Legal

Privacy Policy

Last updated 12 October 2026

This policy explains what personal data PolarBoard collects, why, who helps us process it, and what you can do about it. We’ve tried to write it plainly.

Who we are

PolarBoard is run by Hola Money SL, the data controller for the personal data described here.

Hola Money SL, Spain

What we collect

• Your account: your name, email address, optional job title, and your password (stored only as a secure hash, never in readable form).
• What you and your team put in: posts, comments, tasks, board cards, documents, uploaded files, chat messages, calendar events, and anything you ask the assistant.
• Meetings: when you send the notetaker to a call, it joins as a participant and captures what is said by everyone on the call, so it can produce a transcript and notes. When you record in the room, audio from your device’s microphone is captured for the same purpose. Uploaded recordings are processed the same way.
• Invitations: the email addresses of people you invite to a project.
• Usage records: a history of what happens in each project (which your teammates see as Activity), which notifications you’ve read, and a count of the meetings, AI requests and invitations you use, so we can apply fair-use limits.
• Technical data: like most websites, our servers record basic technical information such as IP addresses and browser details, to keep the service secure and working.

Why we use it

• To provide PolarBoard to you (performing our contract with you): running your account and projects, transcribing meetings, writing notes, answering questions and carrying out what you ask the assistant to do.
• To keep it secure and fair (our legitimate interests): preventing abuse, applying fair-use limits and fixing problems.
• To send you emails: emails you need, such as confirming your address, password resets and invitations, and optional ones (task assignments, mentions and a daily digest) that you can switch off at any time on the Notifications page.
• To meet legal obligations, where the law requires us to keep or share information.

We don’t sell your data, we don’t show you ads, and we don’t use your content to train AI models.

Who can see your content

Everything in a project is visible to the people in that project. If you create a share link for a meeting, anyone with that link can read its notes and transcript until you turn the link off.

Service providers we use

We use trusted providers to run parts of PolarBoard. They process data on our behalf and only for that purpose:

• Recall.ai sends the notetaker into Google Meet, Zoom and Microsoft Teams calls and returns the recording and transcript.
• OpenRouter routes our AI requests to model providers, including Anthropic and Google. It is used for transcribing in-room and uploaded recordings, writing meeting notes and answers, and for the assistant.
• Amazon Web Services stores uploaded files and recordings.
• Our hosting and email delivery providers run the servers and deliver our emails.
• Google Fonts supplies the typeface used on our pages, which means your browser requests it from Google and Google receives your IP address.

Some of these providers are based outside the European Economic Area, including in the United States. Where personal data is transferred outside the EEA, we rely on the safeguards the law provides for, such as the European Commission’s Standard Contractual Clauses.

How long we keep it

We keep your data for as long as you have an account. When you delete your account:

• projects that only you are in are deleted, along with their files;
• in projects you share with others, what you posted stays so your team keeps its history, but it shows as written by “Former member”;
• your name, email address and other details that identify you are removed from your account.

Images added to a post that is never saved are removed automatically after a day.

Your rights

You have the right to access, correct, delete and take a copy of your personal data, and to object to or restrict how we use it. You can do the most common things yourself on your Account page: download all your data, update your details, or delete your account. For anything else, contact us using the details above.

You also have the right to complain to a data protection authority. In Spain that is the Agencia Española de Protección de Datos (aepd.es).

Cookies

We only use the cookies PolarBoard needs to work: one that keeps you signed in, one that protects forms against forgery, and, if you choose it, one that remembers you between visits. We don’t use advertising or analytics cookies.

Recording other people

Meetings often include people who don’t use PolarBoard. If you record or transcribe a meeting, you’re responsible for letting the other participants know and for getting any consent the law requires. The notetaker always joins calls under a visible name.

Changes to this policy

If we change this policy, we’ll update this page and the date at the top. If the changes are significant, we’ll also let you know by email.