Privacy Policy

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Effective Date: 09/21/25

The Civic Record (“The Civic Record,” “we,” “our,” or “us”) is committed to protecting the privacy and security of our community members, readers, event participants, and staff. This Privacy Policy explains how we collect, use, disclose, and safeguard information in connection with our website, services, programs, events, and any other activities under The Civic Record brand.

By engaging with us, you agree to the practices described in this Privacy Policy.

• Name, email address, phone number, or postal address when you sign up for newsletters, contact us, or participate in events.
   
• Professional information if you apply for opportunities, internships, or submit content.
   
• Payment and billing details if you donate, purchase, or register for paid services.
   

• Device details (IP address, browser type, operating system).
   
• Website usage data (pages visited, links clicked, time spent, referring URL).
   
• Cookies, beacons, and tracking technologies.
   

We generally do not request sensitive data (such as medical, biometric, or government identification). If you choose to provide such information, you consent to our processing of it in accordance with this policy.

We use collected information for purposes including:

• Operating, maintaining, and improving our website, programs, and services.
   
• Communicating with you, including newsletters, event updates, and organizational announcements.
   
• Processing donations, payments, and event registrations.
   
• Protecting the safety, integrity, and security of our community, staff, and business.
   
• Meeting legal, regulatory, and compliance obligations.
   
• Researching and analyzing trends to improve engagement and outreach.
   

We do not sell or rent personal information. We may share information under these circumstances:

• Service Providers: With vendors and partners who perform services on our behalf (e.g., IT support, analytics, event hosting, payment processors).
   
• Legal Obligations: When required by law, regulation, or legal process, or to protect rights, safety, and property of The Civic Record, its staff, or others.
   
• Organizational Needs: In connection with mergers, reorganizations, or transfers of assets.
   
• With Your Consent: When you voluntarily opt in to share information with partners or affiliates.
   

To protect our staff and business operations, we:

• Limit internal access to personal information to authorized personnel only.
   
• Require confidentiality obligations for employees, contractors, and volunteers.
   
• Reserve the right to restrict or suspend use of our services by individuals who misuse our platforms, threaten staff, or attempt to harm our operations.
   
• May retain records of correspondence, incidents, and communications necessary to ensure organizational and staff safety.
   

We retain personal information only as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and protect our interests.

Depending on your jurisdiction, you may have the right to:

• Access and request a copy of the information we hold about you.
   
• Correct or update inaccurate or incomplete information.
   
• Request deletion of your information, subject to legal requirements.
   
• Withdraw consent where processing is based on consent.
   
• Opt out of newsletters or marketing communications at any time.
   

Requests can be made by contacting us at elan@civicrecord.org.

We take appropriate technical and organizational measures to protect personal information against unauthorized access, loss, misuse, or disclosure. However, no electronic transmission or storage system is fully secure. By interacting with us, you acknowledge this risk.

We use cookies and similar tools to improve functionality, analyze usage, and personalize content. You can manage cookies through your browser settings, but some features may not function properly if cookies are disabled.

Our website may contain links to external sites. We are not responsible for the privacy practices or content of those third parties. We encourage you to review their policies separately.

Our services are not directed to children under the age of 13. We do not knowingly collect personal data from children. If you believe a child has provided us information, please contact us immediately to request deletion.

If you access our services from outside the United States, you acknowledge that your information may be transferred to and processed in the U.S., where privacy laws may differ from your country.

We may update this Privacy Policy from time to time. The “Effective Date” at the top of this document will reflect the latest version. We encourage you to review it regularly.

If you have any questions, concerns, or requests regarding this Privacy Policy or our practices, you may contact us:

elan@civicrecord.org

+1 (786) 489-7772 | (561) 431-4788

www.civicrecord.org