Privacy Policy
Version 1.0
1. Who We Are
This Privacy Policy explains how [Company Legal Name] ("Agenda Beacon") handles information in the Agenda Beacon service. For content an organization stores in Agenda Beacon, the organization controls the data and we process it on its behalf.
2. Information We Collect
Account information: name, email, title, profile photo and bio, and two-factor enrollment. Organization content: agendas, documents, minutes, audio recordings, votes, attendance, and policies. Security and usage records: sign-in activity, IP address, approximate location, browser details, and document access logs. Demo and sales inquiries: the contact details you submit.
3. How We Use Information
To provide and secure the service, authenticate users, send invitations and account emails, generate AI-assisted transcripts and draft minutes when an organization uses that feature, provide support, detect abuse, and meet legal obligations. We do not sell personal information and do not use organization content for advertising.
4. What Is Public
Each organization decides what appears on its public portal. Only meetings, documents, rosters, and policies the organization publishes as public are visible to visitors. Private organizations have no public portal.
5. Service Providers
We use trusted providers for hosting and database services, email delivery, and AI processing. They may process data only to provide services to us, under confidentiality and security obligations.
6. Student And Public Records Data
When a school or public body stores student information or public records in Agenda Beacon, we act on its behalf and follow its instructions. The organization remains responsible for its obligations under laws such as FERPA and public records laws.
7. Retention
Organization content is kept for the life of the subscription unless the organization deletes it. Deleted meetings are held in a trash for 90 days so they can be restored, then permanently removed. Security logs are kept as needed for security and audit purposes.
8. Security And Breach Notification
We use encryption in transit, mandatory two-factor sign-in, per-board access controls, account lockouts, short-lived links for private files, and audit logs. If we confirm unauthorized access to personal information, we will notify the affected organization's administrators without undue delay and as required by law, so the organization can notify affected individuals where required.
9. Your Choices
Users can update their profile at any time. Requests to access, correct, or delete information held for an organization should go to that organization, and we will help it respond.
10. Changes And Contact
We will post updates to this policy with a new effective date, and organization administrators will be asked to accept material changes. Contact: [legal@agendabeacon.com], [Company Address].