Harborleaf Meeting Privacy Policy
Harborleaf Meeting is an upcoming local-first Windows application for managing board and committee meetings, tracking motions and votes, and exporting certified PDF minutes. The application is designed to process and store meeting deliberations, agendas, participant rosters, and action items locally unless you explicitly export or sync them through external services.
Local Data Storage & Processing
Harborleaf Meeting is designed to store organization details, meeting schedules, agendas, discussion notes, roll-call records, motions, votes, and action items locally in an embedded SQLite database named harborleaf_meetings.db within your device's local application data directory.
No user account or login is planned, and this data is not designed to be transmitted to Horizon Tech Services servers.
Information Stored on the Device
Harborleaf Meeting may store the following information locally:
- Organization profile information, custom minutes headers and footers, and logos
- People directory entries, including names, roles, titles, emails, and affiliations
- Meeting agendas, timed agenda items, and motion records
- Roll calls, attendance logs, and individual voting records
- Cross-meeting action items, assignees, due dates, and status
- Generated PDF minutes saved to user-selected export paths
- Local database backup files with the
.hlmbackupextension created manually by the user
PDF Generation & Document Handling
Meeting-minutes PDFs are planned to be compiled entirely on the device using built-in document-rendering libraries. Meeting transcripts and deliberative records are not designed to be sent to cloud conversion services.
External Storage, Cloud Sync & Backups
Any .hlmbackup backups or PDF minutes saved to a cloud-synchronized folder such as Microsoft OneDrive, Google Drive, or Dropbox will be governed by that provider's privacy policy and account settings.
Analytics, Telemetry & Advertising
Harborleaf Meeting is designed to contain no third-party advertising or user tracking, and Horizon Tech Services does not sell or share personal or organizational information. Microsoft may collect basic installation or crash telemetry when that collection is enabled in your Windows settings.
Data Retention & User Control
Users will retain ownership and control of their data. Planned controls include creating and restoring backup files and erasing stored data through an in-app database reset option or by deleting the local database file through Windows File Explorer.
Security Best Practices
Protect sensitive board deliberations and confidential executive-session minutes with a strong Windows account password, BitLocker drive encryption, and secure local backups.
Children's Privacy
Harborleaf Meeting is designed for professional, governance, and organizational productivity and is not directed to children under 13.
Contact Information
Submit privacy inquiries through the Horizon Tech Services inquiry form, select Other, and begin the message with Harborleaf Meeting privacy request.