Privacy Policy

Effective date: October 8, 2026

Clarivis PBC, a Delaware public benefit corporation

1. Who we are and what this covers

This Privacy Policy explains how Clarivis PBC ("Clarivis", "we", "us") handles information in connection with our website at clarivispbc.com and our open meetings compliance platform (the "Platform"; together with the website, the "Services").

Our role depends on the information:

Website and prospect information: Clarivis is responsible. When you visit the website or ask us about a pilot, we decide how that information is used, as described here.
Town Data: the municipality is responsible, and Clarivis acts on its instructions. When a municipality uses the Platform, it owns and controls the meeting records and personal information placed there ("Town Data"). We handle Town Data only to provide the Platform to that municipality, under its signed agreement with us (a pilot letter, pilot agreement, order form, amendment or data processing agreement, each a "Municipal Agreement"). If you are a board member, town employee or resident with a question about Town Data, please contact your municipality; we will help it respond.

If this Policy and a Municipal Agreement differ about Town Data, the Municipal Agreement controls.

2. Information we collect

On the website

What you give us in a form. The pilot request form asks for your name, role, work email, state and municipality, and how many committees you would start with, with an optional box to receive setup steps and occasional compliance updates. The committee form asks for your name, the committee, your email and your municipality. The state waiting list asks for your municipality, your work email and, if you choose, your role. If you email us, we receive what you send.
How the site is used, measured with our own analytics. We record the pages you view, how far you scroll, which links and buttons you select, the website that sent you (its domain only), any campaign tags in the link you followed, and your screen size. To recognize a returning browser, the site keeps a random identifier in your browser's local storage, and a separate identifier for each visit. If your browser sends a Do Not Track or Global Privacy Control signal, the site does not use that identifier and does not connect your visits to a form you submit. Our analytics does not use cookies, does not store your IP address, and sends nothing to third-party analytics or advertising services. We do not use advertising trackers or advertising pixels.
Technical information. We, and our hosting and network providers, process your IP address and similar request information to deliver the site and protect it from abuse.

When you submit a form, we connect the analytics history from that browser to your request. We use it to understand how you found us, to decide which requests to follow up first, and to adjust what the website shows you on later visits.

On the Platform (Town Data, held for the municipality)

Account and role information for the people a municipality authorizes: name, email, title, board and seat.
The meeting content the municipality submits or generates: agendas, notices, audio recordings, transcripts, draft and approved minutes, votes and motions, and related records. Recordings of public meetings may include the voices and names of members of the public who speak.
Records of activity tied to a user's account, such as the audit record of compliance actions and records of which pages an account opened.

The Platform uses a cookie to keep you signed in.

What we do not collect: we do not create voiceprints or other biometric identifiers. Speaker names are assigned by a person or taken from an automatic transcript label, never by matching voices.

Residents: Clarivis does not currently offer a public website for residents. Before we offer one, we will update this Policy.

Connected services: Zoom

A committee admin, editor or clerk can connect their own Zoom account in Settings. If they do, we collect from Zoom the Zoom user ID and account ID, the email address of the connected Zoom account (shown in Settings so they can see which account is connected), and the access tokens Zoom issues. When they open the Zoom meeting picker, we read a list of their upcoming Zoom meetings and, for the meeting they choose, its join link, meeting ID, passcode and dial-in numbers.

We use this only to fill in the committee's remote access details, which print on its agendas and meeting notices. We do not join, record, start or change Zoom meetings, and we do not receive Zoom meeting audio, video or chat. We do not sell information from Zoom or use it for advertising.

Tokens are stored encrypted. The list of meetings is not stored. Meeting details are stored only when the person saves them to the committee's remote access settings, where they are part of the committee's agenda and notice content and are public once the agenda or notice is.

We keep the connection until the person disconnects Zoom or their access to the Platform ends, and then delete it. To disconnect, select Disconnect Zoom in Settings, on the Account & Notifications tab. We then delete the stored connection and ask Zoom to revoke our access; if Zoom cannot be reached, the connection is still deleted, and the person can remove Clarivis from their added apps in the Zoom App Marketplace. Meeting details already saved stay in the committee's settings until a committee admin or clerk changes them.

Zoom is a separate service. Zoom's own terms and privacy statement govern the person's use of Zoom and what Zoom does with their information.

