Privacy Policy

1. Introduction

BoardSpace ("we," "our," or "us") is committed to protecting your privacy and ensuring transparency about how we collect, use, disclose, and safeguard your information when you use our AI-powered visual learning platform (the "Service").

This Privacy Policy applies to all users of our website, applications, and services. By accessing or using BoardSpace, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree to this policy, please do not use our Service.

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.

2. Information We Collect

2.1 Personal Information You Provide Directly

We collect personal information that you voluntarily provide when you:

• Create an account: Name, email address, and password (passwords are securely hashed and never stored in plain text)
• Subscribe to a paid plan: Payment information including credit/debit card details (processed securely through our payment processor; we do not store your full card number)
• Update your profile: Any additional profile information you choose to provide
• Contact us: Any information you include in communications with our support team
• Participate in our referral program: Your unique referral code and information about referrals you make or receive

2.2 Content and Usage Information

As you use our Service, we collect:

• Learning topics: The subjects and topics you request lessons on
• Questions asked: Questions you submit during interactive lessons
• Uploaded documents: Files you upload (PDF, Word documents, PowerPoint presentations, PNG, JPG, WebP, and GIF) for lesson generation, including the extracted text content
• Session recordings: If you save a lesson for replay, the whiteboard visuals and audio narration are recorded and stored
• Session data: Lesson history, playback data, interaction timestamps, and lesson progress
• Credit usage: Records of how you use your allocated credits
• Feedback: Any feedback you provide, including optional screenshots and technical context (page URL, device information)

2.3 Automatically Collected Information

When you access our Service, we automatically collect:

• Device information: Device type, operating system, and browser type
• Log data: IP address, access times, pages viewed, and referring URLs
• Location data: Approximate geographic location based on IP address (we do not collect precise GPS location)
• Viewport dimensions: Screen size information to optimize content display

2.4 Information from Third Parties

We may receive information about you from our service providers to facilitate account creation, payment processing, and security verification. If you sign in using a third-party account (such as a social login provider), we receive basic profile information including your name and email address from that provider.

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Delivery

• To create, maintain, and secure your account
• To generate personalized visual lessons based on your topics and uploaded documents
• To process and respond to your in-lesson questions
• To enable lesson playback and timeline functionality
• To track and manage your credit usage

3.2 Payment Processing

• To process subscription payments and manage billing
• To administer our referral program and credit bonuses
• To detect and prevent payment fraud

3.3 Communication

• To send transactional emails (account confirmations, password resets, billing receipts)
• To respond to your inquiries and support requests
• To notify you of significant changes to our Service or policies

3.4 Service Improvement

• To analyze usage patterns and improve our Service
• To develop new features and functionality
• To monitor and improve the quality of AI-generated lessons
• To troubleshoot technical issues

3.5 Security and Compliance

• To detect, prevent, and address fraud, abuse, and security threats
• To enforce our Terms of Service and other policies
• To comply with legal obligations

4. AI and Document Processing

4.1 How We Process Your Data with AI

BoardSpace uses artificial intelligence and machine learning technologies to provide our visual learning service. When you use our Service:

• Topic processing: Your learning topics and questions are sent to our AI providers to generate educational content and whiteboard visualizations
• Document processing: When you upload documents, we use optical character recognition (OCR) to extract text, which is then processed by our AI to create customized lessons
• Text-to-speech: We may convert lesson content to audio using AI voice synthesis

4.2 Third-Party AI Providers

We use third-party AI service providers to power our platform, including services for lesson generation, content creation, and text-to-speech functionality.

These providers process your data according to their respective privacy policies and data processing agreements. We have contractual arrangements with these providers to protect your data.

4.3 AI Training

We do not use your personal content (topics, questions, or uploaded documents) to train our own AI models. Your learning data is used solely to provide you with our Service. Our third-party AI providers may have their own policies regarding the use of data for model improvement; we encourage you to review their privacy policies.

5. Document Storage and Retention

5.1 Document Processing

• Uploaded documents are processed to extract text content, which is temporarily cached for lesson generation
• Original uploaded files are not permanently retained after processing
• Extracted text is encrypted in transit and automatically expires after a short period
• Only you and authorized BoardSpace systems can access your document content during processing

5.2 Deletion

• Document content is automatically deleted after lesson generation is complete
• When you delete your account, all associated personal data is permanently deleted within 30 days
• Some anonymized, aggregated data may be retained for analytics purposes

5.3 Retention Periods

• Account data: Retained while your account is active and for 30 days after deletion request
• Lesson history: Retained while your account is active
• Payment records: Retained for 7 years as required for tax and legal compliance
• Usage logs: Retained for up to 12 months for security and analytics

6. Data Sharing and Disclosure

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

6.1 Service Providers

We share information with trusted third-party service providers who assist us in operating our Service:

• Payment processors: For subscription billing and payment processing
• Cloud infrastructure providers: For database, file storage, and web hosting
• Background processing services: For handling asynchronous tasks
• AI service providers: For content generation, text-to-speech, and document processing
• Analytics providers: For understanding usage patterns and improving our Service
• Email service providers: For transactional emails such as account verification

These service providers are contractually obligated to use your information only to provide services to us and to protect your information in accordance with applicable laws.

