Privacy Policy

Boardmeets Mobile Governance Suite — Effective Date: June 24, 2026

This Privacy Policy explains how Coseke Limited ("we," "us," or "our") collects, uses, discloses, and safeguards your information when you use the Boardmeets Mobile application (the "App"). The App is designed as a companion governance tool for board members and officers to manage meetings and resolutions securely.

Important Notice: Please read this privacy policy carefully. If you do not agree with the terms, please do not access the application.

1. Information We Collect

We collect information necessary to facilitate board governance, secure your account, and provide the App's core functionalities. This includes:

Personal and Account Information

Identity Data: First name, last name, middle name, preferred name, title, and organization (tenant) affiliation.
Contact Data: Email address and phone number.
Authentication Data: Passwords, two-factor authentication (TOTP) keys/codes, and secure JSON Web Tokens (JWT).

Governance and Activity Data

Participation Data: Meeting RSVPs, cast votes, resolutions, and checklist completions.
Signatures and Approvals: Typed, drawn, or initialed signatures captured for document approvals and action items. We also collect the timestamp and IP address associated with these signatures for legal auditing and compliance.
Communications: Messages sent via the in-app chat messenger and comments left on action items.

Device and Usage Information

Device Data: Mobile OS version, device type, and application version.
Push Notification Tokens: Firebase Cloud Messaging (FCM) tokens for Android and Apple Push Notification service (APNs) tokens for iOS, used strictly to deliver real-time alerts (e.g., meeting starts, vote openings).
Local Preferences: Theme settings (light/dark), notification preferences, and recent search queries (stored locally on your device).

Media, Camera, and Microphone Data

To enable the App's functionalities, we request specific device permissions:

Camera and Microphone: Required for joining live virtual board meetings via WebRTC. Audio and video streams are securely transmitted to our backend infrastructure (mediasoup SFU) during the meeting. We do not record or store these streams via the mobile app unless explicitly initiated by a meeting host on the server side.
Photos and Storage: Required if you choose to upload a profile avatar, or download board documents (PDFs, Office files) for offline reading.

2. How We Use Your Information

The information collected is strictly used to provide, maintain, and improve the Boardmeets Mobile experience. Specifically, we use it to:

Authenticate your identity and route you to the correct organizational tenant.
Deliver real-time updates via Socket.IO and push notifications regarding your board obligations.
Facilitate secure document viewing (including rendering Office files via Collabora WebView).
Process legally binding actions, such as capturing signatures for approvals and recording vote tallies.
Enable secure, low-latency audio/video communication for virtual meetings.

3. Data Security and Storage

We implement robust, industry-standard security measures designed to protect your personal information:

Secure Storage: Sensitive data, including access tokens, refresh tokens, and basic permissions, are stored using hardware-backed secure storage mechanisms (Keystore/EncryptedSharedPreferences on Android; Keychain on iOS).
Encryption in Transit: All communications between the App and our backend servers (/api/v1) are encrypted using TLS/SSL.
Document Security: Confidential documents viewed within the app utilize visual watermarking and session-based access controls (e.g., WOPI URLs).

4. Third-Party Services

The App relies on limited third-party services to function correctly. These providers have their own privacy policies addressing how they use data:

Google Play Services / Firebase: Used for crash reporting and delivering push notifications (FCM) on Android devices.
Apple: Used for delivering push notifications (APNs) on iOS devices.
Collabora Online: Used via embedded WebViews to securely render Microsoft Office documents without permanently downloading the files to the device unless requested.

5. Offline Data Cache

For your convenience, the App maintains a local encrypted database (Room) on your device. This stores metadata for upcoming meetings, action items, and basic document structures to allow "offline read" capabilities. This data is cleared if you log out of the application.

6. Data Retention and Deletion

Your data is tied to your organization's (tenant's) overarching data retention policies. As a user, you may edit your profile information within the app. If you require complete account deletion, this must be requested through your organization's Tenant Administrator, as board governance data (such as historical votes and signed minutes) are retained as legal records by the organization.

7. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, app features, or legal requirements. We will notify you of any material changes by updating the "Effective Date" at the top of this policy and, if necessary, via an in-app notification.

8. Contact Us

This application is published by David Muiruri Kamau (Business Name: Almond Allonsy Suite) on behalf of Coseke Limited.

If you have questions or comments about this Privacy Policy, your data privacy, or our security practices, please contact your organization's system administrator or reach out to our support team.