Privacy notice

1. Who we are

BoardDates is operated by Qonsort Limited, registered in England and Wales, company number 03830104, at 56 St Williams Way, Norwich, NR7 0AP. Contact contact@qonsort.com about your information.

This notice covers BoardDates, not the websites, meeting platforms or calendar services linked from it.

2. Information used by BoardDates

• Sign-in details: your email address, account identifier and sign-in session information.
• Membership: your name, email addresses, organisation, administrator or viewer role, membership status and last-seen information. An administrator may enter these before you first sign in.
• Schedules: organisation and committee names, meeting dates and times, time zones, status, venues, joining links, notes and links to meeting materials.
• Service information: calendar subscription tokens and technical information associated with requests, errors and email delivery. Hosting services may process IP addresses and browser information.
• Correspondence: information you provide when contacting us.

We receive information from you, your organisation’s administrators and the services used to operate BoardDates. Avoid entering sensitive personal information into meeting titles or notes.

3. Purposes and proposed lawful bases

Account administration and providing the service to an organisation are necessary to perform our agreement with that organisation. Where an individual is not a party to that agreement, our proposed basis for account access, support and service security is legitimate interests: operating a private meeting schedule and protecting it against misuse. Records required by law are processed to meet legal obligations.

Your organisation determines why member and schedule information is entered. It is responsible for establishing its own lawful basis and informing its members. Qonsort’s controller and processor responsibilities for organisation-managed information must be confirmed in the service agreement and any data-processing agreement before this draft is finalised.

4. Who can see information

Organisation administrators manage membership and schedules. Access to private schedules depends on a verified sign-in email matching an active membership. Administrators can see member information needed to manage their organisation.

BoardDates uses Lovable Cloud for account and schedule services and Lovable’s managed email service for sign-in emails. Google supplies the typefaces loaded by the site and receives connection information when those files are requested. Information you send by email is also handled by our mailbox provider.

If you download a calendar event or open a joining or materials link, information passes to the calendar or external service you choose. Its own privacy terms apply. Calendar copies already downloaded cannot be recalled by removing access to BoardDates.

5. Retention and removal

Membership removal prevents access to the organisation’s schedule; it is not the same as deletion of the member record, account or previously downloaded calendar events.

This draft does not specify a fixed deletion period. Account, membership and schedule retention, technical log periods and backup deletion arrangements need to be agreed by Qonsort and its providers. To request deletion or ask what is retained, contact us and, for organisation-managed records, your administrator.

6. Processing locations

Provider processing locations, subprocessors and any safeguards for transfers outside the UK must be verified before this notice is finalised. We do not claim that all information remains in the UK. Contact us for the current arrangements.

7. Your rights

Depending on the circumstances, UK data protection law gives you rights of access, correction, erasure, restriction, objection and portability. Where processing relies on consent, you may withdraw it. These rights have legal exceptions.

Email contact@qonsort.com to make a request. We may need to confirm your identity and involve your organisation where it is responsible for the relevant records. The usual response deadline is one month, subject to legal extensions.

You can complain to the UK Information Commissioner’s Office at ico.org.uk. You do not need to contact us first to exercise that right.

8. Browser storage and updates

See our cookies and browser storage notice for sign-in storage, typefaces and hosting information. We will date changes to this notice on this page.