Privacy Policy

Last updated: July 18, 2025

1. Introduction

Bedford Software ("we," "us," or "our") operates Boardlo. This Privacy Policy explains how we collect, use, and protect your information when you use our service.

2. Information We Collect

Information you provide:

• Account information (name, email address, password)
• School division details (name, logo, contact information)
• Board member information you choose to publish
• Documents, agendas, and meeting materials you upload
• Payment information (processed by our payment provider — we do not store credit card numbers)

Information collected automatically:

• Log data (IP address, browser type, pages visited, time spent)
• Cookies and similar technologies required for authentication and service functionality

3. How We Use Your Information

We use your information to:

• Provide and maintain the Service
• Process transactions and send billing-related communications
• Send service-related notifications (meeting published, agenda updated, etc.)
• Respond to support requests
• Improve and develop the Service
• Comply with legal obligations

4. Public Content

Content you designate as public — including published meetings, agendas, minutes, board member profiles, policies, and documents — is accessible to anyone. This is a core feature of the Service. You are responsible for ensuring that public content complies with applicable laws, including the Virginia Freedom of Information Act (FOIA).

5. Information Sharing

We do not sell your personal information. We may share your information only:

• With your consent
• To comply with legal obligations or respond to lawful requests
• To protect the rights, property, or safety of Bedford Software, our users, or the public
• With service providers who assist in operating the Service (under strict confidentiality agreements)

6. Data Security

We implement industry-standard security measures to protect your data, including encryption in transit (TLS) and at rest. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. If you delete your account, we will remove your personal data within 30 days, except where required by law or where content has been designated as public.

8. Your Rights

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate data
• Request deletion of your personal data
• Export your data in a portable format
• Opt out of non-essential communications

9. Children's Privacy

The Service is not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of the Service after changes are posted constitutes acceptance of the updated policy.

11. Contact

Questions about this policy? Email us at [email protected].