Try for Free Login
Try for Free Login

BoardPro AI Policy

Effective: 29th May 2026

1. Introduction and General Agreement

BoardPro includes a range of AI-powered capabilities and functionality (AI Functionality) designed to help improve efficiency, support governance workflows, and assist with drafting board materials. The AI Functionality is made available by third-party AI service providers (AI Functionality Providers).

The AI Functionality that BoardPro provides is either:

  • (a) Explicit AI features, such as AI Assistant or AI workflow, which are clearly identifiable and Users may opt out of; or

  • (b) Embedded security and platform features, which may include AI-enabled functionality, that apply by default and cannot be disabled (for example, conditional login threat detection)

Both types follow the same data privacy, security, and permission controls described in these AI Terms.

These Terms explain how AI Functionality operates within BoardPro, what information this AI Functionality can access, how we protect your Data, and the rights and responsibilities of BoardPro, AI Functionality Providers, You, and Users when engaging with any AI Functionality.

Capitalised terms used, but not otherwise defined, in these AI Terms have the meaning given in the BoardPro Terms of Use. In the event of any conflict or inconsistency between these AI Terms and the BoardPro Terms of Use, these AI Terms will prevail.

In these AI Terms, a reference to an:

  • Output is to any AI-generated (or partially AI-generated) output created by your use of the AI Functionality together with your Input, including any report, agenda, minutes, summary, work plan, governance artefacts, and similar documents; and

  • Input is to any prompts, instructions, data, images, content and information (including personal information) and related content that you submit to the AI Functionality.

1.2 General Agreement

These AI Terms form part of the BoardPro Terms of Use and set out BoardPro and your agreement relating to your (and your User's) use of the AI Functionality. You must ensure your Users comply with these AI Terms. A breach of these AI Terms by a User is deemed to be a breach of these AI Terms by you.

When you access and use AI Functionality and an Output, you must, and must ensure your Users, comply with (i) any terms and conditions that an AI Functionality Provider requires its end users to comply with, as those terms are updated from time to time by the AI Functionality Provider (AI Functionality Provider Terms) - see BoardPro AI Functionality Providers; and (ii) the Acceptable Use Policy (including as that policy is supplemented under these AI Terms). The Terms of Use (including these AI Terms) are your final and complete instructions for the processing of your Inputs, including personal information and/or sensitive or confidential information forming part of those Inputs, as at the time these AI Terms take effect. Any additional or alternative instructions must be agreed between you and us separately in writing. You are solely responsible for ensuring that your instructions comply with applicable law.

You are responsible for procuring all:

  • licences, authorisations and consents required for you and your Users to use the AI Functionality and any Output; and

  • consents, approvals, notices and instructions that are required for us, the AI

Functionality, and the AI Functionality Providers to access, process and use your Inputs, as described in these AI Terms. You acknowledge and agree that, to the extent that your Inputs contain personal information, an AI Functionality Provider that collects, holds, processes, or discloses that information is not acting as an agent of, and/or data processor for, and/or service provider to, you for the purposes of applicable data protection and privacy laws. You must not input personal information into, or request personal information using, the AI Functionality unless you have obtained all necessary consents from the relevant individual to enable the provider to collect, use, hold and process that information for the purposes of providing the AI Functionality and the purposes described in these AI Terms.

2. Data Privacy & Model Training

2.1 No Customer Data Used for Model Training

Except with your prior written agreement, BoardPro does not use your Data, including content, files, meeting materials, chat inputs, or AI queries, to train third-party (including AI Functionality Provider) AI models.

2.2 Providers Restricted From Using Your Data for Training

BoardPro only engages AI Functionality Providers (such as Azure OpenAI) who contractually guarantee that customer data processed through their AI services is not used to train, retrain, or fine-tune their foundational AI models.

This includes prohibitions on:

  • Using your prompts, documents, meetings, or board content for training

  • Using data for model improvement

  • Sharing or pooling customer data across tenants for training purposes

2.3 Limited Use of Data for Service Improvement

This clause applies in addition to the Data rights and obligations of the parties set out in clauses 4.2 – 4.4 of the BoardPro Terms of Use.

BoardPro may use anonymised and aggregated Data such as usage patterns, feature interaction statistics, and high-level AI query metadata to improve the performance, safety,and reliability of the AI Functionality.

We do not use your board content, documents, meetings, minutes, chat inputs, or AI prompts in a way that would:

  • Identify you or your organisation, or

  • Expose board-related information.

2.4 AI Functionality in BoardPro is a third party feature

Without limiting clause 4.4 of the BoardPro Terms of Use, the AI Functionality is one of a range of third-party service features and third-party data with which the Service interoperates. We do not make any warranty or representation on the availability of the AI Functionality and, to the maximum extent permitted by law, we exclude all responsibility and liability for the AI Functionality. Without limiting the previous sentence, if an AI Functionality Provider ceases to provide the AI Functionality, or ceases to make that AI Functionality available on reasonable terms, we may cease to make that AI Functionality available to you. If we exercise our right to cease the availability of any AI Functionality, you are not entitled to any refund, discount or other compensation.

3. Data Access, Processing, and Confidentiality

3.1 AI Access Mirrors Your Own Permissions

AI Functionality only operates on the content you already have permission to view. This means the AI Functionality cannot access meetings, documents, or communications that the authenticated User cannot normally see.

3.2 No Cross-User Exposure

Your AI prompts and Outputs are not visible to other Users, unless you intentionally share them. BoardPro may introduce AI Functionality designed to support shared understanding or collaborative workflows (for example, summaries or insights visible to the whole board or committee). This AI Functionality will only share Outputs with the Users who already have access to the underlying materials, or as explicitly permitted by your organisation’s sharing settings.

3.3 Sharing of Outputs (e.g. AI-Generated Agendas, Annual Work Plans, and Similar Artifacts)

When AI Functionality is used to generate Outputs within BoardPro, these items follow the normal sharing rules of the BoardPro feature they are saved into. It is your responsibility to ensure that your organisation’s sharing settings are set up so that the Outputs are only shared with authorised Users.

Specifically:

  • Saving an Output (e.g., into Agenda Builder or AWP) makes it visible to the same Users and roles who would normally access these documents.

  • the AI Functionality does not automatically share generated content with other users – sharing only occurs when you intentionally save, publish, or export the result.

This is intended to ensure that the use of AI Functionality does not widen Data visibility beyond your existing BoardPro permissions.

3.4 Temporary Data Handling

BoardPro retains your and your User’s Inputs only for the period necessary to produce AI Outputs and, where applicable, maintain conversational context. AI Functionality Providers may retain Inputs for the periods set out in the AI Functionality Provider Terms for abuse monitoring and other related purposes - see clause 3.5 of these AI Terms for more information on this.

Inputs are not stored indefinitely by BoardPro, nor do we use Inputs to train external AI models or make Inputs available for purposes not specifically permitted under these AI Terms or the BoardPro Terms of Use, or allow third parties to do so.

3.5 Access and use rights

The rights in this clause 3.5 of the AI Terms are in addition to the rights in clauses 4.2 – 4.4 of the BoardPro Terms of Use. When you use the AI Functionality, it means that the AI Functionality will use and process your Inputs. If you do not want, or do not consent to, the AI Functionality using and processing your Inputs, you must not use the AI Functionality and will need to opt-out of using the AI Functionality to the extent possible. Where you wish to opt-out of any AI Functionality that is embedded in the Service and cannot be opted out of (e.g. login threat detection), you will need to cease using the feature that incorporates the AI Functionality.

By using the AI Functionality, you agree that the AI Functionality Providers may:

  • (a) merge your Inputs with third party data (including publicly available information) to produce Outputs for your use in accordance with these AI Terms;

  • (b) run your Inputs through automated content classifiers to create metadata which does not contain your Inputs;

  • (c) access and use your Inputs to provide support, investigate potential AI Functionality abuse, or where required by law applicable to the AI Functionality Provider – this may take the form of data logging or human review and verification, and/or automated abuse detection mechanisms designed to detect harmful content, including related to potential violations of an AI Functionality Provider’s terms of service or acceptable use policies;

  • (d) retain your Inputs for the duration set out in the AI Functionality Provider Terms for the purposes set out above; and

  • (e) exercise other rights as set out in the AI Functionality Provider Terms.

