Last updated: 18 September 2026
1. Overview
Boardtalent.ai S.à r.l.-S (“Boardtalent.ai”, “we”, “us” or “our”) is committed to protecting personal data and respecting privacy.
This Privacy Notice explains how we collect, use, disclose, store and otherwise process personal data when you visit our website, create or use an account on our platform, interact with us as an Independent Non-Executive Director (“INED”), board candidate, company representative, client contact, referrer or other professional user, publish, review, respond to or manage mandates, communicate with us, or otherwise use our website, platform and related services.
This Privacy Notice applies to personal data collected directly from you and, where relevant, to personal data received from your organization, other users, publicly available professional sources, or other lawful third-party sources.
In this Privacy Notice, “Hiring Company” means a company, organization or mandate owner using the Platform to publish, review, manage or fill a board, advisory or governance mandate. An “Authorized Representative” means an individual authorized to access or use the Platform on behalf of a Hiring Company. References to a Hiring Company may include its Authorized Representatives where the context concerns their use of the Platform.
2. Data Controller
The controller of the personal data described in this Privacy Notice is:
Boardtalent.ai S.à r.l.-S
29 Boulevard Grande-Duchesse Charlotte
L-1331 Luxembourg
Grand Duchy of Luxembourg
RCS Luxembourg: B300613
Email: contact@boardtalent.ai
Privacy contact: contact@boardtalent.ai
Boardtalent.ai has not appointed a Data Protection Officer at this stage. Privacy enquiries may be addressed to the privacy contact stated above.
3. Categories of Personal Data
Depending on how you interact with us, we may process the following categories of personal data:
a) Identification and contact data Name, email address, telephone number, postal address, job title, employer, professional contact details and account credentials.
b) Professional and profile data CVs, biographies, board and executive experience, committee experience, sector expertise, credentials, languages, certifications, references where you choose to provide them, preferences, availability, compensation expectations where relevant, and other information relevant to board or governance appointments.
Where you choose the optional voice-assisted profile workflow, we also process the audio of that interaction and a transient transcript so that you can review, edit and accept profile content before it is stored.
This may also include limited publicly available professional or corporate information used to support profile consistency and professional plausibility checks, such as networking-profile information, public company-register information or similar professional or corporate sources where relevant.
c) Mandate and platform interaction data Mandate details, search criteria, match activity, preview visibility, shortlist activity, expressions of interest, communications, meeting or introduction records, onboarding records, feedback, status updates and appointment-related information. Merit Alliance participation, Qualifying Client Introductions, attribution, contribution activity, Qualification Points, Merit Points, redemptions, reversals, rewards and related conflict disclosures.
d) AI-assisted matching and assurance data Structured profile information, mandate comparison data, relevance indicators, fit bands or scores, AI-generated rationale, preliminary match results, Boardtalent.ai assurance review status, finalized or updated result status, and related run records.
e) Technical and usage data IP address, browser type, device information, identifiers, operating system, access times, logs, authentication events, and website or platform usage information.
f) Billing and transaction data Invoicing details, payment-related information, subscription records and transaction history.
g) Marketing and communication preference data Newsletter or marketing preferences, opt-in / opt-out records, and event-registration details where applicable.
Please do not upload special-category personal data or criminal-offence data unless we specifically request it for a lawful and clearly identified purpose and provide any additional information required by applicable law.
We do not intentionally use special-category personal data or personal data relating to criminal convictions and offences as matching or ranking criteria. The Matching Process may use professional information, stated preferences, nationality and country of residence as contextual inputs when assessing alignment with a mandate. Nationality and country of residence may also be considered where relevant to mandate-specific legal or regulatory requirements, logistics or availability.
