At Polarboard, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

Information We Collect

Information you provide to us

We collect information you provide directly to us, including:

Account Information: When you register, we collect your name, email address, and password.
Profile Information: You may optionally provide additional information such as a profile picture or job title.
Content: We collect the content you create, including boards, cards, comments, and any files you upload.
Communications: When you contact us, we collect the information you provide in your messages.
Meeting Data: When you use our AI meeting features, we collect audio recordings (processed in real-time for transcription), meeting transcripts including speaker labels and timestamps, AI-generated content such as summaries, action items, and decisions, and meeting metadata including title, duration, and participants.

Information collected automatically

When you use our service, we automatically collect certain information, including:

Log Data: Your IP address, browser type, operating system, referring URLs, and pages visited.
Device Information: Information about the device you use to access our service.
Usage Data: Information about how you use our service, including features used and actions taken.
Cookies: We use cookies and similar technologies to collect information and improve our service.

How We Use Your Information

We use the information we collect to:

Provide, maintain, and improve our service
Process transactions and send related information
Send technical notices, updates, and support messages
Respond to your comments, questions, and requests
Monitor and analyze trends, usage, and activities
Detect, investigate, and prevent fraudulent transactions and abuse
Personalize and improve your experience
Process meeting audio for transcription and generate AI-powered meeting summaries, action items, and board suggestions

Information Sharing

We do not sell your personal information. We may share your information in the following circumstances:

With your consent: We may share information when you give us permission.
With team members: Information you share in workspaces is visible to other workspace members.
With service providers: We share information with vendors who help us operate our service, including transcription services (Deepgram) and AI processing services (OpenRouter) for meeting features.
For legal reasons: We may disclose information if required by law or to protect rights and safety.
Business transfers: Information may be transferred as part of a merger, acquisition, or sale.

Data Security

We implement appropriate technical and organizational measures to protect your information, including:

Encryption of data in transit (TLS 1.3) and at rest (AES-256)
Regular security assessments and penetration testing
Access controls and authentication mechanisms
Regular backups and disaster recovery procedures

Data Retention

We retain your information for as long as your account is active or as needed to provide you services. You can request deletion of your account and associated data at any time. Some information may be retained for legal or legitimate business purposes.

Your Rights

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

Access: Request a copy of the information we hold about you.
Correction: Request correction of inaccurate information.
Deletion: Request deletion of your personal information.
Portability: Request a copy of your data in a portable format.
Objection: Object to certain processing of your information.

Cookies

We use cookies and similar tracking technologies to collect and track information and improve our service. You can instruct your browser to refuse all cookies or indicate when a cookie is being sent.

Children's Privacy

Our service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13.

International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers.

Changes to This Policy

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

Contact Us

If you have questions about this Privacy Policy, please contact us at:

Email: privacy@polarboard.app
Address: Default Settings SC, Calle Granada 7, Velez Rubio, Almeria, Spain