Last updated: February 10, 2026
1. Introduction
BoardFlow, a product of the Dixon family of companies, is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our board management platform. Please read this policy carefully.
2. Information We Collect
2.1 Information You Provide
- Account Information: Name, email address, phone number, organization name, and password
- Contact Information: Email addresses and SMS/phone numbers for account notifications, billing communications, service updates, and account security
- Board Member Information: Names, contact details, roles, and other information you add about board members
- Content: Documents, meeting materials, board packets, announcements, poll responses, comments, and other content you upload or create
- Payment Information: Billing address and payment method details (processed securely through third-party payment processors)
2.2 Automatically Collected Information
- Usage Data: Pages viewed, features used, time spent, interaction patterns, and access times
- Device Information: IP address, browser type, device type, operating system, and unique device identifiers
- Cookies and Tracking: We use cookies and similar technologies to enhance functionality and analyze usage
3. How We Use Your Information
We collect and use your information for the following purposes:
- Service Delivery: Provide, maintain, and improve the BoardFlow platform and its features
- Account Notifications: Send email and SMS notifications about board meetings, votes, announcements, deadlines, and other board-related activities
- Billing and Transactions: Process payments, send billing statements, invoices, and payment confirmations via email and SMS
- Account Security: Send security alerts, password resets, and account verification messages
- Customer Support: Respond to your inquiries, troubleshoot issues, and provide technical assistance
- Service Improvements: Analyze usage patterns to enhance functionality, performance, and user experience
- Product Updates: Occasionally notify you about other products and services from the Dixon family of companies that may be relevant to your needs
- Legal Compliance: Comply with legal obligations, enforce our terms, and protect our rights
4. Information Sharing and Disclosure
4.1 We Do Not Share for External Marketing
We do not sell, rent, or share your contact information (email addresses, phone numbers, or SMS information) with third parties for their external marketing purposes. Your contact information is used solely for the purposes described in this policy.
4.2 When We Share Information
We may share your information only in the following limited circumstances:
- Within Your Organization: With authorized board members and administrators within your organization as necessary to provide the service
- Service Providers: With trusted third-party service providers who assist us in operating the platform (e.g., hosting, email delivery, payment processing) under strict confidentiality agreements
- Dixon Family of Companies: We may share information with other companies in the Dixon family to provide you with information about related products and services that may interest you
- Legal Requirements: When required by law, court order, or legal process, or to protect our rights, property, or safety
- Business Transfers: In connection with a merger, acquisition, or sale of assets, with appropriate notice to you
- With Your Consent: When you explicitly authorize us to share your information
5. Data Security
We implement robust security measures to protect your information, including:
- Encryption of data in transit using TLS/SSL protocols
- Encryption of data at rest in our databases
- Regular security audits and penetration testing
- Access controls and authentication mechanisms
- Employee training on data privacy and security
- Secure backup and disaster recovery procedures
However, no method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
6. Data Retention
We retain your information for as long as your account is active or as needed to provide you services. You may request deletion of your account and data at any time. After account termination, we may retain certain information as required by law or for legitimate business purposes (e.g., resolving disputes, enforcing agreements). Backups may be retained for up to 90 days.
7. Your Privacy Rights
You have the right to:
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information, subject to legal obligations
- Opt-Out: Unsubscribe from marketing communications about other Dixon family products (account and billing notifications cannot be disabled)
- Data Portability: Request an export of your data in a machine-readable format
- Object: Object to certain processing of your information
To exercise these rights, contact us at privacy@boardflowapp.co
8. Cookies and Tracking Technologies
We use cookies and similar technologies to provide functionality, analyze usage, and remember your preferences. You can control cookies through your browser settings, but disabling cookies may affect platform functionality.
9. Third-Party Links
Our service may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to review their privacy policies.
10. Children's Privacy
BoardFlow is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will promptly delete it.
11. International Data Transfers
Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.
12. California Privacy Rights
California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, to delete personal information, and to opt-out of the sale of personal information. We do not sell personal information.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy and updating the "Last updated" date. We encourage you to review this policy periodically.