4. Sources of Personal Data
We may collect personal data:
· directly from you, for example when you register, complete a profile, upload documents, communicate with us or use the platform;
· from your organization or colleagues, for example where a company representative creates or manages a corporate account or nominates another contact person;
· from other users, where they lawfully submit your details in connection with a mandate, referral or introduction;
· from limited publicly available professional sources, such as social media profiles, public company disclosures, company-register information, data providers or similar professional or corporate sources, where permitted by law and relevant to profile consistency, professional plausibility, mandate relevance or our board-matching services;
· automatically, through your use of the website or platform, including technical logs and cookies or similar technologies; and
· from platform-generated activity, such as preview visibility, match activity, AI-generated rationale, review status and assurance records.
5. Why We Use Your Data and Our Legal Bases
We process personal data for the following purposes and on the following legal bases:
a) To create and manage accounts, profiles and platform access
Legal basis: performance of a contract; taking steps at your request prior to entering into a contract.
b) To operate the platform and provide matching, introductions, mandate management and related communications
Legal basis: performance of a contract; taking steps at your request prior to entering into a contract; in some cases our legitimate interests in operating and improving a professional board-matching platform.
c) To provide preview profiles, AI-assisted matching, Boardtalent.ai assurance review and finalized or updated match results
Legal basis: performance of a contract where the processing forms part of the platform service; and our legitimate interests in operating a trusted professional board-matching platform, improving match quality and supporting professional decision-making.
d) To provide premium membership, subscription and profile-support features
Legal basis: performance of a contract where the feature or subscription is requested by the user; compliance with legal obligations for related invoicing, accounting and tax records; and our legitimate interests in administering membership services, preventing misuse and maintaining platform quality.
e) To verify network integrity, support profile consistency and professional plausibility, maintain panel quality, prevent misuse, fraud or unauthorized access, and protect the security and trust of the platform
Legal basis: our legitimate interests in operating a trusted professional board-matching platform, maintaining profile and panel quality, securing our services, and protecting users and our business.
f) To manage subscriptions, invoicing, payments, collections and accounting
Legal basis: performance of a contract; compliance with legal obligations.
g) To respond to enquiries, manage support requests and maintain business records
Legal basis: performance of a contract; our legitimate interests in administering our business and user relationships.
h) To improve the website, platform, matching quality and user experience, including through analytics and service diagnostics
Legal basis: our legitimate interests in developing and improving our services; consent where required for non-essential cookies or trackers.
i) To send service-related notices and, where permitted, relevant business communications or marketing Legal basis: our legitimate interests in communicating with professional users; consent where required by applicable law.
j) To comply with legal, regulatory, tax, accounting or law-enforcement obligations, and to establish, exercise or defend legal claims
Legal basis: compliance with legal obligations; our legitimate interests in defending our rights and managing legal risk.
k) To operate and administer the Merit Alliance, including validating Qualifying Client Introductions, recording attribution, calculating Qualification Points and Merit Points, managing redemptions and preventing misuse.
Legal basis: performance of a contract for participating members; our legitimate interests in operating and developing the professional network, including handling professional contact details provided for genuine introductions; and compliance with legal obligations for related accounting and tax records.
Where we rely on legitimate interests, these generally include operating a trusted professional network, maintaining platform security, improving match quality, running our business efficiently, providing transparent platform services, and communicating with professional users in a proportionate way.
If certain data are required in order to create an account, run a search, complete a profile, process a subscription or manage an introduction, and you do not provide them, we may be unable to provide the relevant service or complete the requested action.
6. AI-Assisted Matching, Preview Profiles and Boardtalent.ai Review
Boardtalent.ai uses AI-assisted and rules-based tools to analyze professional profile data, mandate criteria, preferences and related inputs in order to generate relevance indicators, suggest potential matches, support shortlist preparation and improve search efficiency.
AI-assisted tools may also support candidate-profile structuring and admission review. They may propose an admission outcome, but an authorized Boardtalent.ai reviewer makes the final admission decision. A profile may be admitted to the active panel, placed in a time-limited non-matchable hold, or declined.
This processing may involve profiling in the sense that personal data are evaluated to assess likely relevance for a given mandate or search.
