Privacy Policy

1. Scope and roles

This Privacy Policy applies to CivicOps LLC (“CivicOps,” “we,” “us,” or “our”) and information handled through our public website, product demonstrations, trial and subscription service, support interactions, and related communications.

Municipalities and other public-sector organizations that subscribe to CivicOps are our “Customers.” Customer administrators decide who may use their workspace and what operational information is entered. For personal information contained in a Customer workspace (“Customer Data”), the Customer generally determines why the information is processed and CivicOps processes it to provide the service and follow the Customer’s instructions.

If your information appears in municipal records managed through CivicOps, contact that municipality first. Its public-record, retention, and privacy obligations may control how your request is handled. If this policy conflicts with a signed customer agreement, the customer agreement controls for that Customer.

2. Information we collect

Depending on how you interact with CivicOps, we may collect:

• Account and contact information: name, work email, password hash, role, municipality, state, and account preferences.
• Workspace and Customer Data: agenda items, packets, minutes, motions, votes, social media drafts and archived activity, newsletter content, notes, due dates, approval history, and other content authorized users submit.
• Resident subscriber information: email address, name when requested, newsletter topics, signup source, consent history, delivery status, and unsubscribe preferences submitted through CivicOps-hosted or embedded forms.
• Service activity: sign-in activity, solution access, changes made in a workspace, audit events, and support history.
• Device and connection information: IP address, browser type, device type, operating system, referring page, and diagnostic or security logs.
• Communications: questions, feedback, implementation details, and information included in email or support requests.
• Commercial and billing information: selected solutions, trial and subscription status, transaction identifiers, invoices, billing contacts, and limited payment-method details such as card brand and last four digits. Stripe collects and processes full payment-card details in its hosted checkout; CivicOps does not store full card numbers or security codes.

3. How we collect information

We receive information directly from you, from a Customer administrator who creates or manages your access, from residents who use a newsletter signup form, automatically from your browser or device when you use the service, and from social networks, WordPress, email delivery providers, or other integrations a Customer chooses to connect. We may also receive business contact information from public sources or partners when evaluating a potential municipal relationship.

4. How we use information

We use information to:

• provide, authenticate, maintain, and support CivicOps;
• create and administer municipality-scoped workspaces and solutions;
• respond to support, implementation, security, and billing requests;
• monitor reliability, prevent fraud or misuse, and protect Customers and the service;
• debug, measure, and improve product performance and accessibility;
• send service notices and, where permitted, product or educational communications;
• comply with law, enforce agreements, and establish or defend legal claims; and
• create aggregated or de-identified insights that do not reasonably identify a person or Customer.

We do not use Customer Data for third-party advertising, and we do not sell Customer Data.

5. Cookies and analytics

CivicOps uses a strictly necessary session cookie to keep authorized users signed in and protect their account. We may use limited first-party measurements and diagnostic technologies to understand site performance and detect abuse. CivicOps does not currently use cross-site behavioral advertising trackers. If our practices materially change, we will update this policy and provide consent choices where required.

6. How we disclose information

We may disclose information:

• to the Customer and its authorized administrators and users;
• to hosting, security, email, support, analytics, payment-processing providers such as Stripe, and other vendors that process information for CivicOps under contractual restrictions;
• to social networks, email delivery providers, WordPress, or another integration provider when a Customer directs us to connect or publish through that service;
• when reasonably necessary to comply with law, legal process, public-authority requests, or to protect rights, safety, and service integrity;
• in connection with a merger, financing, acquisition, reorganization, or sale of assets, subject to appropriate confidentiality protections; or
• with your or the Customer’s direction or consent.

We do not sell personal information or share it for cross-context behavioral advertising.

7. Retention and deletion

We retain account information and Customer Data for as long as needed to provide the service, satisfy the applicable customer agreement, meet legal obligations, resolve disputes, and protect the service. Security logs, audit records, and backup copies may be retained for a limited period after other data is deleted.

Customer agreements may establish specific return, export, deletion, legal-hold, and backup schedules. A Customer may also need to retain agendas, minutes, social media activity, subscriber records, or other information under public-records or records-management law. We will not delete Customer Data contrary to a valid retention instruction or legal requirement.

8. Security

We use administrative, technical, and organizational safeguards designed to protect information, including municipality-level data separation, role-based access, password hashing, protected sessions, audit events, and encrypted network connections. No system can guarantee absolute security. Customers are responsible for choosing authorized users, protecting credentials, reviewing access, and promptly reporting suspected misuse.

9. Your choices and rights

You may ask to access, correct, or delete personal information that CivicOps controls, subject to identity verification and applicable exceptions. Authorized users can ask their Customer administrator to update workspace account details. Requests concerning Customer Data should be directed to the relevant municipality, and we will assist that Customer as required by contract or law.

You may unsubscribe from optional marketing email using the link in the message. Service, security, and account notices are necessary to operate CivicOps and may continue while an account is active.

To submit a privacy request, email privacy@civicops.com. We will not discriminate against you for exercising a right provided by applicable privacy law.

10. Children’s privacy

CivicOps is a business and government service and is not directed to children under 13. We do not knowingly create accounts for children or collect personal information directly from them. A Customer should not enter information about minors unless it has lawful authority, a documented municipal purpose, and any required safeguards. Contact us if you believe a child provided information directly to CivicOps.

11. Municipal and sensitive records

Customer Data may be a public record and may be disclosed by a municipality under applicable law. CivicOps does not decide whether a municipal record is exempt from disclosure. Customers remain responsible for classification, notice, retention, legal review, and responses to public-record requests.

Residents should understand that information submitted to a municipality, including newsletter signup information and social media interactions, may be subject to that municipality’s public-records and retention obligations. The Customer determines the notices presented on its signup forms and the lawful basis for its communications.

Unless CivicOps expressly approves the use in a signed agreement, the service must not be used for emergency dispatch, 911 operations, criminal justice information, protected health information, payment card data, or other information requiring specialized regulatory controls.

Links, Stripe-hosted billing pages, and Customer-enabled integrations may be governed by third-party privacy practices. The current Service is operated from the United States and is not offered for data that must remain outside the United States.

12. Changes and contact

We may update this policy as CivicOps evolves. We will post the revised policy with a new effective date and provide additional notice when required. Continued use after an update means the revised policy applies to future use, subject to any customer agreement.

Questions or requests may be sent to privacy@civicops.com. General service questions may be sent to hello@civicops.com.

See also our Terms and Conditions.