You may only use an Output in accordance with these AI Terms and subject to any restriction in the AI Functionality Provider Terms.

4. Technology and Providers

4.1 Use of Azure OpenAI (Current State)

At the date these AI Terms are effective, BoardPro’s AI Functionality currently operates via Azure OpenAI, hosted in regions compliant with relevant privacy and security standards or where the hosting provider is subject to appropriate safeguards.

We may update or change AI models on which the AI Functionality is based as technology evolves, including shifting to other enterprise-grade LLM providers with equivalent or better security and compliance safeguards in accordance with clause 4.2. We will publish our current AI Functionality Providers at BoardPro AI Functionality Providers.

4.2 Model Variability

Depending on availability, performance, and feature updates, the underlying AI model (e.g., GPT series) on which the AI Functionality is based may change from time to time.

BoardPro will take reasonable steps to ensure all models meet or exceed our privacy, confidentiality, and security requirements.

5. Security & Compliance

5.1 Penetration Testing

BoardPro conducts or commissions AI-specific penetration testing to ensure the safety and integrity of the AI Functionality and to prevent prompt-based or model-based attacks.

5.2 Security

All Inputs and Outputs are secured per BoardPro’s internal security controls, including role-based access and incident response protocols.

6. Outputs, Responsibilities, and Disclaimers

6.1 Human Oversight Required

You acknowledge and agree that Outputs are assistive and are intended to be a general guide only. You and your Users are responsible for obtaining advice from a qualified person to the extent that you intend to make decisions in reliance on an Output. Without limiting the previous sentence, you and Users remain responsible for:

  • Ensuring that your Inputs are accurate, correct, and complete

  • Reviewing the Output for accuracy, correctness and completeness

  • Ensuring that Outputs comply with legal, regulatory, and governance obligations

  • Avoiding inclusion of sensitive or inappropriate data in your Inputs

  • Any reliance or decision that you or a User make based on an Output.

6.2 No Advice

You acknowledge and agree that Outputs:

  • do not constitute legal, professional, governance, financial, investment, or compliance advice.

  • do not replace independent judgment, professional counsel, or board-approved processes.

6.3 Acceptable use of AI Functionality and Outputs

The Acceptable Use Policy applies in relation to your and your Users’ use of AI Functionality and the Outputs. The terms set out below form part of the Acceptable Use Policy. In the event of any conflict or inconsistency between this clause 6.3 and the Acceptable Use Policy, the terms of this clause 6.3 will prevail.

You must not, and must not permit any other person (including a User) to, provide an Input that (i) violates any third party right (including intellectual property or privacy rights); (ii) breaches applicable law or that could reasonably be expected to generate an Output that breaches applicable law; or (ii) breaches the AI Functionality Provider Terms or may cause BoardPro to breach those AI Functionality Provider Terms.

Your indemnity in clause 8.4 of the BoardPro Terms of Use extends to (i) any breach by you or your Users of these AI Terms and/or any AI Functionality Provider Terms; and (ii) any actual or alleged claim by a third party that your Inputs, or our (or an AI Functionality Provider’s) use of your Inputs, infringe the rights of that third party (including intellectual property rights and privacy rights) or that your Inputs are objectionable, incorrect or misleading (as determined by us in our sole opinion).

Without limiting any other right or remedy available to us, we may immediately and without notice restrict or suspend your (and/or any or all Users’) access to and use of the Service if we consider that you (or your User) have breached these AI Terms or we otherwise consider it appropriate (in our sole discretion). If we exercise this right, you must not attempt to gain further access unless we lift the restriction or suspension.

6.4 Ownership of Inputs and Outputs

As between us, you own all Intellectual Property Rights in (i) your Inputs; and (ii) any Output created by you, except to the extent that the Output comprises third party data, information, and materials (including publicly available information). The relevant third party retains ownership of that data, information and materials.

