My Board OS was built by an operator who runs real businesses on the platform every week—including confidential financials, strategy documents, and growth plans. Here's how we protect that data for you and for ourselves.
This page explains our security and confidentiality practices in plain language. For full legal detail, see our Privacy Policy and Terms & Conditions.
Your workspace stays yours
Every organization on My Board OS has its own workspace. Your meetings, documents, KPIs, transcripts, and institutional memory are scoped to your organization. Other customers' AI directors never see your data—your board only works with your organization's context.
We enforce organization-level access throughout the platform. Users can only access workspaces they belong to, and team permissions control what each person can see and do within your organization.
We don't sell your data
Your content is used to operate your account and deliver the service you signed up for. We do not sell, rent, or share your personal information or Customer Content with other businesses for their benefit.
We treat Customer Content as confidential within the scope of providing the Service and restrict access to personnel and subprocessors who need it to perform their duties.
AI processing, explained honestly
My Board OS uses artificial intelligence to provide director perspectives, meeting synthesis, minutes, and related features. To deliver these capabilities, we send relevant portions of your organization data to third-party large language model providers—currently OpenAI, Anthropic, and Google Gemini—depending on configuration and availability.
We use these providers as subprocessors to process data on our behalf. We configure our systems to send only the data reasonably necessary to fulfill your requests—not your entire database. AI-generated output is informational and decision-support in nature; you remain responsible for evaluating recommendations before acting on them.
Service providers we use
| Provider | Purpose |
|---|---|
| OpenAI, Anthropic, Google Gemini | AI analysis, minutes, director responses |
| Stripe | Subscription billing |
| Daily | Live video boardroom sessions |
| Email provider | Transactional email |
Access you control
Within your organization, role-based permissions determine who can view, edit, vote, upload documents, and manage settings. Organization owners and administrators control team membership and access levels.
You are responsible for configuring team access, coach connections, and exports appropriately for your organization's confidentiality needs.
How we protect data
- Encrypted connections — All connections to My Board OS and our service providers use HTTPS.
- Password security — Passwords are stored in hashed form; we never store plain-text passwords.
- Payment security — Subscription and payment processing are handled by Stripe. We do not store full payment card numbers on our servers.
- Document storage — Uploaded files are stored in private, organization-scoped storage and are only accessible to authorized users in your workspace.
- Session security — We use secure session cookies in production to help protect your account.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. We implement administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, or alteration.
Uploaded files after meetings
When a meeting is completed or cancelled, original uploaded files are automatically removed from our servers by default. Extracted text used during the session may remain in your workspace to support minutes, institutional memory, and continuity. Library documents you upload separately are not auto-deleted; you can remove them anytime.
Extracted text may still exist in our database and may have been sent to AI providers during the meeting. Minutes and institutional memory may reflect the substance of your uploads. This is not a guarantee that all data is deleted after a meeting ends.
Coach relationships
If you connect a coach partner, they can access client workspace information as part of the coaching relationship—this is by design and reflected in the product. Coach private notes are not included in AI board context. Coach observations you choose to record can inform AI board discussions when a coach is linked to your organization.
Questions
If you have questions about security or confidentiality, contact us at:
Quote Rocket, LLC
d/b/a My Board OS
Email: support@myboardos.ai