Legal
Terms and Conditions
The rules for accessing the CivicOps website, starting a trial, purchasing solutions, and using CivicOps services.
Effective August 19, 2026. These Terms govern the public website, self-service trial, and monthly subscriptions unless a signed customer agreement says otherwise. A signed agreement may establish different pricing, service levels, procurement terms, or data-processing commitments.
1. Acceptance and scope
These Terms and Conditions (“Terms”) are an agreement between CivicOps LLC (“CivicOps,” “we,” “us,” or “our”) and each person or organization that visits our website, requests access, or uses the CivicOps service (“you”). By using CivicOps, you agree to these Terms and our Privacy Policy. If you do not agree, do not use the website or service.
The “Service” includes the CivicOps website, municipality workspaces, solutions, applications, documentation, and related support. These Terms apply only to the extent a signed order, master services agreement, data-processing addendum, or other customer agreement does not address the same subject.
3. Accounts and security
You must provide accurate account information, keep it current, protect credentials, and promptly notify CivicOps of suspected unauthorized access. Accounts are assigned to individuals and may not be shared. Customer administrators are responsible for approving users, assigning appropriate roles, removing access when it is no longer needed, and reviewing activity within their municipality’s workspace.
You are responsible for activity performed through your account unless caused by CivicOps’s breach of an applicable written obligation. We may require a password reset, additional verification, or other reasonable security action.
4. Permitted use
Subject to these Terms and any customer agreement, CivicOps grants authorized users a limited, non-exclusive, non-transferable, revocable right to access and use the Service for the Customer’s internal municipal or public-sector operations. No ownership rights are transferred.
You may not resell, sublicense, lease, commercially exploit, or provide the Service to an unrelated third party unless CivicOps agrees in writing.
5. Customer content and municipal records
Customers retain ownership of information, files, text, records, and other materials their users submit to the Service (“Customer Content”). The Customer grants CivicOps a limited right to host, copy, transmit, display, and otherwise process Customer Content only as necessary to provide, secure, support, and improve the Service, comply with law, and carry out the customer agreement.
The Customer is responsible for the accuracy, legality, classification, accessibility, retention, disclosure, and permitted use of Customer Content. Customer Content may constitute a public record. CivicOps does not determine whether a record is subject to disclosure or exempt under public-records law, and the Customer remains responsible for responding to records requests and legal holds.
For newsletters and other resident communications, the Customer is responsible for providing required notices, maintaining appropriate signup and consent records, honoring unsubscribe requests, using accurate sender information, and complying with applicable communications law and municipal policy. For social media archiving, the Customer remains responsible for selecting retention schedules, placing legal holds, and determining what must be produced in response to a records request.
You represent that the Customer has the rights and lawful authority needed to submit and process Customer Content through CivicOps.
6. Acceptable use
You may not use CivicOps to:
- violate law, another person’s rights, or a Customer policy that applies to you;
- upload malicious code, disrupt the Service, probe for vulnerabilities, or bypass access controls;
- access another Customer’s data or impersonate a person or organization;
- send unlawful, deceptive, abusive, discriminatory, or unsolicited communications;
- copy, modify, reverse engineer, or create derivative works from the Service except where law expressly permits;
- use automated scraping, crawling, bulk extraction, or similar tools without written permission;
- use CivicOps content or output to train a general-purpose machine-learning model without written permission;
- remove proprietary notices or misrepresent CivicOps as your own product; or
- help another person do any of the above.
7. Sensitive and emergency use
CivicOps is an administrative operations and communications platform. It is not an emergency service and must not be relied upon for 911, emergency dispatch, public-safety response, life-safety monitoring, or any situation in which delay or failure could cause injury or significant property damage.
Unless expressly approved in a signed agreement, do not submit criminal justice information, protected health information, payment card data, Social Security numbers, biometric identifiers, export-controlled information, or other data requiring specialized regulatory controls.
8. Third-party services and links
The Service may link to or interoperate with third-party products. A Customer’s use of a third-party product is governed by that provider’s terms and privacy practices. CivicOps is not responsible for third-party content, availability, security, or changes. Enabling an integration authorizes CivicOps to exchange information with that provider as directed by the Customer.
Social networks and email providers may limit available features, change their APIs, reject content, delay delivery, or suspend an account under their own rules. CivicOps does not guarantee delivery, reach, engagement, or the continued availability of a particular third-party integration.
9. CivicOps ownership and feedback
CivicOps and its licensors own the Service, software, workflows, visual design, documentation, trademarks, and other materials we provide, excluding Customer Content. All rights not expressly granted are reserved. “CivicOps” and associated branding may not be used without written permission.
