Privacy Policy

Introduction

This "Privacy Policy" describes how Civic Roundtable ("Civic Roundtable," "we," "our," or "us") obtains, uses, and shares personal information in connection with the operation of our website available at civicroundtable.com, and any other website or mobile application that we own or control and which links to this Privacy Policy (collectively, the “Service”).

Civic Roundtable is a government operations platform that connects public servants with the people and answers they need to achieve their mission. Our websites, products and services are designed for our business customers, and not for personal, family, or household purposes. Accordingly, we treat all personal information we collect as pertaining to individuals in their capacities as business representatives.

What Personal Information We Collect

Personal information you provide
- Account information, such as your email address and password, first and last name, photograph, work address, phone number, professional title, company name, interests, and any other information that you add to your profile.
- User-generated content, such as documents, images, videos, discussion questions, comments, direct messages, events, and other content that you choose to make available on the Service, as well as associated metadata.
- Company job application data, such as professional credentials and skills, educational and work history, LinkedIn profile page, authorization to work in the U.S., criminal history, and other information that may be included on a resume or in a cover letter.
- Marketing information, such as your preferences for receiving communications about our activities, events, and publications, and details about how you engage with our communications.
Other information that you may provide while using the Service which is not specifically listed here, but which we will use in accordance with this Privacy Policy or as otherwise disclosed at the time of collection.

Referrals
You may share personal information about other people, such as the name and email of a contact with whom you want to share information about the Service. Do not give us information about others unless you are authorized or have their consent to do so. We will use their information for the purposes described in this Privacy Policy.

Information collected by automated means
We may automatically collect information when you use the Service, including through cookies, browser pixels, web beacons, local storage, and other similar technologies (collectively "Cookies"). We may use Cookies to understand Service usage and improve our content and offerings, or collect aggregate information about Service users.
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The information collected for these purposes may include:
- Device information, such as your device type (e.g., phone, desktop), manufacturer and model, operating system type and version, screen resolution, browser type and version, language, time zone, and IP address.
- Email interaction data, such as whether and when you opened our emails or clicked on any links within them.
- Session-replay technologies, which record interactions with the Services in a manner that allows us to watch video replays, to help us diagnose bugs and identify areas for improvement. Replays include pages you viewed, access time stamps, clicks, mouse movements, scrolls, and keystrokes during those sessions.
- Cookies, including “session cookies” that are deleted when a session ends, “persistent cookies” that remain longer, and “third party cookies” that our business partners and service providers place.

This information may be collected directly by our third-party web analytics service providers.

How We Use the Personal Information We Collect‍
We use the personal information we obtain for the following purposes or as otherwise described at the time of collection:
- To provide and operate the Service
- To send you transactional communications about the Service
- To respond to your questions or requests
- For our own marketing and advertising purposes, based on your consent
- In testimonials in our promotional materials, based on your consent
- To improve the Service, and ensure its availability and proper functioning
- To detect, prevent and respond to fraud, theft, or violations of law

We also may aggregate the personal information we obtain through the Service (the "Aggregated Data") and use it for analytics, benchmarking, and other business purposes.

Data Retention
We generally retain personal information to fulfill the purposes for which we collected it, including satisfying any legal, accounting, or reporting requirements, to establish or defend legal claims, or for fraud prevention. When we no longer require certain personal information, we may delete it, anonymize it, or isolate it from further processing.

How We Share Your Personal Information
We may share the personal information we obtain in connection with the operation of the Service:
- With privacy-compliant approved service providers who work on our behalf, such as cloud storage providers, and other third-party partners that provide features we integrate into our Service
- As necessary or appropriate, with our attorneys, accountants, auditors, or other advisors
- To protect our rights or the rights of others including detecting, preventing, and responding to fraud or potentially illegal activities, misuse of the Service, intellectual property infringement, or other violations of law, this Privacy Policy, our Terms of Service, and other policies
- To the extent reasonably necessary to proceed with the negotiation or completion of a merger, acquisition, or sale of all or a portion of our assets (including in the event of a reorganization, dissolution, or liquidation)
- With third parties for any purpose subject to your consent or otherwise at your direction

Use of Generative AI
We leverage generative AI technologies to enhance the services offered to you. These AI-powered tools are provided through a third-party service, OpenAI, and are designed for tasks including AI search, summarization, and suggestions. To facilitate the use of AI, your personal information and user-generated content may be shared with and processed by our AI service providers. Your data may also be utilized in a process known as Retrieval Augmented Generation (RAG) to help address knowledge-intensive tasks, ensuring that the AI outputs are relevant and useful. This data is used exclusively for the purpose of providing and improving AI functions in the Service. We do not use your data to train AI models. Administrators may opt out of AI features as described below.

Your Choices:
- Access or Update Your Information
You may review and update certain personal information in your profile at any time by logging into your account, if applicable.
- Delete Your Information
You may delete certain content by using the Service directly. If you wish to delete additional information or close your account, please contact us according to the “Contact Us” section below.
- Email Marketing Opt-Out
You may opt out of receiving marketing or promotional emails from us by clicking on the "unsubscribe" link contained in such emails. Please keep in mind that if you opt out of receiving marketing or promotional emails, we may still send you transactional emails or other communications relating to your Civic Roundtable account.
- Email Pixel Opt-Out
To disable our email open tracking pixel, follow the instructions in your browser or device to prevent images from loading.
- Cookie Opt-Out
If you do not want Cookies, most web browsers include an option that allows you to not accept them. However, if you set your browser to refuse Cookies, you may not be able to login successfully and the Service may not function properly.
- AI Services Opt-Out
Administrators may opt out of AI features by contacting your Customer Success Manager (CSM). Please note that opting out may limit user ability to use certain features of our services.
- Do Not Track
Some Internet browsers may be configured to send “Do Not Track” signals to the online services that you visit. We currently do not respond to “Do Not Track” signals.
- Choosing Not to Share Personal Information
You are free to refuse our request for your personal information, with the understanding that we may be unable to provide you with some of your desired services. Your continued use of the Service will be regarded as acceptance of our practices around privacy and personal information.

Protection of Personal Information
The security of your personal information is important to us. We maintain appropriate administrative, technical, and physical safeguards designed to safeguard the personal information obtained in connection with the Service. However, security risk is inherent in all information systems, so we cannot guarantee the absolute security of your personal information.

Links to Other Websites, Apps, or Services
Our Service may contain links to other websites, apps, or online services operated by companies not affiliated with Civic Roundtable. We are not responsible for the content and data handling practices of any third-party websites, apps, or services, and we encourage you to review the privacy policies or notices published by relevant third parties.

Children
The Service is not intended for use by anyone under 18 years of age. If you believe we have collected personal information for a child under 18 years of age in a manner prohibited by law, please contact us according to the “Contact Us” section below. If we learn that we have collected personal information for a child without the consent of the child’s parent or guardian as required by law, we will comply with applicable legal requirements to delete the information.

Changes to This Privacy Policy
We reserve the right to modify this Privacy Policy at any time. If we make material changes to this Privacy Policy, we will notify you by updating the date of this Privacy Policy and contacting you through the Service, via email or formal release notes.

Any modifications to this Privacy Policy will be effective upon our posting the new terms and/or upon implementation of the new changes on the Service (or as otherwise indicated at the time of posting). In all cases, your continued use of the Service after the posting of any modified Privacy Policy indicates your acceptance of the terms of the modified Privacy Policy.

Contact Us
If you have any questions about how we handle user data and personal information, feel free to contact us as support@civicroundtable.com.