Privacy

1. Who we are

GovernCore is a platform for boards, risk, compliance and internal audit, run by Nei Shot WebX Solutions CC, a close corporation registered in Namibia under CC/2025/02042 ("Nei Shot", "we", "us").

2. What this covers

This notice covers personal information about people who use GovernCore, people named in the records organisations keep in it, people who answer an auditor's request by link, people who make a speak-up report, and visitors to this website. For the records an organisation keeps, that organisation is responsible for them and we process them on its behalf; its own privacy notice applies too.

3. What we collect

3.1 Your account

Your name, work email, the roles and business unit your organisation gives you, and, if you add it, a mobile number for WhatsApp or SMS alerts. Your password is kept only as a one-way hash.

3.2 What you and your colleagues record

Board papers, minutes, votes and signatures, declarations of interest and gifts, risks, controls, obligations, policies and attestations, audit files, findings, legal matters, complaints and anything else your organisation keeps in GovernCore. Some of it names people.

3.3 Sign-in and security

When you sign in: the time, your IP address and browser. We also keep failed attempts and the sessions open on your account. Significant actions are written to your organisation's audit log with the person who took them.

3.4 Meetings

When your organisation sends the note taker to an online meeting, the meeting is recorded and transcribed, with the names of the speakers, so that draft minutes can be prepared.

3.5 Speak-up reports

What the reporter writes. We do not record the reporter's address, device or browser with a report. Contact details are kept only if the reporter chooses to give them.

3.6 This website

What you send through the demo request form: name, work email, organisation, phone and message.

3.7 What we do not collect

We do not use advertising or tracking cookies, analytics scripts or social media pixels, and we do not buy information about you from anyone.

4. How we use it

• To provide GovernCore to your organisation: show records to the people allowed to see them, send the notices and reminders it asks for, and keep its audit log. This is the agreement with your organisation.
• To keep accounts safe: lock an account after repeated wrong passwords, and tell you of a sign-in from a new browser. This is our legitimate interest and your organisation's.
• To answer a demo request and follow up the conversation. You asked us to.
• To meet a legal obligation, if one applies.

We do not use your organisation's records for any purpose of our own.

5. Who we share it with

Only the services that help run GovernCore, each for its task, all named with what they receive and where in the data policy: hosting, email delivery, the assistant, the meeting note taker and alerts. And anyone the law obliges us to tell, after checking the demand is lawful and telling your organisation unless the law forbids it.

6. Outside Namibia

GovernCore's servers are in the United States, email is delivered from the European Union, and the assistant and note taker run in the United States. We use providers bound by contract to protect the information and to use it only for us. The data processing terms has the detail.

7. How long we keep it

Your organisation's records are kept while it uses GovernCore, unless it deletes them sooner or sets shorter retention periods; after it leaves they are exported on request and deleted within 90 days. The audit log is kept for as long as the organisation's account. Demo requests are kept for two years from the last contact. The full schedule is in the data policy.

8. Your rights

You may ask for a copy of the personal information held about you, have it corrected or deleted where it is no longer needed, object to how it is used, and complain to a data protection authority where one has power over the processing. For records your organisation keeps, ask your organisation first; we help it answer. You can download what GovernCore holds about your own account from Your account. Otherwise write to hello@neishot.com; we answer within 30 days.

9. How we protect it

Encryption in transit and at rest, a separate key for each organisation's files, access by role and by record, an audit log sealed in a chain, account lockout, and new-browser alerts. More in Security. If personal information is lost or reached without authority, we tell the organisations affected without undue delay, and within 72 hours of confirming it.

10. Cookies

Two, both needed for GovernCore to work: a session cookie that keeps you signed in, and a security token that protects forms. Nothing else is set, so there is nothing to opt out of. If you keep board packs on a device for reading offline, they are stored in that browser, encrypted under your PIN.

11. Automated drafting

The assistant drafts minutes, summaries, findings and other text from the record when someone asks it to. Every draft is for a person to read, change and adopt; GovernCore makes no decision about anyone by automated means.

12. Children

GovernCore is for organisations and their people. It is not meant for children, and we do not knowingly collect their information.

13. Changes to this notice

The date at the top shows when this notice last changed. When we change it in a way that matters, we tell organisations 14 days ahead.

14. Contact

Nei Shot WebX Solutions CC, Namibia. Email hello@neishot.com.