Data policy
Updated 16 October 2026
In short. Your organisation decides what goes into GovernCore and who sees it; Nei Shot runs the service on its behalf. Records are kept on servers in the United States, files are encrypted with a key for your organisation alone, and the few services that help run GovernCore are named below. This page is the plain account of it, written to be checked; the privacy notice and the data processing terms say the same in their own form.
Who is responsible for what
| Who | Role | For |
|---|---|---|
| Your organisation | Controller | Everything it puts into GovernCore: board papers and minutes, registers, audit files, the people it adds, speak-up reports and privacy requests it receives. |
| Nei Shot WebX Solutions CC (CC/2025/02042), Namibia | Processor | Keeping and serving your organisation's records, on its instructions only. |
| Nei Shot WebX Solutions CC | Controller | Its own records about running the service: who each account belongs to, sign-in security, demo requests from this website, and billing. |
What GovernCore holds
| Kind | Examples | Where it comes from |
|---|---|---|
| Account | Name, work email, optional mobile number for alerts, roles, business unit, a hashed password | Your organisation's administrator, or you |
| Sign-in and security | Time of sign-in, IP address and browser, failed attempts, the sessions open on your account | Recorded when you use GovernCore |
| Board records | Meetings, packs, papers, notes on papers, minutes, resolutions, votes and signatures, declarations of interest, gifts, director skills | Your organisation's people |
| Risk, compliance and audit | Registers, controls and tests, evidence, findings, information requests and answers, legal matters, complaints, suppliers' details and certificates | Your organisation's people, and people they ask to answer by link |
| Meetings recorded by the note taker | The recording's transcript, who spoke, the draft minutes made from it | The meeting, only when your organisation sends the note taker |
| Speak-up reports | What the reporter wrote, and contact details only if they chose to give them. No address, device or browser is recorded with a report | The reporter |
| Privacy requests and breaches | Requests your organisation receives under data protection law and how they were answered | Your organisation |
| Demo requests | Name, work email, organisation, phone and message | The form on this website |
| Technical | A session cookie and a security token cookie, both needed to sign in. No advertising or tracking cookies, and no analytics scripts | Your browser |
GovernCore does not ask for identity numbers, bank details or health information. If your organisation records them in a register, they are held like any other record it keeps.
Who else processes it, and where
These services help run GovernCore. Each receives only what its task needs. Nei Shot does not sell personal information and does not share it with advertisers or data brokers.
| Service | What for | What it receives | Where |
|---|---|---|---|
| DigitalOcean, LLC | The servers, database and file storage GovernCore runs on | Everything GovernCore holds; files are encrypted before they are stored | San Francisco data centre, United States |
| Brevo (Sendinblue SAS) | Delivering GovernCore's emails | Your name and email, and the email's content: notices, reminders, invitations | European Union |
| OpenRouter, Inc., and the model it routes to (at present Google's Gemini) | The assistant: drafts, summaries, answers from the record | The text needed for the task you asked for, when you ask. Nothing is sent when your organisation has the assistant switched off | United States |
| Recall.ai | The meeting note taker: joining the online meeting, recording and transcribing it | The meeting's audio and the names shown in it | United States |
| Tuma, Nei Shot's messaging service | WhatsApp and SMS alerts, for people who ask for them | Your mobile number and a short alert | Nei Shot's servers; delivered through WhatsApp and mobile networks |
When your organisation connects its own Microsoft 365 or Zoom account, for sign-in or for meeting links, those services act for your organisation under its own agreement with them.
Records leave Namibia because the servers are in the United States. The data processing terms sets out the safeguards. Before a new service is added to this list, organisations are told 14 days ahead and may object.
How long it is kept
| Kind | Kept for | Why |
|---|---|---|
| Your organisation's records | For as long as your organisation uses GovernCore, unless it deletes them sooner. Your organisation can set shorter periods for assistant drafts, recordings and transcripts, closed speak-up cases and closed privacy requests under Settings, Retention | Board and audit records are the organisation's record; it decides |
| The audit log | For as long as the organisation's account exists. Entries are sealed in a chain and are never edited or removed one by one | So that any change can be shown |
| After an organisation leaves | Exported on request, then deleted within 90 days | Time to collect a full copy |
| Sign-in sessions | Ended after two hours without use | Security |
| Demo requests | Two years from the last contact | To follow up the conversation |
Using your rights
You may ask what personal information is held about you, have it corrected, have it deleted where it is no longer needed, and object to how it is used. How you do it depends on whose record it is:
- A record your organisation keeps, such as minutes, a register or an audit file: ask your organisation, normally its company secretary or compliance officer. Nei Shot helps it answer.
- Your own account: correct your name and number under Your account. Download a copy of what GovernCore holds about you from the same page.
- Anything else, or if you are not satisfied: write to hello@neishot.com. Nei Shot answers within 30 days.
How it is protected
- Every connection is encrypted in transit.
- Every file is encrypted at rest with AES-256-GCM, under a key that belongs to its organisation alone.
- Every query is held to the organisation it was made in, and checked by automated tests.
- Roles say what a person may do, and record-level rules say which records: a director sees their committees' papers, a manager sees only the findings addressed to them, a privileged legal matter only the legal circle.
- Passwords are stored as one-way hashes. After repeated wrong passwords an account is locked for a time, and a sign-in from a new browser is emailed to its owner.
- Organisations that sign in with Microsoft 365 apply their own Microsoft sign-in rules, including multi-factor sign-in.
- The audit log is append only and sealed in a chain; anyone with access can verify it from the audit log page.
- Board packs kept for offline reading are encrypted on the device under a PIN and can be wiped from a distance.
If personal information in GovernCore is lost, disclosed or reached without authority, Nei Shot tells the organisations affected without undue delay, and within 72 hours of confirming it. More in Security.
Contact
Nei Shot WebX Solutions CC, registered in Namibia under CC/2025/02042. Email hello@neishot.com.