Privacy Policy

1. Introduction

Forum EO ("we", "our", "us") is a platform for managing EO (Entrepreneurs' Organization) Forum groups. This policy describes how we collect, use, and protect your information.

Forum EO is operated by Baytech Consulting. By using Forum EO, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

Account Information

When you register for Forum EO via Google SSO, we collect:

• Name and email address
• Profile photo (via Google SSO)
• Forum membership data: forum associations, roles, access policies

Content You Create

We collect content you create within the platform, including:

• Reflections (Work, Family, Personal life domains)
• Discussion topics, comments, and votes
• Action items and meeting notes
• Constitution contributions and amendments
• Availability responses

Usage Data

We automatically collect usage information including:

• Activity logs tracking 20 types of meaningful actions across 10 categories (sessions, events, reflections, etc.)
• AI interaction data: chatbot conversations, AI analysis results

Technical Data

• IP addresses (recorded during constitution signing)
• Browser type and device information

3. How We Use Your Information

We use the information we collect to:

• Provide and operate the Forum EO platform
• Facilitate forum meetings, reflections, discussions, and action items
• Power AI features: reflection analysis, coaching, moderator assistance, topic management, and constitution tools
• Send email notifications based on your preferences (17 notification types, all configurable)
• Generate usage analytics for forum administrators
• Track engagement and provide disengagement alerts
• Improve our services

5. Data Security

We implement robust security measures including:

• Authentication via OpenIddict OAuth2/OIDC with Google SSO (authorization code flow + PKCE)
• Field-level encryption for sensitive reflection content
• Two-layer authorization: role-based global permissions (56+ permissions) and per-forum access policies
• All data transmissions encrypted via TLS/HTTPS
• Infrastructure security: Redis for distributed caching and locking, PostgreSQL database with audit trails
• Soft-delete with full audit fields (CreatedBy, UpdatedBy, DeletedBy with timestamps)

6. Data Retention

• Account data: retained while your account is active
• Reflection data: retained while your account is active; time-based privacy redaction hides content from other members after your configured period
• Usage activity data: raw records retained for 12 months, then aggregated into daily summaries and purged
• Chatbot conversations: retained until you delete them (soft-delete)
• Email logs: retained for notification deduplication purposes
• Deleted data: soft-deleted records are retained for audit compliance

7. Data Sharing

We do not sell your personal information.

We share data with AI providers (OpenAI, Anthropic, Groq) solely for processing your requests.

We use third-party services:

• BackBlaze B2: document storage
• BunnyStream: video storage
• AWS SES: email delivery
• Google: authentication

Forum administrators can view aggregated usage statistics for their forums.

Other forum members can see: your published reflections (subject to privacy redaction), discussion topics, votes, comments, action items, and constitution contributions.

8. Your Rights

You have the right to:

• Access your personal data through your profile and reflection history
• Update your information via profile settings
• Configure notification preferences (enable/disable each of 10 notification types, set reminder intervals)
• Set privacy redaction periods for your reflections
• Delete chatbot conversations
• Request account deletion by contacting us

9. Cookies

• We use essential cookies for authentication and session management
• We use Redis-backed distributed cache for performance
• We do not use third-party advertising or tracking cookies

10. Children's Privacy

Forum EO is designed for business professionals and is not intended for children under 16. We do not knowingly collect information from children. If you believe we have collected information from a child, please contact us immediately.

11. Changes to This Policy

• We may update this policy from time to time
• Material changes will be communicated via email notification
• Continued use after changes constitutes acceptance