Privacy policy

BoardSites helps Massachusetts public retirement boards run their public website and day-to-day office work. This page explains what information we handle, who else sees it, and how to ask us about it. We’ve kept it short and in plain language on purpose.

What we collect

• Account information for board administrators and staff who sign in: name, email, and the authentication record kept by our identity provider (Clerk).
• Content you publish: the pages, posts, documents, meeting agendas, and board-member listings your office creates inside BoardSites. This material is meant to be public; we treat it as such.
• Operational signals: error reports (Sentry) and uptime checks (BetterStack). These let us notice when something has broken before you have to tell us.
• Billing information when you subscribe: the contact and invoice details we need to bill your board. Boards pay by invoice, and we don’t take or store credit-card numbers.

What we don’t collect

We don’t collect personal information about your members, retirees, or beneficiaries. That data belongs to your board and stays in your existing systems (PERAC, custodian, member portal, etc.). BoardSites is a public-facing website and an office productivity tool — not a record-of-membership system.

Cookies and similar technologies

BoardSites uses a small number of cookies and similar browser technologies, only to run the service:

• Sign-in cookies. Our identity provider (Clerk) sets cookies that keep administrators and staff signed in and protect the sign-in process. Clerk may also set a small cookie on any visitor’s browser to check whether they are signed in.
• Preference cookies and browser storage in the administration area remember display choices, such as layout and view settings, remember a playback speed, and let an interrupted bulk upload resume.
• A preview cookie is set when someone opens a preview link, so they can view a board website before it launches.
• Error reporting. A Sentry script on our pages reports software errors to us. It sets no cookies, records no sessions, and removes email addresses and similar details it recognizes before a report is sent.

We don’t use analytics, advertising, tracking pixels, or any technology that follows people across other websites. You can block or delete cookies in your browser settings. Public board websites work without them; signing in requires the sign-in cookies.

Who we share it with

We rely on a small set of subprocessors to run the service. Each sees only the data needed for its role:

• DigitalOcean — hosts our servers and stores your documents.
• Clerk — manages sign-in and account credentials.
• Resend — sends transactional email on our behalf (board-contact form forwards and notifications).
• Sentry — captures error reports.
• BetterStack — runs uptime monitors and our public status page.
• Anthropic — provides the AI service that drafts minutes for open (public) sessions from meeting transcripts. Only open-session transcript text is sent, and only to produce the draft. Confidential and executive-session material never goes to Anthropic — that work stays on self-hosted models (see RunPod below).
• RunPod — provides on-demand computing used to transcribe meeting recordings and draft confidential minutes using self-hosted AI models. Audio and transcript data are processed on short-lived instances in United States data centers and are not retained by RunPod after the job completes.

We don’t sell or rent any information to anyone. We don’t run third-party ad networks on your board’s website.

Where it lives

BoardSites runs on US-region infrastructure. The application server, the database, and the document storage bucket are all in the continental United States. Our subprocessors operate from US or EU/US-aligned regions as listed in their own public documentation.

How long we keep it

We keep your account and content for as long as your subscription is active. Database backups roll on a documented schedule: daily snapshots for three weeks, monthly snapshots for fourteen months, and yearly snapshots for seven years (which matches Massachusetts General Laws c. 66 record retention). When you cancel, we give you a complete export of your content. We delete it only after you confirm in writing that you have it and tell us in writing to delete it, and we confirm in writing when it’s done. Database backups age out on the schedule above.

How to reach us

Email ken@boardsites.app with privacy questions, data-access requests, or anything else related to this policy. We read every message and reply within one business day.

We’ll update this page if the way we handle information changes. The “last updated” date at the top is the source of truth for the current version.