Privacy Policy

InsightBoard.io ("we", "us", "our") respects and protects your privacy. This Privacy Policy explains how we collect, use, store, share, and secure your personal data, in compliance with EU GDPR (EU 2016/679), Ukraine's Data Protection Law, and applicable global privacy standards. Please also refer to our Data Processing Agreement, Sub-processor List, and Cookie Policy, which hold precedence in case of conflict.

📄 Applicable Documents & Precedence

1. Data Processing Agreement (DPA)

   Governs our handling of personal data for registered users. Its terms complement and prevail over this Privacy Policy in case of discrepancies.

2. Sub-processor List

   Specifies third-party providers (e.g., OpenAI, HubSpot, Neon, AWS, Cloudflare) involved in processing your data. All operate under stringent data protection obligations.

3. Cookie Policy

   Details how we use cookies and similar tracking technologies to improve your experience and analyze usage patterns.

1. Data Controller

Our two roles. InsightBoard.io acts as the data controller for the account, billing, support, and website data described in this Policy. For conversation and CRM data processed on behalf of customer companies (call recordings and transcripts, meeting transcripts, CRM contacts and entries), InsightBoard.io acts as a data processor and the customer company is the controller — that processing is governed by our Data Processing Agreement.

2. Data We Collect

• Contact & Identity Data: name, email, phone, company
• Conversational & CRM Data: call recordings and transcripts, meeting transcripts, CRM contacts and entries, and email engagement content from your connected CRM
• Technical & Usage Data: IP, device, browser, activity logs
• Subscription Data: subscription plan, status, and billing period details

We never receive or store your card details. Payments are taken on the hosted checkout of our payment provider and Merchant of Record, PayPro Global, Inc., which acts as an independent controller for the payment data you give it (see our Sub-processor List). We receive only the billing email, order and subscription identifiers, amount, currency and payment status needed to activate your plan and show your payment history.

We also process aggregated, anonymized analytics for internal use.

3. How We Collect Data

• Direct Submission: during registration, support chats, and account updates
• Third-Party Services: data from CRM platforms you connect (e.g., HubSpot, Close CRM), received after you authorize the integration
• Automated Tools: cookies and analytics platforms (if enabled)

For detailed information about cookies and tracking technologies, please refer to our Cookie Policy.

4. Purpose & Legal Basis of Processing

We process your data to:

• Provide AI insights, CRM updates, and automatic follow-ups
• Integrate with CRM platforms you connect (e.g., HubSpot, Close CRM) and other third-party APIs
• Write AI-generated evaluations, summaries, and insights back into your connected CRM (configurable in your integration settings)
• Support customers and address inquiries
• Fulfill legal and regulatory obligations
• Improve and optimize our platform (our legitimate interest)

Processing is based on your consent, contract necessity, legitimate interest, or legal compliance.

5. Data Retention

• Account Info: retained for the duration of your active account
• Conversation & CRM Data: retained for the duration of your subscription as necessary to provide the service; deleted or anonymized upon subscription termination or verified deletion request
• Payment Records: retained according to financial regulations
• Anonymized Analytics: retained indefinitely

Upon request or prolonged inactivity, personal data will be deleted or anonymized.

6. Data Sharing

We may share your data with:

• AI Providers: e.g., OpenAI for transcription and analysis
• CRM Platforms: the CRMs you connect (e.g., HubSpot, Close CRM) — including AI-generated evaluations and insights we write into your CRM when enabled in your integration settings
• Service Providers: Neon (database), AWS, Cloudflare

All third parties are governed by DPAs and strict confidentiality rules outlined in the Sub-processor List.

7. Your Rights

Under GDPR and international standards, you have the right to:

• Access, correct, delete, or limit processing of data
• Port your data to another service
• Object to data use, especially for direct marketing
• Withdraw consent at any time
• File complaints with relevant authorities (e.g., Ukrainian DPA, EU GDPR)

Send requests to support@insightboard.io.

8. Security

We maintain strict security measures: data is encrypted in transit (TLS) and at rest (AES-256), access follows the least-privilege principle, and backups use continuous point-in-time recovery. Our primary application database is hosted in the EU (Frankfurt, Germany) on Neon — managed Postgres infrastructure that undergoes annual independent SOC 2 audits and holds ISO 27001 and ISO 27701 certifications. While we strive for data protection, no system is infallible—report any concerns immediately.

9. International Data Transfers

Our primary application database is stored within the EU (Frankfurt, Germany). Some data may still be processed outside Ukraine or the EU by our sub-processors (e.g., OpenAI). We rely on Standard Contractual Clauses (SCC) or equivalent legal safeguards to protect it.

10. Children

Our platform is not intended for users under 18. We do not knowingly collect data from minors.

11. Policy Updates

We may update this policy as laws or services change. Significant updates will be highlighted with a new date. Continued use after changes signifies acceptance.

12. Disclaimer & Limitation of Liability

• No Warranty: InsightBoard.io provides services "as is" with no guarantees (express or implied), including accuracy, reliability, or fitness for purpose.
• Use at Your Own Risk: InsightBoard.io is not liable for service disruptions, data loss, corruption, delays, or technical errors—even if notified beforehand.
• Exclusion of Liability: We are not responsible for direct, indirect, incidental, special, or consequential damages (including lost revenue, reputation, or data) arising from use of our services or interpretations of AI insights.
• User Responsibility: All decisions made using InsightBoard.io are solely your responsibility. We provide informational services only and bear no liability for outcomes or decisions resulting from data processing.

13. Contact Information

For inquiries or to exercise privacy rights:

See our Contacts page for full company details.