3. Usage Data and Aggregated Data

Where a municipality's Municipal Agreement provides for it, we collect Usage Data from the Platform. Usage Data is technical information about how the Platform is used: for example, which feature was used, whether it worked and how long it took, the user's role (such as committee admin or editor), the municipality, board and meeting concerned, the type and screen size of the device, and the time, rounded down to five minutes. Usage Data does not identify anyone by name. It does not include anyone's name, email address or account identifier, anything typed into the Platform, IP addresses, or the content of any agenda, notice, recording, transcript or minutes.

We use Usage Data to operate, secure, support and improve the Platform. We may also produce Aggregated Data, such as statistics and benchmarks drawn from Usage Data and Town Data, that does not identify any municipality, board or person. We do not disclose Usage Data, or Aggregated Data in a form that identifies a municipality or a person, except to our service providers, as the law requires, or with the municipality's written consent, and we do not try to identify any person from either. Usage Data and Aggregated Data belong to Clarivis and may be kept after a Municipal Agreement ends.

4. How we use information

We use website and prospect information to answer your request, set up and support a pilot, send the updates you ask for, understand and improve the website, keep the Services secure, and meet legal obligations.

We use Town Data only to provide the Platform to the municipality and on its instructions, and as Section 3 describes. We do not use the content of Town Data to train, fine-tune or otherwise improve any artificial intelligence model, we do not sell or license it, and we do not use it for advertising.

We do not sell personal information.

5. AI-assisted features

The Platform uses AI to transcribe meeting recordings, draft minutes and produce compliance indicators. These are drafts and decision support. No draft becomes an official record until a municipal official or board reviews and approves it.

6. Email

If you tick the box on the pilot request form, we may send setup steps and occasional compliance updates. Each of these emails has an unsubscribe link, and you can opt out at any time; we will still send messages needed for a pilot or subscription you are running. Platform emails, such as invitations and meeting reminders, are delivered through Amazon Simple Email Service.

7. Advertising

We do not run advertising audiences and do not share personal information for advertising. Residents, board members and Town Data are never used for advertising.

Service providers that process Town Data for us:

Amazon Web Services: hosting, database and file storage, sign-in, email delivery and AI drafting of minutes (Amazon Bedrock), in its US East (N. Virginia) region.
Deepgram: transcription of meeting audio.
Cloudflare: domain name service and network delivery and protection for our website and Platform.

Providers that support our own business: Microsoft 365, which hosts our clarivispbc.com email, and the banking and accounting providers we use to bill municipal customers.

Each municipality receives the current list of providers that process its Town Data, and notice before we add one, as its Municipal Agreement provides.

We also disclose information where the law requires it or to protect rights and safety, and to a successor in a merger, acquisition or similar transaction, which will be bound by this Policy.

9. Security

We protect information with the following safeguards:

Hosting in the United States, in Amazon Web Services' US East (N. Virginia) region.
Encryption of the production database and file storage at rest.
Browsers are instructed to connect to our website and Platform only over encrypted HTTPS.
Personal accounts for every user, with access limited to the boards a municipality has authorized for that user.
An append-only, hash-chained audit record of compliance-relevant actions that cannot be edited or deleted through the Platform.
Automated daily database backups, kept for seven days.

No system is perfectly secure. If we confirm or reasonably suspect unauthorized access to Town Data, we notify the affected municipality within 72 hours of discovering it.

10. Retention and deletion

Website and prospect information is kept while we respond to your request and follow up, and while you remain a contact or customer. You can ask us to delete it at any time. When we delete a contact's information, we also remove identifying details from the website analytics linked to it.

Town Data is kept for the term of the Municipal Agreement. When the agreement ends, we return and delete Town Data as that agreement provides; copies in automated database backups expire within the seven-day backup cycle. The municipality, as custodian of its records, is responsible for public-records retention.

Usage Data and Aggregated Data are kept as Section 3 describes.

11. Your choices and rights

You can ask us to access, correct or delete website and prospect information about you, or stop marketing email, by writing to [email protected] or by using the unsubscribe link in any marketing email. For Town Data, please contact your municipality; we will assist it. Records of public meetings may be public records under state law, and your municipality decides what it must disclose.

12. Children

The Services are for municipal staff, board members and other adults and are not directed to children. We do not knowingly collect personal information from children through the website. Recordings of public meetings are Town Data; the municipality decides what is recorded and published.

13. Changes

We will post changes here with a new effective date and, for material changes, give additional notice to municipal customers.

14. Contact

Privacy questions and requests: [email protected]. Pilot questions: [email protected].

Clarivis PBC, a Delaware public benefit corporation.