Your board’s information is safe here

Each charity is completely separate

Your charity’s information is walled off from every other charity using our system. This isn’t a promise we ask you to take on trust — it’s built into the foundations of the system, so one charity simply cannot reach another’s information.

Only your board can see your board’s papers

The only people who can open your charity’s workspace are the people your board has invited. Not other charities, not the public, not search engines.

Your information is encrypted

It’s protected both while travelling to and from your device and while stored on our systems.

Your board’s records are stored in the EU

Your agendas, papers, minutes and actions are held in Ireland, in the EU. A few of our providers, including our email and payment services, process some data in the United States under recognised safeguards, as our privacy notice explains. We never sell your information, and we never use it for advertising.

No passwords to lose

You sign in with a one-time link sent to your email, so there’s no password to be guessed or stolen.

When someone leaves your board, their access ends

Your chair or administrator can remove a trustee at any time, and their access stops immediately.

You’re always in control

Your charity’s records are always yours. Your trustees can download minutes and papers at any time, and an organiser can ask us for a copy of anything else, such as your action log or member list, or ask us to close your workspace and delete it. We will normally send a copy within 5 working days.

Is my data secure?

Yes. It’s encrypted on the way to and from your device and while we store it. Your board’s records are kept in Ireland, in the EU, and each charity’s information is completely walled off from every other. We don’t sell it or use it for advertising.

Where is my data stored?

Your board’s records are stored in Ireland, in the EU. Some providers, including our website host, email service and payment provider, process some data in the United States, protected by the UK Extension to the EU-U.S. Data Privacy Framework or the UK International Data Transfer Addendum. Our privacy notice lists each one.

Who can access it?

Only the people your board has invited into your charity’s workspace. Other charities can’t see it, the public can’t, and search engines don’t index it. Within your board, everyone invited can see the board’s papers — Trustee Meetings is a shared board space, so it doesn’t currently hide individual papers from some of your own trustees.

Can Trustee Meetings staff see our papers?

The system is built so that, in normal running, our staff don’t look at your papers. A small number of named administrators can technically reach stored data, but only where it’s strictly necessary to run, secure or fix the service — for example if you report a fault — and never for any other reason. We never sell your information or use it for advertising.

What happens if someone leaves our organisation?

Your board’s chair or administrator removes them, and their access ends immediately — they can no longer open any of your charity’s papers.

How do permissions work?

There are two kinds of people: organisers (your chair or administrator), who can invite and remove members and manage the workspace; and trustees, who read the papers and take part. Everyone only ever sees their own charity.

How is this safer than email attachments?

Email scatters copies of your papers across inboxes and forwarded messages you can never pull back — a real risk for safeguarding or personnel documents. Here there’s one secure copy, only your board can open it, and when someone leaves, their access ends. Nothing lingers in an old inbox.

How is this safer than a shared drive?

Shared drives are easy to misconfigure — one wrong setting and a confidential folder is open to the wrong people, or to anyone with the link. Trustee Meetings keeps each charity walled off by default; there’s no link to accidentally over-share and no setting to get wrong.