Despite the ownership position in this clause, you must (i) comply with all restrictions in the Terms of Use, these AI Terms, and any AI Functionality Provider Terms in respect of the use of Outputs; and (ii) maintain on an Output any disclaimer or proprietary notice required by an AI Functionality Provider.

Without limiting clause 4.2 of the BoardPro Terms of Use, you grant (i) us a worldwide, non-exclusive, fully paid up, transferable, irrevocable licence to use, store, copy, modify, make available and communicate your Inputs and the Outputs for any purpose in connection with the exercise of our rights and performance of our obligations in accordance with these AI Terms; and (ii) the AI Functionality Providers a worldwide, non-exclusive, fully paid up, transferable, irrevocable licence to use, store, copy, modify, make available and communicate your Inputs and the Outputs for the purposes of providing the AI Functionality and the purposes described in clause 3.5 of these AI Terms.

6.5 Disclaimer

To the maximum extent permitted by law and without limiting clause 8 of the BoardPro Terms of Use:

  • (a) you and your Users access and use the AI Functionality and any Output at your own risk. You must satisfy yourself of the adequacy of the AI Functionality and any Output;
  • (b) we are not liable or responsible to you or any other person (including a User) for any claim, damage, loss, liability or cost (whether our liability or responsibility arises in contract, tort (including negligence), equity, breach of statutory duty or otherwise) relating to:
    • (i) your (or a User’s) access and use of (or inability to access or use) the AI Functionality or any Output; or
    • (ii) relating to any claim that any Output breaches any third party right (including intellectual property rights and/or privacy rights);
  • (c) our warranties relating to the AI Functionality and any Output are limited to those set out in these AI Terms and all other conditions, guarantees or warranties whether expressed or implied by statute or otherwise are expressly excluded;
  • (d) without limiting the rest of this clause 6.5, we provide the AI Functionality and Outputs on an “as is” and “as available” basis and make no representation or warranty concerning the quality of the AI Functionality or the Output. We do not promise that the AI Functionality or any Output will:
    • (i) meet your requirements or be suitable for a particular purpose, including that your use will fulfil or meet any statutory or governance role or responsibility of yours; or
    • (ii) be secure, error-free, bug-free, or will operate without interruption; and
  • (e) in respect of the Outputs, you acknowledge and agree that:
    • (i) the Outputs are generated by AI Functionality based on your Inputs;
    • (ii) AI Functionality may produce outputs that are factually incorrect, irrelevant,
      nonsensical, false, and/or misleading (AI Hallucinations); and
    • (iii) we do not check the Outputs to ensure that they are correct, accurate, complete, current, reliable, or suitable for use or purpose. You are responsible for supervising, evaluating and validating the Outputs to ensure they are suitable for use and they meet any quality standard that you require. You agree that we have no responsibility or liability in relation to the AI Functionality, AI Hallucinations, and/or Outputs or your use of them.

6.6 Outputs not unique

Due to the nature of AI, Outputs may not be unique, and other BoardPro users may receive similar outputs.

7. User Consent & Opt-In Use

7.1 Optional Features

Subject to clause 3.5, organisations can choose to:

  • Enable or disable AI features globally for Users connected to that organisation

  • Revoke access at any time

7.2 Consent at First Use

Users may be prompted to acknowledge these AI Terms when AI features are first enabled, or where they are re-enabled after being disabled. Without limiting clause 1.2 of these AI Terms, if Users do not acknowledge and agree to these AI Terms, they should not use BoardPro’s AI Functionality.

8. Transparency & Versioning

BoardPro will maintain transparency regarding:

  • Which models are used

  • How data is processed

  • Significant changes to the AI system

Where appropriate, AI-generated outputs will be labelled or identifiable.

We may update these AI Terms from time to time. Changes to these AI Terms will be communicated and posted with clear revision dates. If you continue to use the AI Functionality after that revision date, you are deemed to have agreed to the changes.