Quote Rocket, LLC d/b/a My Board OS ("My Board OS," "we," "us," or "our") provides a leadership platform that helps organizations build a personalized board of directors, run structured meetings, track KPIs and action items, and—where applicable—work with coach partners. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website, create an account, use the subscriber application, or access the coach portal.
By using My Board OS, you agree to the practices described in this policy. If you do not agree, please do not use the service.
1. Who this policy applies to
This policy applies to:
- Organization subscribers — owners and team members who use the My Board OS application on behalf of a business, nonprofit, or association.
- Coach partners — independent coaches who use the coach portal to support enrolled client organizations.
- Website visitors — anyone who browses our marketing site, help center, or other public pages.
If you access My Board OS through an organization or coach relationship, your organization's administrator or coach may control certain settings and content. This policy describes our practices as the platform operator.
2. Information we collect
Account and profile information
When you register or are invited to join an organization, we collect information such as your name, email address, password (stored in hashed form), role, and organization affiliation. Organization profiles may include company name, legal name, industry, mission, vision, values, ideal customer profile, governance settings, and other strategic information you choose to provide.
Meeting and collaboration data
When you use board meetings and related features, we collect and store information you submit or generate, including:
- Meeting agendas, minutes, motions, votes, and follow-up action items
- Transcripts, chair comments, director responses, and session summaries
- KPI definitions, check-ins, snapshots, and suggested metrics from meetings
- Memory entries, observations, and institutional knowledge you approve or retain
- Audio or video session metadata when you participate in live boardroom sessions
Documents and uploads
You may upload documents (such as PDFs, spreadsheets, images, or text files) to support meetings, action items, and company profiles. We store these files and associated metadata so they can be used within your workspace.
Billing information
Subscription and payment processing are handled by Stripe. We receive billing-related identifiers from Stripe (such as customer ID, subscription status, plan tier, and invoice references). We do not store full payment card numbers on our servers.
Coach portal data
Coach partners may access limited information about enrolled client organizations according to permissions configured in the platform, including client profiles, KPIs, meeting summaries, notes, observations, and alerts. Coaches may also maintain their own account, billing, and portfolio information.
Usage, device, and technical data
We automatically collect certain technical information when you use the service, such as IP address, browser type, device information, pages viewed, feature usage, timestamps, and error logs. This helps us operate, secure, and improve the platform.
Communications
If you contact us for support or receive transactional emails (such as invitations, password resets, meeting notifications, or billing receipts), we process the content of those communications and related metadata.
3. How we use information
We use the information we collect to:
- Provide, maintain, and improve the My Board OS platform
- Authenticate users and enforce role-based access within organizations
- Run board meetings, generate AI-assisted analysis, minutes, and recommendations
- Store organizational memory, documents, KPIs, and accountability records
- Process subscriptions, invoices, and coach billing through Stripe
- Send service-related emails and notifications you or your organization request
- Monitor performance, debug issues, prevent fraud, and protect security
- Comply with legal obligations and enforce our Terms & Conditions
4. AI processing
My Board OS uses artificial intelligence to provide strategic analysis, director perspectives, meeting synthesis, drafting assistance, and related features. To deliver these capabilities, we may send relevant portions of your organization data—including profile information, meeting context, uploaded documents, KPIs, and transcripts—to third-party large language model providers such as OpenAI, Anthropic, and Google Gemini, depending on configuration and availability.
We use these providers as subprocessors to process data on our behalf for the purpose of operating the service. We do not sell your personal information to AI providers, and we configure our systems to send only the data reasonably necessary to fulfill your requests.
AI-generated output is informational and decision-support in nature. It is not a substitute for professional advice. See our Terms & Conditions for the full advisory disclaimer.
5. How we share information
We do not sell your personal information. We may share information in the following circumstances:
- Within your organization — team members with appropriate roles can access shared workspace data according to permissions set by your organization.
- With your coach — if you connect a coach partner, we share client workspace information as needed for the coaching relationship and as reflected in the product.
- Service providers — we use trusted vendors that help us operate the platform, including hosting infrastructure, payment processing (Stripe), email delivery, video conferencing (such as Daily), and AI model providers. These providers are authorized to process data only as needed to perform services for us.
- Legal and safety — we may disclose information if required by law, regulation, legal process, or governmental request, or when we believe disclosure is necessary to protect rights, safety, security, or the integrity of the service.
- Business transfers — if we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to appropriate confidentiality protections.
6. Data retention
We retain information for as long as your account or organization workspace is active and as needed to provide the service, comply with legal obligations, resolve disputes, and enforce agreements. You may request deletion of your account subject to organizational controls and applicable law. Some records (such as billing, security logs, or data retained by subprocessors) may be kept for a longer period where required or permitted.
7. Security
We implement administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, or alteration. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
8. Your choices and rights
Depending on where you live, you may have rights to access, correct, delete, or export certain personal information, or to object to or restrict certain processing. Organization owners and administrators manage most workspace data and team access. Individual users can update account details in profile settings where available.
To make a privacy request, contact us at support@myboardos.ai. We may need to verify your identity and, where applicable, coordinate with your organization administrator.
9. Cookies and similar technologies
We use cookies and similar technologies to keep you signed in, remember preferences, protect against abuse, and understand how the site is used. You can control cookies through your browser settings, but disabling certain cookies may affect functionality.
10. Children's privacy
My Board OS is intended for business and organizational use and is not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will take appropriate steps to delete it.
11. International users
Quote Rocket, LLC d/b/a My Board OS is operated from the United States. If you access the service from outside the United States, you understand that your information may be processed and stored in the United States and other countries where we or our service providers operate, which may have different data protection laws than your jurisdiction.
12. Changes to this policy
We may update this Privacy Policy from time to time. When we make material changes, we will post the updated policy on this page and revise the effective date above. Continued use of the service after changes become effective constitutes acceptance of the updated policy.
13. Contact us
If you have questions about this Privacy Policy or our data practices, contact us at:
Quote Rocket, LLC
d/b/a My Board OS
Email: support@myboardos.ai