Privacy Policy

Our Policy

This Privacy Policy sets out how CivicSight uses and protects any information that you give CivicSight when you use this website and, subsequently, when you interact with CivicSight through emails or events. In using our website, digital tools, working or volunteering with us, we might collect personal identifiable information about you. CivicSight is committed to protect your data and your privacy. We only collect the data we need to offer the best possible service to our volunteers and partner organizations (users, from here on), and alway use it in accordance with this Privacy Policy.

The information you provide will be held in accordance with the applicable law, and may be used by CivicSight and its agents to supply CivicSight services. For the purpose of the General Data Protection Regulation (GDPR) where applicable, the data controllers are CivicSight Inc.
CivicSight Inc is a non-profit registered as a 501(c)3 organization in the United States.

What We Collect

CivicSight may collect information about you at different stages and through various means. We try to collect as little data as necessary to provide our services. Some of it is optional, but allows us to continuously improve ourselves: we will only collect such data with your explicit consent. Specifically, we collect information in the following ways:

If you subscribe to any of the digital platforms we use (mailing lists, team collaboration tools etc.), we will collect information about your interaction with the services.

  1. If you submit a project idea to us, we may ask you more details, and keep track of your profile, background information, etc.
  2. In the course of your collaboration with us, the output of your work may contain elements that describe you, e.g. pictures of you or notes that may refer to meetings and events you attended
  3. To generate statistical reports as to how our website and services are being used
  4. If you have given us your email address through general correspondence, or have signed up to receive our newsletter, you agree to allow us to send email to that address in order to deliver our services to you. In practice this will usually involve emails about project updates or important changes to services to which you subscribe.

We will hold your personal information on our systems for as long as is necessary to provide you with our services. Since knowledge of our past interaction with collaborators and partner organisations is essential to continuously improve our services, we may keep data you provide to us indefinitely.

We take stock of where information should be stored on a project-by-project basis at the start of a project, including how long it should be kept for, and when it should be deleted.

What we do with the information we gather

CivicSight may collect information about you at different stages and through various means. We try to collect as little data as necessary to provide our services. Some of it is optional, but allows us to continuously improve ourselves: we will only collect such data with your explicit consent. Specifically, we collect information in the following ways:

If you subscribe to any of the digital platforms we use (mailing lists, team collaboration tools etc.), we will collect information about your interaction with the services.

  1. we may keep internal records of our users and activities
  2. we may use the information to improve our products and services; for example, from time to time, we may perform some statistical analysis on the data we have collected or on the feedback you have provided us
  3. we may contact you by email using the email address which you have provided
  4. we may periodically send promotional emails about events or other information which we think you may find interesting (for subscribers to our mailing list only)
  5. we may sometimes use the address you provided to send you emails about events happening close to you
  6. we may use photos taken during our events for marketing purposes and news posts
  7. we use anonymous aggregated data to describe our work

We will inform you of any other purpose other than those set out in this Privacy Policy.

Where the data is stored

Our data is hosted on servers are based in the US, and personnel there may be engaged in statistical analysis of your data, and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with local Privacy Policy Ordinance legislation.

The information that we have collected about you will be stored on CivicSight or third party servers, and, on occasions, on the local machines of staff and volunteers.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we use suitable physical, electronic and managerial procedures to prevent unauthorised access, disclosure, alteration or destruction of the information we hold. Where applicable, we periodically review our information collection, storage and processing practices.

Information that we share

We do not share personal information about our users with companies, organisations, and individuals outside of CivicSight, unless one of the following holds:

  • we have the user’s explicit consent
  • for sensitive personal information, we have the user’s explicit, opt-in, consent
  • we are required by law to do so

We will not sell information collected via this site, such as your email address, to third parties.

Donations

If you make donations to our organisation via Stripe, please be aware that Stripe passes your name and email address to us. We need this information for our Finance system and in case we need to respond to a query. We may also write to you to thank you for your donation. We will not use it for anything else.

Cookies and Third party tools

Our website uses cookies to help us provide a better service to our users. Cookies are small data files which are stored on the user’s computer or mobile device when visiting a website. They can be managed through the user’s internet browser.

During your interaction with CivicSight, we may ask, mandatorily or optionally, that you use a third party tool. We do our best to ensure that they are compliant with any applicable law. However, such tools are not covered by this Privacy Policy and we do not have any control over them. Therefore, we are not responsible for the protection and privacy of any information which you provide whilst using such third party tools.

Our website may contain links to other websites of interest. However, any personal information you provide while visiting those websites is not governed by our Privacy Policy and is at your own risk.

Changes

Our Privacy Policy may change from time to time. If this is the case we will post any Privacy Policy changes on this page and, if the changes are significant, we will provide a more prominent notice, such as an email notification of Privacy Policy changes or news post.

Controlling your personal information

Our policy is written taking into account the European Union’s General Data Protection Regulation (GDPR) as a reference for all CivicSight activities, including for individuals outside of the EU for which the law may not be applicable. You have the right to review, amend and delete the data we have about you. For this, you can contact us at the following email address: info@civicsight.org. Learn more about the GDPR from https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=uriserv:OJ.L_.2016.119.01.0001.01.ENG.

Contact us

If you have any questions, comments, or requests regarding this Privacy Policy, you are welcome to contact us using the following email address info@civicsight.org.