The platform may provide different types of match-related output:
Preview profiles: In a free preview mode, a Hiring Company may see a limited number of sample INED profiles from a potential match panel. Preview profiles are not ranked results, final recommendations or best-match outputs. Preview visibility uses limited professional profile information and is subject to applicable platform terms, profile settings and privacy controls.
Meridth AI Search Advisor: Boardtalent.ai may provide an AI-assisted profile advisor that uses profile information and information provided by the user to generate suggestions for building, reviewing or strengthening a professional profile. Meridth outputs are advisory and should be reviewed by the user before being applied to their profile.
Preliminary AI Match Results: In the full mandate workflow, the platform may generate immediate AI-assisted match results based on the mandate and available profile evidence. These results are labelled as preliminary, assurance pending or assurance in progress while Boardtalent.ai review is pending or in progress.
Boardtalent.ai-reviewed results: Boardtalent.ai reviews the top customer-facing profiles for fit, evidence quality and consistency before results are marked Finalized or Updated. An Updated result may reflect an adjusted result set or rationale.
Profile plausibility and panel eligibility: Boardtalent.ai may compare candidate-provided professional information with limited publicly available professional or corporate sources, such as social media, public company-register information, data providers or similar sources, to support profile consistency, professional credibility, mandate relevance and trust in the platform. Where material inconsistencies, unsupported claims, unresolved conflicts of interest, misleading professional information or other visible concerns arise, Boardtalent.ai may limit visibility, place a profile on hold, suspend or remove a candidate profile from the active INED panel or the relevant match process. This is a profile-quality and platform-trust safeguard. It is not formal integrity screening, adverse-media screening, sanctions screening, AML/KYC checking, background screening or fit-and-proper clearance.
Premium membership may provide access to additional platform features, profile-support tools, development resources and limited preview visibility features. Premium membership, payment status or platform visibility features do not influence full mandate retrieval, the top candidate pool, AI ranking, fit bands, fit rationale, Boardtalent.ai assurance review, or finalized / updated results. Full mandate match results are based on mandate relevance and available professional profile evidence.
Boardtalent.ai does not make automatic appointment, rejection or final suitability decisions. In the ordinary operation of the platform, no decision producing legal effects or similarly significant effects on an individual is made solely by automated means by Boardtalent.ai. Matching outputs are intended to support professional review and judgment by Boardtalent.ai and/or the relevant Hiring Company. Final outreach, interview, selection and appointment decisions remain with the relevant Hiring Company.
If this operating model changes, we will provide any additional information and safeguards required by applicable law.
7. Sharing of Personal Data
We may share personal data with the following categories of recipients, as necessary for the purposes described above:
· relevant Hiring Companies, where an INED or candidate profile is presented, previewed, included in match results or introduced in connection with a mandate, subject to the applicable platform workflow and confidentiality / NDA acceptance where required;
· relevant INEDs, candidates or company contacts, where this is necessary for a potential introduction, mandate or engagement;
· technology and infrastructure providers, such as hosting, cloud, authentication, support, communications, payment, AI or analytics providers, acting on our instructions where appropriate;
· professional advisers, such as lawyers, accountants, auditors or insurers;
· external partners or consultants involved in delivering the service, where appropriate and subject to suitable safeguards;
· public authorities, regulators, courts, law-enforcement authorities or tax authorities, where required by law or necessary to protect our rights; and
· actual or potential investors, acquirers or transaction advisers in connection with a merger, financing, restructuring or sale, subject to appropriate confidentiality protections.
8. International Transfers
Some of our technology service providers and their authorized personnel may process personal data, or access it remotely, from countries outside the European Economic Area, including the United States. Where such processing involves an international transfer, we rely on a lawful transfer mechanism recognized under applicable data-protection law, such as an applicable adequacy decision or the European Commission’s Standard Contractual Clauses, together with supplementary measures where required. Further information about the safeguards applicable to such transfers may be obtained by contacting us.