If you provide suggestions or feedback, you grant CivicOps a perpetual, worldwide, royalty-free right to use it without restriction or compensation, provided we do not identify you or disclose confidential Customer information without permission.
10. Trials, subscriptions, and payment
Self-service subscriptions begin with a 14-day free trial when you complete Stripe Checkout. A valid payment method is required, but no subscription fee is charged at signup. Pricing may vary by population tier, selected solutions, and bundle eligibility. Unless you cancel before the trial ends, Stripe will automatically bill the payment method at the monthly price shown at checkout, plus applicable taxes. Any annual figure shown before checkout is the 12-month equivalent of monthly billing unless an order expressly states otherwise. The subscription then renews monthly until canceled.
You authorize CivicOps and its payment processor, Stripe, to charge the payment method for recurring subscription fees, approved solution additions, taxes, and other amounts displayed and accepted at checkout. You must keep billing information current. Stripe’s services are also governed by its applicable terms and privacy policy.
You may add solutions through the authenticated customer portal. Added solutions are billed at the price and timing shown in Stripe Checkout and become available after Stripe confirms the subscription. You may manage payment details or cancel through the billing portal. Cancellation takes effect according to the timing shown there; fees already paid are non-refundable except where law or a signed customer agreement requires otherwise.
We may change prices prospectively with notice required by law. Price changes do not alter amounts already accepted for a current billing period. A signed order or customer agreement may replace these self-service billing terms.
11. Availability and service changes
We work to keep CivicOps available and reliable, but the website and Service may be interrupted for maintenance, security, infrastructure failure, or circumstances beyond our reasonable control. Unless a signed agreement includes a service level, CivicOps does not promise uninterrupted or error-free availability.
We may add, remove, or change trial features and may set reasonable technical or usage limits. We will avoid materially reducing paid functionality during an active subscription except as allowed by the customer agreement or required for security, law, or third-party platform changes.
12. Suspension and termination
You may stop using the public website or cancel a subscription at any time, subject to the billing terms above. CivicOps may suspend or terminate access when reasonably necessary to address a security risk, unlawful use, material breach, failed payment, harm to another Customer, or a legal requirement. When practical, we will provide notice and an opportunity to cure.
After termination, access ends and Customer Content is handled under the applicable customer agreement and our Privacy Policy. Provisions that by their nature should survive—including ownership, disclaimers, liability limits, and general legal terms—remain effective.
13. Disclaimers
To the maximum extent permitted by law, the public website, trial, and Service are provided “as is” and “as available.” CivicOps disclaims implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. CivicOps does not warrant that the Service will be uninterrupted, error-free, or suitable for a Customer’s legal, records-management, accessibility, procurement, or regulatory obligations.
CivicOps does not provide legal advice. Customers should consult their own counsel and records officials about municipal requirements. Some jurisdictions do not allow certain warranty exclusions, so portions of this section may not apply.
14. Limitation of liability
To the maximum extent permitted by law, neither party will be liable under these Terms for indirect, incidental, special, exemplary, punitive, or consequential damages, or for lost profits, revenues, goodwill, or data, even if advised that such damages are possible.
For claims governed only by these Terms, CivicOps’s total liability will not exceed the greater of the amount paid to CivicOps for the Service during the 12 months before the event giving rise to the claim or $100. A signed customer agreement may establish a different allocation of risk. These limitations do not apply where prohibited by law or to liability that cannot lawfully be limited.
15. General terms
To the extent permitted by applicable law, you are responsible for third-party claims arising from your unlawful use of CivicOps, your violation of another person’s rights, or Customer Content submitted without required authority. This does not require a public entity to assume an obligation it is legally prohibited from accepting.
For use not governed by a customer agreement, these Terms are governed by applicable United States federal law and the laws of the state where CivicOps maintains its principal office, without regard to conflict-of-law rules. The customer agreement controls governing law and venue for Customer disputes.
You may not assign these Terms without our written consent; CivicOps may assign them in connection with a merger, reorganization, or sale of substantially all relevant assets. A failure to enforce a provision is not a waiver. If a provision is unenforceable, it will be narrowed to the minimum extent necessary and the remaining provisions continue. These Terms and incorporated policies are the entire agreement governing website, trial, and subscription use absent a signed customer agreement.
16. Changes and contact
We may revise these Terms as CivicOps changes. The updated version will show a new effective date, and we will provide additional notice when required. Changes apply prospectively. Continued use after the effective date constitutes acceptance, subject to any customer agreement.
Questions about these Terms may be sent to hello@civicops.com. Privacy questions may be sent to privacy@civicops.com.