Privacy Policy

Overview

Civic Scope ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service to access AI-powered summaries of local government meetings and decisions.

Information We Collect

Email Subscription Information

When you subscribe to our weekly digest, we collect your email address to deliver summaries of local government activities. This is the primary personal information we collect.

Public Meeting Data

We process publicly available information from local government meetings, including:

• Meeting agendas and minutes
• Public documents and attachments
• Roll call vote records, including elected officials' names - These are public records and we explicitly store and display this information as part of our transparency mission
• Meeting transcripts and recordings (when publicly available)
• Voting records and decisions

Technical Information

We automatically collect certain technical information to improve our service:

• Usage analytics and performance metrics
• Error logs and system diagnostics (with PII automatically redacted)
• IP addresses for security and rate limiting purposes

How We Use Your Information

• To deliver weekly email digests of local government activities
• To process and summarize public meeting information
• To maintain and improve our service reliability
• To comply with legal obligations
• To protect against fraud and abuse

Data Protection and PII Hygiene

We implement strong data protection measures:

• Automatic PII Redaction: Our logging systems automatically redact email addresses, phone numbers, and other personally identifiable information from system logs
• Secure Storage: All data is encrypted in transit and at rest
• Access Controls: Strict access controls limit who can view personal information
• Data Minimization: We only collect and retain data necessary for our service

Public Information Disclosure

Roll Call Names and Public Records: We explicitly collect, store, and display the names of elected officials in connection with their voting records and public statements. This information is:

• Already part of the public record
• Essential for government transparency and accountability
• Displayed in our summaries and briefs to inform citizens about their representatives' actions
• Not considered private or confidential information

Email Communications and Unsubscribe Rights

We respect your communication preferences:

• You can unsubscribe from our emails at any time using the unsubscribe link in every email
• We honor unsubscribe requests within 10 business days as required by CAN-SPAM
• We do not sell, rent, or share your email address with third parties for marketing purposes
• We maintain suppression lists to ensure unsubscribed users don't receive future emails

Data Sharing and Third Parties

We do not sell your personal information. We may share information only in these limited circumstances:

• With service providers who help us operate our platform (under strict confidentiality agreements)
• When required by law or to protect our legal rights
• In connection with a business transfer (with notice to users)
• With your explicit consent

Data Retention

We retain information for as long as necessary to provide our services:

• Email addresses: Until you unsubscribe or request deletion
• Public meeting data: Indefinitely, as these are historical public records
• System logs: 90 days (with PII automatically redacted)
• Analytics data: 2 years in aggregated, anonymized form

Your Rights

You have the following rights regarding your personal information:

• Access: Request a copy of your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Unsubscribe: Opt out of email communications at any time
• Portability: Request your data in a portable format

Security

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit and at rest
• Regular security audits and monitoring
• Access controls and authentication
• Automatic PII redaction in logs and diagnostics

Children's Privacy

Our service is not directed to children under 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will delete it promptly.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of our service after such changes constitutes acceptance of the new policy.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at: