effort to communicate any significant changes to you via email or notification via the Service. Your continued use of the Service will be deemed acceptance of any amended Policy.