reconBOARD

Privacy Policy

How we handle your data

reconBOARD — Privacy Policy

Last updated: March 13, 2026

1. Data Controller

reconBOARD is operated by Relevant Use LLC, a company organized under the laws of the United States. Relevant Use LLC is the data controller for all personal data processed through the reconBOARD service. For privacy-related inquiries, contact ops@reconboard.com.

2. Account Data

We store your authentication identity (Discord user ID and/or email address) and display name for authentication and identification purposes. Your email address is stored by our authentication provider (Supabase) in an access-controlled system and is encrypted at rest. If you connect your Discord account, we store your Discord user ID, username, and avatar URL to enable authentication and display your identity within your group.

3. Uploaded Images

Images you upload are transmitted to Google Cloud (Gemini API) for optical character recognition (OCR) to extract structured data, then permanently deleted from our systems. We do not retain uploaded images. Once processing is complete, images cannot be retrieved by you, by other users, or by reconBOARD. Google processes these images in accordance with the Gemini API Terms of Service.

4. User-Created Content

We store content you create on the platform, including but not limited to: group names, manually entered statistics, configurations, messages (direct messages, group messages, group chat messages, announcements), poll votes, calendar events, and custom views. This data is stored to provide the service and is retained as long as your account exists. Messages that are not marked as saved may be automatically deleted after a retention period as part of our data hygiene practices.

5. Organizational Data

We store information about group memberships, roles, and relationships between users. This data is used to determine access permissions and display relevant information to group members. Your group membership and role (such as R5/Leader, R4/Officer, R3/Senior, R2/Member, or R1/Recruit) are visible to other members of your group.

6. Translation Data

If auto-translation is enabled for your group, message content may be sent to Google Cloud (Gemini API) for translation into your preferred language. Translated text is cached to avoid repeated processing. Google processes this data in accordance with their API terms and does not use it for model training under the paid API tier.

7. Data Security

All data is encrypted in transit (TLS/HTTPS) and at rest (AES-256). Access to data is scoped by group membership and role-based permissions enforced at the database level via Row Level Security (RLS). All sensitive operations require authentication.

8. Data Location & International Transfers

Your data is stored and processed in the United States. Our primary database is hosted by Supabase in the AWS us-east-2 (Ohio) region. Our application is hosted on Vercel's edge network, which may serve content from global points of presence. Our DNS and CDN are provided by Cloudflare, which operates a global network.

By using reconBOARD, you consent to the transfer of your personal data to and its processing in the United States, which may not provide the same level of data protection as your home country. If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, your data will be transferred to the US on the basis of your explicit consent and contractual necessity (i.e., the transfer is necessary to provide you with the service you have requested).

9. Legal Basis for Processing (GDPR)

If you are located in the EEA, UK, or Switzerland, we process your personal data on the following legal bases:

  • Contractual necessity (Art. 6(1)(b) GDPR): Processing your account data, uploaded images, and user-created content is necessary to provide the reconBOARD service as described in our Terms of Service.
  • Legitimate interest (Art. 6(1)(f) GDPR): We process organizational data, usage analytics, and audit logs to maintain the security and integrity of the service, prevent abuse, and improve the platform.
  • Consent (Art. 6(1)(a) GDPR): Where required, such as for optional integrations (e.g., Discord OAuth) and international data transfers.

10. Your Rights (EEA/UK/Swiss Users)

If you are located in the EEA, UK, or Switzerland, you have the following rights under applicable data protection law:

  • Access: Request a copy of the personal data we hold about you.
  • Rectification: Request correction of inaccurate or incomplete personal data.
  • Erasure: Request deletion of your personal data, subject to legal retention obligations.
  • Data Portability: Request a copy of your data in a structured, machine-readable format.
  • Restriction: Request that we restrict the processing of your data in certain circumstances.
  • Objection: Object to processing based on legitimate interest.
  • Withdraw consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, contact ops@reconboard.com. We will respond within 30 days. You also have the right to lodge a complaint with your local data protection supervisory authority.

11. Third-Party Services (Sub-Processors)

We use the following third-party services to operate reconBOARD. Your data may be processed by these services in accordance with their respective privacy policies:

We do not sell your personal data to any third party. Data shared with sub-processors is limited to what is necessary to provide the service.

12. Data Retention & Deletion

We retain your personal data for as long as your account is active or as needed to provide the service. You may request deletion of your data at any time by contacting ops@reconboard.com. Upon request, we will delete your account data, user-created content, and organizational data within 30 days. Data that has already been aggregated into group-level analytics may be retained in anonymized form. Uploaded images are deleted immediately after processing and are not subject to retention.

13. Children's Privacy

reconBOARD is not directed at children under 16 years of age (or the applicable minimum age in your jurisdiction pursuant to GDPR Article 8). We do not knowingly collect personal data from children under this age. If you believe a child under 16 has provided us with personal data, please contact us at ops@reconboard.com and we will take steps to delete such data.

14. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by posting the updated policy on this page with a new "Last updated" date. Your continued use of reconBOARD after any changes constitutes acceptance of the updated policy.

15. Contact

For privacy-related inquiries, data subject requests, or complaints, contact ops@reconboard.com.