Privacy Policy
Last updated: 10 April 2026 | NowBoard is operated by Vindico ICS Ltd, registered in England and Wales.
This policy explains how NowBoard collects, uses, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
NowBoard is a digital signage platform operated by Vindico ICS Ltd ("we", "us", "our"). Our registered address and contact details are available at /contact. We are the data controller for personal data processed through the NowBoard website and platform.
2. What information we collect
Information you provide directly
- Account registration: name, email address, organisation name, password (stored as a hash)
- Billing: billing name, address, and payment method (handled by our payment processor — we do not store full card details)
- Contact forms and enquiries: name, email address, message content
- Support requests: any information you include in support correspondence
Information collected automatically
- Usage analytics: pages visited, time on site, referring URL, browser type, and approximate location (country/city level). We use Plausible Analytics, a privacy-first platform that does not use cookies and does not track individuals across sites.
- Server logs: IP address, request timestamps, HTTP status codes. Retained for up to 30 days for security and debugging purposes.
- Session data: a single session cookie is set when you log in to the NowBoard dashboard. It contains no personal identifiers and expires when you close your browser.
3. Legal basis for processing
| Processing activity | Legal basis |
|---|---|
| Creating and managing your account | Contract (Article 6(1)(b) UK GDPR) |
| Processing payments and billing | Contract (Article 6(1)(b) UK GDPR) |
| Responding to enquiries and support requests | Legitimate interests (Article 6(1)(f) UK GDPR) |
| Sending service-related communications (e.g. billing, account notices) | Contract (Article 6(1)(b) UK GDPR) |
| Sending marketing emails (where opted in) | Consent (Article 6(1)(a) UK GDPR) |
| Website analytics and performance monitoring | Legitimate interests (Article 6(1)(f) UK GDPR) |
| Security monitoring and fraud prevention | Legitimate interests (Article 6(1)(f) UK GDPR) |
| Compliance with legal obligations | Legal obligation (Article 6(1)(c) UK GDPR) |
4. How we use your information
We use the information we collect to:
- Provide, operate, and improve the NowBoard platform
- Process your subscription and manage billing
- Send you service-related communications (account confirmations, payment receipts, important notices)
- Respond to your enquiries and provide customer support
- Monitor and improve website performance
- Detect, investigate, and prevent fraudulent or unauthorised activity
- Comply with legal and regulatory obligations
We do not sell your personal data to third parties. We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects.
5. Who we share your data with
| Recipient | Purpose | Location |
|---|---|---|
| Stripe | Payment processing and billing | UK / EU (adequacy) |
| DigitalOcean | Cloud hosting and infrastructure | UK / EU data centres |
| Plausible Analytics | Privacy-first website analytics | EU (Germany) |
| Email service provider | Transactional and service emails | EU / UK |
We may also disclose your information where required by law, court order, or regulatory authority.
6. Cookies
We use a minimal number of cookies. Full details are in our Cookie Policy. In summary:
- We set one essential session cookie when you log in to the dashboard
- We do not set any advertising or tracking cookies
- Plausible Analytics (our analytics provider) does not use cookies at all
7. Data retention
| Data type | Retention period |
|---|---|
| Account data (active) | For the duration of your subscription |
| Account data (post-cancellation) | 90 days (then deleted), unless required for legal compliance |
| Billing records | 7 years (UK tax and accounting requirements) |
| Support correspondence | 3 years |
| Server access logs | 30 days |
| Marketing consent records | Until withdrawn + 3 years |
8. Your rights under UK GDPR
You have the following rights regarding your personal data:
- Right of access — request a copy of the personal data we hold about you
- Right to rectification — request correction of inaccurate or incomplete data
- Right to erasure — request deletion of your personal data, subject to legal retention requirements
- Right to restrict processing — request that we limit how we use your data in certain circumstances
- Right to data portability — receive your data in a structured, machine-readable format
- Right to object — object to processing based on legitimate interests
- Rights related to automated decision-making — we do not engage in automated decision-making that produces legal effects
- Right to withdraw consent — where processing is based on consent, you may withdraw it at any time
To exercise any of these rights, contact us at [email protected]. We will respond within one month.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk.
9. International transfers
Where we transfer personal data outside the UK, we do so only to countries with an adequacy decision from the UK Secretary of State, or under appropriate safeguards (such as the UK International Data Transfer Agreement). Our primary hosting is within the UK and EU.
10. Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. These include encrypted connections (TLS), secure password hashing, access controls, and regular security reviews. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.
11. Children's privacy
NowBoard is not directed at children under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately at [email protected].
12. Changes to this policy
We may update this privacy policy from time to time. When we make material changes, we will notify account holders by email and update the "Last updated" date at the top of this page. Continued use of NowBoard after notification constitutes acceptance of the updated policy.
13. Contact us
For any questions, concerns, or requests relating to this privacy policy or your personal data, please contact us:
- Email: [email protected]
- Contact form: /contact
- Post: Vindico ICS Ltd, [Registered address]