9. Data Retention
We retain personal data only for as long as necessary for the purposes described in this Privacy Notice and in accordance with applicable law.
In particular:
· account, profile and profile-consistency data are generally retained while the account remains active and for a limited period afterwards to manage deactivation, reactivation requests, disputes, service integrity, panel quality and recordkeeping;
· we ask INEDs to confirm their profile information annually. If confirmation remains outstanding after reminders and a final 30-day notice, the profile may become Inactive, automatic renewal will stop, and the Account may be closed after a further 90 days. On closure, operational profile data are deleted or anonymized unless a limited record must be retained for legal, contractual, security or dispute purposes;
· audio and transient transcripts used in the optional voice-assisted profile workflow are configured for deletion. Profile content reviewed and accepted by the INED follows the account and profile retention periods described above;
· preview, mandate, match and assurance records are retained for the duration of the relevant search or relationship and for an additional period afterwards where needed for service evidence, quality assurance, dispute handling, contractual fee windows or compliance obligations;
· billing, accounting and tax records are retained for the period required by Luxembourg law, which may be up to 10 years;
· marketing records are retained until you opt out or, where based on consent, until consent is withdrawn, and otherwise for no longer than necessary, typically up to 3 years after the last meaningful interaction;
· technical logs and security records are retained for a limited period appropriate to security, troubleshooting and audit needs; and
Where retention periods cannot be fixed in advance, we determine them by reference to the nature of the data, the purpose of the processing, legal obligations, limitation periods, dispute risk, assurance needs and security requirements.
10. Your Rights
Subject to the conditions of applicable law, you have the right to:
· access your personal data;
· rectify inaccurate or incomplete data;
· request erasure of your personal data;
· request restriction of processing;
· object to processing based on legitimate interests;
· object at any time to processing for direct marketing;
· receive personal data you have provided to us in a structured, commonly used and machine-readable format, and request portability where applicable;
· withdraw your consent at any time where processing is based on consent, without affecting processing carried out before withdrawal; and
· lodge a complaint with a supervisory authority.
Candidates and INEDs may also contact us to correct profile information or raise a concern about inaccurate or misleading profile interpretation where it may affect matching or visibility, subject to applicable data protection rights and platform confidentiality requirements.
To exercise your rights, please contact us at contact@boardtalent.ai or the privacy contact stated above. We may request information reasonably necessary to verify your identity before responding to your request.
11. Cookies and Similar Technologies
We currently use only cookies and similar technologies that are necessary to operate and secure our website and platform, authenticate users, and remember settings or choices requested by the user.
We do not currently use cookies or similar technologies for analytics, advertising or social-media tracking.
If we introduce non-essential cookies or similar technologies, we will provide the required information and, where required, obtain your consent before using them. You will then be able to manage your choices through a cookie banner or related settings made available on the website.
12. Data Security
We implement appropriate technical and organizational measures designed to protect personal data against unauthorized access, disclosure, alteration, loss or destruction.
These measures may include encryption, access controls, authentication measures, logging, backup procedures, role-based permissions and vendor-management safeguards. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
13. Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect legal, operational or technical developments.
Where changes are material, we will provide appropriate notice, for example through the website, platform or by email where appropriate.
14. Contact and Supervisory Authority
If you have questions about this Privacy Notice, your personal data, or your rights, please contact:
Boardtalent.ai S.à r.l.-S
29 Boulevard Grande-Duchesse Charlotte
L-1331 Luxembourg
Grand Duchy of Luxembourg
Email: contact@boardtalent.ai
Privacy contact: contact@boardtalent.ai
You also have the right to lodge a complaint with the Luxembourg supervisory authority:
Commission Nationale pour la Protection des Données (CNPD)
15, Boulevard du Jazz
L-4370 Belvaux
Luxembourg
Website: www.cnpd.lu
Tel: +352 26 10 60 - 1
15. Language Availability
This Privacy Notice is made available in English.