Privacy Policy
Effective Date: 2026-01-01
Organization: Civic OS, L3C
Contact Email: info@civic-os.org
Mailing Address: PO Box 4114, Flint, MI 48504
Introduction
This Privacy Policy explains how Civic OS, L3C (“we,” “us,” or “our”) collects, uses, and protects your personal information when you use Civic OS.
We believe in being straightforward about data practices. This policy is written in plain language so you can understand what we do with your information and what choices you have.
What Information We Collect
Information You Provide
When you create an account or use our platform, you may provide:
- Account information: Your name, email address, and password
- Contact information: Phone number (optional, for SMS notifications)
- Content you create: Reservations, service requests, forms, and other information you submit through the platform
Information Collected Automatically
When you use the platform, we automatically collect:
- Usage data: Pages visited, features used, and actions taken within the platform
- Device information: Browser type, operating system, and device identifiers
- Log data: IP address, access times, and referring URLs
We use cookies and similar technologies to maintain your session and remember your preferences. These are functional cookies necessary for the platform to work properly.
How We Use Your Information
We use the information we collect to:
- Provide and maintain the platform services
- Process your reservations, requests, and transactions
- Send transactional notifications (including SMS, if you opt in)
- Respond to your questions and support requests
- Improve the platform and develop new features
- Ensure security and prevent fraud
- Comply with legal obligations
We do not sell your personal information to third parties. We do not use your information for advertising purposes.
Text Message (SMS) Communications
Opt-In and Consent
SMS notifications are entirely optional. If you choose to provide your phone number and opt in to text messages, you consent to receive transactional notifications related to your use of the platform, such as:
- Reservation confirmations and reminders
- Service request updates
- Account security alerts
By opting in, you confirm that you are the owner or authorized user of the phone number provided and that you consent to receive text messages at that number.
Message Frequency
Message frequency varies based on your activity. You will only receive messages related to transactions or account activity you initiate. We do not send marketing or promotional text messages.
Opt-Out Instructions
You can stop receiving text messages at any time by:
- Replying STOP to any message you receive from us
- Updating your notification preferences in your account settings
- Contacting us at info@civic-os.org
After you opt out, you will receive a single confirmation message. You will not receive further text messages unless you opt in again.
Message and Data Rates
Standard message and data rates from your wireless carrier may apply to text messages you send or receive.
Help
For help with text messages, reply HELP to any message or contact us at info@civic-os.org.
How We Share Information
We share your information only in the following circumstances:
Service Providers
We use third-party services to operate the platform:
- Hosting: DigitalOcean (cloud infrastructure)
- SMS delivery: Telnyx (text message services)
These providers access your information only as needed to perform services on our behalf and are contractually obligated to protect it.
Legal Requirements
We may disclose your information if required by law, court order, or government request, or if we believe disclosure is necessary to protect rights, safety, or property.
With Your Consent
We may share your information for other purposes if you give us explicit permission.
Public Records Notice
If you are using Civic OS through a government entity, certain records may be subject to public records laws, including the Michigan Freedom of Information Act (FOIA). Information you submit through this platform may be considered a public record and subject to disclosure upon request, except where exemptions apply. Contact the relevant government entity for information about their public records policies.
Data Retention
We retain your personal information for as long as your account is active or as needed to provide services. After you close your account, we retain data for up to three years as may be required for legal, accounting, or operational purposes.
You may request deletion of your account and associated data by contacting us at info@civic-os.org. Some information may be retained in backups for a limited period or as required by law.
We may retain anonymized, aggregated data (which cannot be used to identify you) indefinitely for analytics and platform improvement purposes.
For users accessing Civic OS through a government or nonprofit organization, that organization’s data retention policies may also apply to information you submit.
Data Security
We implement reasonable administrative, technical, and physical safeguards to protect your information, including:
- Encryption of data in transit (HTTPS/TLS)
- Encryption of sensitive data at rest
- Access controls limiting who can view your information
- Regular security assessments
No system is completely secure. While we strive to protect your information, we cannot guarantee absolute security.
Your Rights and Choices
You have the right to:
- Access your personal information by logging into your account
- Correct inaccurate information through your account settings
- Delete your account by contacting us at info@civic-os.org
- Opt out of SMS notifications at any time
- Request a copy of your data in a portable format
To exercise these rights, contact us at info@civic-os.org. We will respond within 30 days.
Children’s Privacy
The platform is not intended for children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us at info@civic-os.org, and we will delete it.
Accessibility
We are committed to making this platform accessible to all users, including those with disabilities. If you experience accessibility barriers, please contact us at info@civic-os.org so we can assist you and work to improve accessibility.
Open Source Software
Civic OS is open-source software licensed under the GNU Affero General Public License v3.0 (AGPL-3.0). The software license governs use of the source code; this Privacy Policy governs how Civic OS, L3C handles your personal information when you use the hosted service.
For information about the Civic OS software, visit https://civic-os.org or view the source code at https://github.com/civic-os/civic-os.
Changes to This Policy
We may update this Privacy Policy from time to time. When we make changes, we will update the “Effective Date” at the top and, for significant changes, provide notice through the platform or by email.
Your continued use of the platform after changes take effect constitutes acceptance of the updated policy.
Contact Us
If you have questions about this Privacy Policy or our data practices, contact us:
Civic OS, L3C
PO Box 4114
Flint, MI 48504
Email: info@civic-os.org
Phone: (989) 225-8754