6.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court order, government agency, or law enforcement).

6.3 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website before your information becomes subject to a different privacy policy.

6.4 Protection of Rights

We may disclose information when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

7. Data Security

We take the security of your data seriously and implement appropriate technical and organizational measures to protect it:

• Encryption: All data is encrypted in transit (TLS/HTTPS) and at rest
• Secure authentication: Passwords are hashed using industry-standard algorithms; we support secure session management
• Access controls: We limit access to personal information to employees and contractors who need it to perform their duties
• Infrastructure security: Our infrastructure is hosted on enterprise-grade platforms with robust security controls
• Rate limiting: We implement rate limiting to prevent abuse and protect against attacks
• Regular monitoring: We monitor our systems for potential vulnerabilities and security incidents

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we commit to promptly addressing any security incidents and notifying affected users as required by law.

8. Your Rights and Choices

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

8.1 General Rights (All Users)

• Access: You can access and view your personal data through your account settings
• Correction: You can update or correct inaccurate information in your account settings
• Deletion: You can delete your account and all associated data
• Export: You can request a copy of your personal data
• Communication preferences: You can opt out of promotional emails (transactional emails are required for service operation)

8.2 Rights for EU/EEA Residents (GDPR)

If you are located in the European Union or European Economic Area, you have additional rights under the General Data Protection Regulation (GDPR):

• Right to be forgotten: Request deletion of your personal data
• Right to restriction: Request restriction of processing of your personal data
• Right to object: Object to processing based on legitimate interests
• Data portability: Receive your data in a structured, machine-readable format
• Withdraw consent: Withdraw consent at any time where processing is based on consent
• Lodge a complaint: Lodge a complaint with a supervisory authority

Legal basis for processing: We process your personal data based on: (a) your consent; (b) the necessity to perform our contract with you; (c) compliance with legal obligations; and (d) our legitimate interests (such as improving our Service and preventing fraud), where those interests are not overridden by your rights.

8.3 Rights for California Residents (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: Request disclosure of the categories and specific pieces of personal information we have collected
• Right to delete: Request deletion of your personal information
• Right to correct: Request correction of inaccurate personal information
• Right to opt-out: Opt out of the "sale" or "sharing" of personal information (note: we do not sell personal information)
• Right to non-discrimination: We will not discriminate against you for exercising your privacy rights

Categories of personal information collected: Identifiers (name, email), commercial information (purchase history), internet activity (usage data), and inferences (learning preferences).

9. Cookies and Tracking Technologies

9.1 Cookies We Use

We use cookies and similar technologies for the following purposes:

• Essential cookies: Required for authentication, session management, and security. You cannot opt out of these cookies as they are necessary for the Service to function.
• Preference cookies: Remember your settings and preferences (e.g., theme, playback preferences)
• Analytics cookies: Help us understand how users interact with our Service and identify areas for improvement. These cookies may track session information and usage patterns.

9.2 What We Do Not Use

• We do not use third-party tracking cookies for advertising purposes
• We do not sell your data to advertisers or data brokers
• We do not use social media tracking pixels

9.3 Managing Cookies

Most web browsers allow you to control cookies through their settings. However, if you disable essential cookies, some features of our Service may not function properly.

10. International Data Transfers

BoardSpace is operated from the United States. If you are accessing our Service from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States and other countries where our service providers operate.

If you are located in the EU/EEA, we ensure that any transfer of personal data is protected by appropriate safeguards, such as standard contractual clauses approved by the European Commission, or other legally recognized mechanisms.

11. Children's Privacy

BoardSpace is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe that your child under 13 has provided us with personal information, please contact us immediately at privacy@useboardspace.com. We will take steps to delete such information from our systems.

For users between 13 and 18 years of age, we recommend that a parent or guardian review and discuss this Privacy Policy with them before they use our Service.

12. Do Not Track Signals

Some browsers have a "Do Not Track" feature that signals to websites that you do not want to be tracked. Because there is no common standard for interpreting Do Not Track signals, our Service does not currently respond to them. However, we do not engage in cross-site tracking or behavioral advertising, so the practical effect is the same.

13. Third-Party Links and Services

Our Service may contain links to third-party websites or services that are not operated by us. We have no control over, and assume no responsibility for, the privacy practices of any third-party sites or services. We encourage you to review the privacy policies of any third-party sites you visit.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will:

• Update the "Last updated" date at the top of this policy
• Notify you via email (if you have an account) or through a prominent notice on our website
• Give you an opportunity to review the changes before they take effect

Your continued use of our Service after any changes to this Privacy Policy constitutes your acceptance of such changes.

15. Contact Us

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

We will respond to your inquiry within 30 days. For requests related to your rights under GDPR or CCPA, we will respond within the timeframes required by applicable law.