Privacy Policy

Introduction

Balt Productions, Inc., doing business as BoardRecord ("BoardRecord," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, including our website, application, and related services (collectively, the "Service").

By accessing or using the Service, you agree to the terms of this Privacy Policy. If you do not agree with the practices described in this policy, please do not use the Service.

Information We Collect

How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve the Service, including document processing, project timeline generation, and search functionality.
• AI-Powered Features: To power our retrieval-augmented generation (RAG) system, enabling intelligent document search, automated quality assurance, and contextual recommendations across your projects.
• Account Management: To create and manage your account, authenticate your identity, and process transactions.
• Communication: To send you service-related notifications, updates, security alerts, and support messages.
• Analytics and Improvement: To understand how the Service is used, identify trends, and improve functionality and user experience.
• Security: To detect, prevent, and address fraud, abuse, security risks, and technical issues.
• Legal Compliance: To comply with applicable laws, regulations, legal processes, or enforceable governmental requests.

AI and Your Data

BoardRecord uses AI-powered features, including retrieval-augmented generation (RAG), to help you search and analyze your project data. We want to be clear about how your data is used in connection with these features:

• No Model Training: We do not use your personal information, project data, documents, emails, or other content to train AI models.
• Inference Only: Your data is used only at inference time to retrieve relevant context and generate responses within your workspace.
• Third-Party AI Providers: Where we use third-party AI providers to deliver these features, we contractually require them not to use your data for model training or any purpose other than providing the Service to you.

Data Sharing and Disclosure

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

• Service Providers: With trusted third-party vendors who assist us in operating the Service (e.g., cloud hosting, payment processing, email delivery, analytics). These providers are contractually obligated to protect your information.
• Within Your Organization: With other members of your organization or workspace as configured by your account administrator.
• Legal Requirements: When required by law, subpoena, court order, or governmental regulation, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
• Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction.
• With Your Consent: When you have given us explicit permission to share your information for a specific purpose.

A list of key sub-processors that assist us in operating the Service is available upon request by contacting privacy@boardrecord.com.

Data Storage and Security

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit (TLS/SSL) and at rest (AES-256).
• Access controls and authentication mechanisms to restrict unauthorized access.
• Regular security audits and vulnerability assessments.
• Secure cloud infrastructure with redundancy and backup systems.

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to promptly addressing any security incidents.

Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. When you delete your account, we will delete or anonymize your personal information within 30 days, except where retention is required by law or for legitimate business purposes (such as resolving disputes or enforcing agreements).

Project data and uploaded documents will be permanently deleted upon account deletion or upon request, subject to any legal retention obligations.

Your Rights and Choices

Depending on your jurisdiction, you may have the following rights:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete personal information.
• Deletion: Request deletion of your personal information, subject to certain exceptions.
• Data Portability: Request a machine-readable copy of your data.
• Opt-Out: Opt out of marketing communications at any time by clicking "unsubscribe" in our emails or adjusting your account settings.
• Restrict Processing: Request that we limit the processing of your personal information under certain circumstances.
• Object: Object to the processing of your personal information under certain circumstances.
• Withdraw Consent: Withdraw consent where we rely on consent as the legal basis for processing, without affecting the lawfulness of processing before withdrawal.

To exercise any of these rights, please contact us at the email address provided below. We will respond to your request within 30 days.

Your California Privacy Rights (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), provides you with specific rights regarding your personal information.

Categories of Personal Information: In the preceding 12 months, we have collected the categories of personal information described in the "Information We Collect" section above, including identifiers, commercial information, internet or network activity, and professional or employment-related information.

Disclosure for Business Purposes: We disclose personal information to service providers for the business purposes described in this Privacy Policy, including cloud hosting, payment processing, email delivery, analytics, and AI inference services.

We Do Not Sell or Share Personal Information: We do not sell your personal information, and we do not share your personal information for cross-context behavioral advertising.

California residents have the right to:

• Know: Request disclosure of the categories and specific pieces of personal information we have collected about you.
• Delete: Request deletion of your personal information, subject to certain exceptions.
• Correct: Request correction of inaccurate personal information.
• Opt-Out: Opt out of the sale or sharing of personal information (not applicable, as we do not sell or share personal information for cross-context behavioral advertising).
• Non-Discrimination: Not receive discriminatory treatment for exercising your privacy rights.

You may designate an authorized agent to make a request on your behalf. We may require verification of your identity and, if applicable, the agent's authority before fulfilling a request.

To exercise your California privacy rights, contact us at privacy@boardrecord.com.

Your European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), the United Kingdom, or Switzerland, Balt Productions, Inc. is the data controller responsible for your personal information.

Legal Bases for Processing: We process your personal information on the following legal bases:

• Contract Performance: To provide the Service and fulfill our contractual obligations to you.
• Legitimate Interests: To improve and secure the Service, prevent fraud, and communicate with you about the Service, where our interests are not overridden by your rights.
• Consent: Where you have given consent, such as for non-essential cookies or marketing communications.
• Legal Obligation: To comply with applicable laws and regulations.

In addition to the rights listed in "Your Rights and Choices" above, you have the right to object to processing based on legitimate interests, withdraw consent at any time, and lodge a complaint with your local data protection supervisory authority.

To exercise your GDPR rights, contact us at privacy@boardrecord.com.

Cookies and Tracking Technologies

We use the following types of cookies:

• Essential Cookies: Required for the Service to function properly, including authentication and session management.
• Analytics Cookies: Help us understand how the Service is used so we can improve the user experience.
• Preference Cookies: Remember your settings and preferences for a more personalized experience.

Where required by applicable law, users in certain jurisdictions will be presented with a cookie consent banner to accept or reject non-essential cookies (such as analytics and preference cookies) before they are placed on your device.

You can also manage cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of the Service.

Do Not Track: Some browsers transmit "Do Not Track" (DNT) signals. Because there is no uniform industry standard for responding to DNT signals, the Service does not currently respond to browser DNT signals. You may use the cookie consent banner (where available) or your browser settings to manage tracking preferences.

Third-Party Links and Services

The Service may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you connect to or access through the Service.

Children's Privacy

The Service is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child under 16, we will take steps to delete that information promptly.

International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your jurisdiction. We take appropriate safeguards to ensure that your information remains protected in accordance with this Privacy Policy, including the use of standard contractual clauses or other approved transfer mechanisms.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by posting the updated policy on this page and updating the "Last updated" date. We may also send you an email notification for significant changes. Your continued use of the Service after any changes constitutes your acceptance of the updated Privacy Policy.

Contact Us

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

For information about your use of the Service, please also review our Terms of Service.