Privacy notice

Last updated 3 June 2026.

Trustee Meetings is a tool that helps the trustees of a charity run their board meetings. This notice explains what personal information we handle and why.

Who is responsible for your information

Your charity is the data controller for the information about its trustees and meetings. Trustee Meetings is provided as software by Spring Incubator Limited, which acts as a data processoron your charity’s behalf and only uses the information to run the service. The terms of that processing are set out in our data-processing agreement.

What we collect

• Your name and role, taken from the public Charity Commission register (used under the Open Government Licence v3.0).
• Public information about your charity’s company and its officers, shown on your Charity Details page. This comes from the Companies House register (Crown copyright, used under the Open Government Licence v3.0) — we only display the public record and add nothing to it.
• Your email address, so we can send sign-in links and meeting reminders.
• The board’s meeting content — agendas, papers, minutes and actions.
• Basic records of activity, such as which papers you’ve opened and when. This helps your chair see that the board is prepared for a meeting. It is visible to your charity’s organisers — not to other charities, and not to us for any other purpose — and it follows the same retention as your charity’s other records.

Why we use it, and the legal basis

Your charity uses this information to run its governance: signing trustees in, sharing papers, recording decisions and sending meeting reminders. The legal basis for most of this is your charity’s legitimate interests in governing itself well, and, for the parts that are needed to give you the service you asked for — such as emailing your one-time sign-in link — that the processing is necessary to provide the service(UK GDPR Article 6(1)(b) and (f)). We don’t rely on consent for these, because you need them to use the service; where we ever do ask for consent (for example, any optional cookies), you can withdraw it at any time.

Where it is stored

Information is stored securely with our infrastructure providers in the UK / European Union. We do not sell your information or use it for advertising.

Who else processes your information

We use a small number of trusted providers to run the service. Each one only handles your information to provide its part of the service, under contract, and stores it in the UK / European Union or under equivalent legal safeguards:

• Supabase— the secure database and file storage that holds your board’s information (EU region).
• Netlify — hosts and delivers the website.
• Anthropic— powers the optional “Summarise this” feature. A paper is only sent for summary when you choose to summarise it, and it is not used to train AI models.
• Resend — sends your sign-in links and invitation emails.

How long we keep it

We keep your charity’s records for as long as your charity has an active account, so your board always has its history to hand. If your charity closes its account, we delete its content within 90 days(sooner on request). If you are removed from a board, your access ends immediately. Your name may remain in historic minutes, because they are the charity’s official record of decisions; your contact details are deleted within 90 days unless you remain on another board.

Your rights

You have the right to see the information we hold about you, to ask us to correct it, and in many cases to ask us to delete it. To exercise any of these, contact your charity’s board or email us at the address below. You also have the right to complain to the Information Commissioner’s Office (ico.org.uk).

How to complain about how we handle your data

If you believe we have handled your personal information incorrectly, you can raise a complaint by emailing us at brad@trusteemeetings.co.uk. We will acknowledge your complaint within 30 days and do our best to resolve it. If you are not satisfied with our response, or would prefer to raise your concern directly with the regulator, you also have the right to complain to the Information Commissioner’s Office at ico.org.uk or by calling 0303 123 1113.

The free grants tool (trusteemeetings.co.uk/grants)

Separately from your charity’s own account, we run a free, no-login tool that matches charities with grant-making funders. This section explains the extra processing that tool involves.

The charity register mirror. We hold a copy of public information from the Charity Commission for England and Wales register — charity names, numbers, purposes, classification, area of operation and latest income — refreshed weekly, used under the Open Government Licence v3.0. We obtain this from the Commission, not from your charity directly, so under UK GDPR Article 14 we are telling you here rather than contacting every charity individually. We do not mirror trustee names or any other personal information from the register; the tool only ever shows facts about the registered organisation. Our legal basis is legitimate interests — the data is already public under a statutory publication scheme, and we use it only for the purpose the tool exists for: helping a charity find funders. If you believe something on the tool is wrong, or you would like a page reviewed, corrected or removed, see the contact route on /grants/about-the-data— we respond within 5 working days, and any removal is carried forward so it is not silently reinstated by a later refresh.

Emailing yourself a funder list. If you ask the tool to email you your matches, we collect your email address, the charity number you searched, the exact consent wording shown to you and its version, and any marketing-attribution (UTM) information from your visit. The legal basis is your consent, given at the point you ask for the list — it covers the list email itself and two short follow-up emails about grant applications and our board-meetings product. We use Resend (also listed above) to send these emails as our data processor. You can unsubscribe at any time, with one click, from a link in every email — no account or sign-in is needed. We keep your email address and consent record for as long as you remain subscribed, and for a short period afterwards to honour your unsubscribe and meet our own record-keeping obligations, then delete it.

Contact

Questions about this notice can be sent to Spring Incubator Limited at brad@trusteemeetings.co.uk.