Privacy notice

Last updated 2 November 2026

Who we are

Nimbo Minutes is run by NIMBOSOFT LTD (company no. 17482585, England and Wales). Contact: info@nimbosoft.co.uk.

Councils’ records

Each council is the controller of the personal data in its meetings, minutes and registers (for example councillors’ names, contact details, attendance and interests). We process it only on the council’s instructions, under our data processing agreement. Questions about that data, including requests to see it, go to the council’s Clerk.

Accounts and billing

We are the controller for the details of the people who sign in (name, email) and for billing. We use them to run the service, send sign-in links and reminders, and take payment. Lawful basis: contract, and our legitimate interest in running and securing the service.

Who else sees it

• Hostinger: our server and email (UK).
• Stripe: card payments and invoices.
• Anthropic: only if the council allows AI help, and only the text the clerk chooses to tidy, an agenda they upload to be read, or published minutes for a newsletter summary. Confidential items are never sent. Anthropic processes it in the United States under the UK International Data Transfer Addendum, and doesn’t use it to train its models.

How long

Council records are kept while the council uses Nimbo Minutes. Signed minutes are a permanent record, so if a council leaves, its public archive stays up unless it asks us to delete everything, which we do within 30 days after it has downloaded a copy. Backups are kept for up to 30 days.

Cookies

One cookie keeps you signed in. No tracking or advertising cookies.

Your rights

You can ask to see, correct or delete your data, or object to how we use it. If you’re unhappy, you can complain to the Information Commissioner’s Office (ico.org.uk).