Privacy Policy

Last updated: December 10, 2025

1. Introduction

CivicIndex ("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 civic engagement platform and services.

By using CivicIndex, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

  • Account Information: When you create an account, we collect your email address, name, and password.
  • Authentication Data: If you sign in with Google, we receive your email address, name, and profile picture from Google.
  • Contact Information: When you contact us or submit a demo request, we collect your name, email, municipality/organization, and message content.

2.2 Information Collected Automatically

  • Usage Data: We collect information about how you interact with our platform, including search queries, pages visited, and features used.
  • Device Information: We may collect information about your device, including browser type, operating system, and IP address.
  • Cookies: We use essential cookies for authentication and session management.

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our services
  • Authenticate users and manage accounts
  • Process and respond to your inquiries and demo requests
  • Send service-related communications (with your consent for marketing emails)
  • Analyze usage patterns to improve user experience
  • Ensure security and prevent fraud
  • Comply with legal obligations

4. Data Sharing and Third Parties

We do not sell your personal information. We may share data with the following third parties who help us operate our service:

  • Supabase: Database and authentication services (data stored securely in the US)
  • OpenAI: AI processing for question answering (queries are processed but not stored for training)
  • Vercel: Hosting and infrastructure services
  • Google: Authentication services (if you choose to sign in with Google)
  • Resend: Email delivery services

We require all third-party service providers to respect the security of your data and treat it in accordance with applicable law.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

  • Encryption of data in transit (HTTPS/TLS)
  • Encryption of data at rest
  • Secure authentication with hashed passwords
  • Row-level security to isolate tenant data
  • Regular security reviews and updates

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you services. You can request deletion of your account and associated data at any time by contacting us. We may retain certain information as required by law or for legitimate business purposes.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

  • Access: Request a copy of the personal data we hold about you
  • Correction: Request correction of inaccurate personal data
  • Deletion: Request deletion of your personal data
  • Portability: Request transfer of your data in a machine-readable format
  • Opt-out: Unsubscribe from marketing communications at any time

To exercise any of these rights, please contact us at privacy@civicindex.io

8. Municipal and Government Data

CivicIndex processes publicly available government meeting recordings, transcripts, and documents. This civic data is sourced from public records and is processed to make it more accessible to residents. We do not collect private government data or internal communications.

9. Children's Privacy

Our services are not directed to individuals under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal data from a child under 13, we will take steps to delete that information.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.

11. Contact Us

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