1. Overview
MinuteSmith may send Application-to-Person (A2P) SMS messages to notify board members about upcoming meetings, minutes approvals, and other critical board information. This policy explains our SMS practices and your rights.
2. Consent Requirements (TCPA Compliance)
We comply with the Telephone Consumer Protection Act (TCPA) and require explicit opt-in consent before sending any SMS messages. Specifically:
- Prior Express Written Consent: You must affirmatively opt-in to receive SMS notifications
- Clear Disclosures: We will disclose the types of messages you'll receive, frequency, and carrier charges
- Non-Marketing Use: SMS messages are for critical board notifications only (meeting reminders, approval requests, minutes delivery)
- No Consent = No SMS: If you do not opt-in, you will not receive any SMS messages
3. Types of SMS Messages
If you opt-in to SMS notifications, you may receive transactional messages in these categories:
- Meeting reminders: approximately 24 hours before scheduled board meetings
- Minutes review / approval reminders: when meeting minutes are sent for your review or are awaiting your approval
- Action item reminders: reminders for action items assigned to you, including upcoming and overdue items
- Urgent board notices: time-sensitive board information such as cancellations or rescheduled meetings
- Account updates: security alerts, password reset notices, and other account-related notifications
SMS is used only for the categories above. We do NOT use SMS for marketing, promotional content, or unsolicited messages. A board owner adding your phone number does not authorize SMS to you — you must directly opt in yourself.
4. Message Frequency
Message frequency depends on your board's activity level:
- Typical boards: 2-4 messages per month
- Active boards: 5-10 messages per month
- Emergency notices: May vary based on board events
5. Opting Out
You can opt-out of SMS notifications at any time:
- In-Dashboard: Visit Settings → Notifications and toggle SMS off
- Reply to SMS: Reply "STOP" to any SMS message to unsubscribe
- Contact Us: Email [email protected] to request removal
Replying STOP takes effect immediately: Twilio (our SMS provider) blocks further outbound to your number at the carrier layer, and our application records the opt-out instantly via an inbound webhook so no further sends are even attempted. Email opt-out requests are processed within 24 hours. If you opt out and later want to re-enable SMS, you must opt in again through the dashboard so we can record fresh consent.
6. Carrier Charges
Standard SMS rates may apply. MinuteSmith does not charge for SMS messages, but your mobile carrier may charge for sending/receiving SMS based on your plan. Please check with your carrier for details.
7. Message Content & Privacy
All SMS messages:
- Contain only essential information (no promotional content)
- Are encrypted in transit (HTTPS to our API)
- Are not stored longer than necessary
- Include clear identification: "MinuteSmith"
- Provide unsubscribe instructions
8. Data Security
Phone numbers provided for SMS are:
- Stored securely in our encrypted database
- Never sold or shared with third parties
- Used solely for delivering SMS notifications
- Protected under our Privacy Policy data retention policy
9. SMS Service Provider
We use Twilio for A2P SMS delivery. Twilio is a carrier-approved SMS provider and maintains compliance with TCPA, GDPR, and industry standards. See Twilio's privacy policy at twilio.com/en-us/legal/privacy.
10. Text "HELP" for Help
You can text "HELP" to any MinuteSmith SMS to receive more information about our SMS services and opt-out instructions.
11. Complaints & Support
If you have complaints about our SMS practices or need support:
- Email: [email protected]
- Response time: 24 business hours
- Include: Your phone number, board name, and nature of complaint
12. Legal Compliance
MinuteSmith SMS practices comply with:
- TCPA (Telephone Consumer Protection Act): Requires prior express written consent
- GDPR: SMS is considered personal data; encrypted and subject to retention limits
- CCPA: You have rights to access, delete, and opt-out of SMS data sharing
- State Laws: Comply with all state SMS/telephony regulations
- Carrier Requirements: Twilio maintains A2P registration with all major US carriers
13. Changes to This Policy
We may update this policy. Changes will be posted here with an updated "Last updated" date. Continued use of SMS notifications constitutes acceptance of the updated policy.
14. Contact Us
For questions about our SMS practices: