Privacy policy

Effective Date: September 2025

CivicClear (“CivicClear,” “we,” “us,” or “our”) is committed to protecting the privacy and security of individuals who interact with our platform. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you access or use CivicClear’s websites, applications, and services (collectively, the “Services”).

CivicClear provides digital infrastructure that helps governments and public agencies manage civic enforcement, administrative cases, and payments more efficiently and transparently. We recognize the sensitivity of civic data and take our responsibility to protect it seriously.

1. Scope of This Policy

This Privacy Policy applies to:

  • Visitors to CivicClear’s website

  • Users of CivicClear’s web and mobile applications

  • Government personnel, contractors, and agents using CivicClear

  • Members of the public interacting with CivicClear through civic enforcement or payment flows

This policy does not apply to information processed entirely offline or to third-party services not controlled by CivicClear.

2. Information We Collect

We collect information only as necessary to operate, secure, and improve the Services.

a. Information You Provide Directly

Depending on your role and interaction with CivicClear, we may collect:

  • Name, email address, phone number

  • Government or organizational affiliation

  • Account credentials and authentication details

  • Payment-related contact information (e.g., email address for receipts)

  • Communications with CivicClear support or administrators

b. Civic Case and Enforcement Data

When CivicClear is used by public agencies, we may process:

  • Case identifiers and status information

  • Violation or offense metadata

  • Payment amounts, timestamps, and resolution status

  • Administrative notes and system actions

CivicClear does not determine enforcement outcomes or penalties. We act as a technology provider processing data on behalf of public entities.

c. Payment Information

Payments are processed through third-party payment processors (such as Square or similar providers). CivicClear does not store full credit card numbers or sensitive payment credentials. We may receive limited transaction metadata such as:

  • Payment status

  • Payment method type

  • Processor reference IDs

  • Timestamps and amounts

d. Automatically Collected Information

When you use the Services, we may automatically collect:

  • Device type, operating system, and browser information

  • IP address and approximate location

  • Usage logs, timestamps, and interaction data

  • Diagnostic and performance metrics

This information helps us maintain system reliability and security.

3. How We Use Information

CivicClear uses collected information for the following purposes:

  • To operate and maintain the Services

  • To support civic enforcement workflows and case resolution

  • To process and record payments and payment outcomes

  • To communicate status updates, reminders, and receipts

  • To detect, prevent, and investigate fraud or misuse

  • To comply with legal, regulatory, and contractual obligations

  • To improve system performance, usability, and accessibility

We do not sell personal data and do not use civic data for advertising purposes.

4. Legal Basis for Processing

Depending on jurisdiction, CivicClear processes information based on:

  • Performance of a contract (e.g., providing services to public agencies)

  • Compliance with legal obligations

  • Legitimate interests in operating secure and effective civic systems

  • Consent, where required by law

When acting as a data processor on behalf of a government entity, CivicClear processes data according to that entity’s lawful authority.

5. How We Share Information

CivicClear shares information only as necessary and appropriate.

a. With Government Entities

Data related to civic cases and enforcement is shared with the public agencies that administer those cases.

b. With Service Providers

We may share limited data with trusted vendors who provide services such as:

  • Cloud hosting and infrastructure

  • Payment processing

  • Security monitoring

  • Customer support tools

All service providers are contractually required to protect data and use it only for authorized purposes.

c. Legal and Compliance

We may disclose information if required to do so by law, court order, or valid governmental request, or to protect the rights, safety, and security of CivicClear, public agencies, or users.

6. Data Security

CivicClear implements administrative, technical, and organizational safeguards designed to protect information, including:

  • Encryption in transit and at rest

  • Role-based access controls

  • Audit logging and monitoring

  • Secure authentication mechanisms

  • Regular security reviews and updates

No system is completely secure, but we continuously work to reduce risk and protect data.

7. Use of AI and Automation

CivicClear may use automated systems and artificial intelligence to:

  • Improve workflow efficiency

  • Detect anomalies or stalled cases

  • Generate reminders and system insights

AI is used to assist administrative processes, not to make final legal determinations or enforcement decisions.

8. Your Rights and Choices

Depending on your location, you may have rights to:

  • Access information about you

  • Request correction of inaccurate data

  • Request deletion, where legally permitted

  • Object to or restrict certain processing

  • Receive information about how your data is used

Requests should be directed to the appropriate public agency or to CivicClear as described below.

9. Contact Us

If you have questions or comments about this Privacy Policy or CivicClear’s data practices, please contact:

CivicClear
Email: support@civicclear.com