Privacy Policy

This Privacy Policy explains how Minute Book Cloud ("we", "us", or "our") collects, uses, stores, and shares information when you use our corporate record management platform and related services.

1. Information We Collect

We collect information needed to operate the platform and support your account, including:

• Account information such as name, email address, and organization details.
• Billing information required to process subscriptions, which is handled through third-party payment providers.
• Corporate record data that you upload, generate, or manage in the platform, including documents, registers, and related metadata.
• Usage and technical data such as IP address, browser type, device details, and interaction logs.

2. How We Use Information

We use information we collect to operate and improve Minute Book Cloud, including to:

• Provide, maintain, and secure the platform and related features.
• Process subscriptions, billing events, and account administration.
• Improve product performance, reliability, and usability.
• Communicate account notices, service updates, and support responses.
• Detect, prevent, and investigate security issues, fraud, or misuse.
• Meet legal, regulatory, or contractual compliance requirements.

3. Data Storage & Security

We use cloud infrastructure providers and apply security controls designed to protect customer data, including encryption in transit and encryption at rest.

Data Residency and Cross-Border Transfers

Minute Book Cloud is designed with regional data residency in mind. Corporate data is stored in regional infrastructure based on the jurisdiction of the corporation:

• Canadian corporations: data stored in Canada
• European Union corporations: data stored in the European Union
• United States corporations: data stored in the United States
• Corporations from other jurisdictions: data stored in the United States

Data may be processed in other jurisdictions where our service providers operate, subject to appropriate safeguards and contractual protections.

Security Measures

We implement administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or destruction. Security measures include:

• Encryption in transit using TLS
• Encryption at rest within our hosting infrastructure
• Role-based access controls
• Logical separation of customer data
• Activity audit logging within the platform
• Secure credential and secret management practices

4. Data Sharing

We do not sell personal data.

We may share information with trusted service providers as needed to operate the platform, including:

• Cloud infrastructure and storage providers.
• Payment processors and billing service providers.
• Email and notification delivery providers.
• Analytics providers that help us improve the platform.

We may also disclose information when required by law, regulation, court order, or other lawful government request, or when necessary to protect our rights, customers, or the public.

5. Service Providers and Sub-Processors

We use carefully selected third-party service providers to operate and improve Minute Book Cloud. These providers process personal information on our behalf and under contractual obligations to protect your data.

Our core service providers include:

• Amazon Web Services (AWS)
  Hosting and secure storage infrastructure for application services and customer data.
• CloudFront (Amazon Web Services)
  Content delivery network (CDN) used to deliver public website and marketing content. Corporate records and customer-managed documents are stored within regional infrastructure and are not publicly cached.
• Stripe
  Payment processing for subscription billing and related financial transactions.
• Postmark
  Transactional email delivery (account verification, compliance reminders, system notifications).
• Google Analytics
  Usage analytics to help us understand how users interact with the platform and improve performance and usability.

These providers may process personal information strictly as necessary to provide their services to us and in accordance with applicable data protection laws. We may update this list from time to time as our services evolve.

6. Data Retention

We retain personal information for as long as necessary to provide our services and fulfill the purposes described in this Privacy Policy.

In general:

• We retain information for as long as your account is active and as needed to provide the service.
• Archived corporations remain stored but are not active within the platform.
• Deleted corporations may be retained for a limited period for recovery, audit, and security purposes.
• Certain information may be retained as required for legal, accounting, compliance, or dispute-resolution obligations.
• Backup copies may be retained for a limited period consistent with standard backup and disaster recovery practices.

7. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, delete, or request a copy of your personal information, or to object to certain processing activities.

We will review and respond to requests in accordance with applicable law.

8. Legal Basis for Processing (EU/EEA)

For individuals located in the European Union or European Economic Area, we process personal information under the following legal bases, as applicable:

• Performance of a contract (to provide the Minute Book Cloud service)
• Legitimate interests (to maintain, secure, and improve the platform, and prevent fraud or misuse)
• Compliance with legal obligations
• Consent, where required (such as for certain cookies or marketing communications)

9. Cookies & Analytics

We use cookies and similar technologies to maintain user sessions, support platform functionality, improve user experience, and analyze usage patterns.

We use Google Analytics to understand how users interact with the platform. Google Analytics may collect information such as IP address, device type, browser information, pages visited, and interactions with the service.

You may control cookie settings through your browser preferences. Some features may not function properly if cookies are disabled.

10. Contact

For privacy-related questions or requests, contact us at privacy@minutebook.cloud.