---
title: "Agenda and Meeting Management Privacy Statement"
slug: "agenda-and-meeting-management-privacy-statement"
description: "CivicPlus' Agenda and Meeting Management product ensures transparency and efficient management of public meetings while processing personal data securely."
updated: 2026-10-06T14:28:12Z
published: 2026-10-06T14:28:12Z
canonical: "www.civicplus.help/agenda-and-meeting-management-privacy-statement"
excludeFromExternalSearch: true
---

> ## Documentation Index
> Fetch the complete documentation index at: https://www.civicplus.help/llms.txt
> Use this file to discover all available pages before exploring further.

# Agenda and Meeting Management Privacy Statement

This Privacy Statement describes the processing activities performed by CivicPlus when providing its Agenda and Meeting Management product (“Product”) pursuant to an executed contract with our Customers. This is not a privacy policy regarding the collection, use, and processing of Personal Data when CivicPlus is acting as a data controller. For information regarding our privacy practices when we are acting as a data controller, please see our [Privacy Policy](/legal-center/docs/civicplus-privacy-policy).

**Description of the Product**: The CivicPlus Agenda and Meeting Management product provides an end-to-end solution that enables municipal clerks to easily manage agendas, minutes, and public meetings, while providing the public with unparalleled transparency and access to the meeting process. For more information, please see the [Agenda and Meeting Management Product Page](https://www.civicplus.com/agenda-meeting-management/). If you have any questions about this Privacy Statement, please contact us at [privacy@civicplus.com](mailto:privacy@civicplus.com).

## Processing Overview for the Product

1. Does the Product process Personal Data? **Yes**
  1. Who’s Personal Data?
    - Our Customers’ Staff or Vendors: **Yes**
    - Our Customers’ End-Users: **Yes**
    - Other: **Yes**
2. Are there optional modules for the Product that process Personal Data that are turned on by default? **No**
3. Does the Product process Sensitive Data? **Yes**
4. Does the processing involve profiling of individuals based on personal characteristics? **No**
5. Is the processing done by Artificial Intelligence? **Yes**
6. Does the Product process Biometric Information? **No**
7. Does the Product process Personal Data using Monitoring Technologies? **Yes**
8. Does the processing include automated decision making that produces legal consequences or seriously impacts the people whose data the Product processes? **No**

## Detailed Description of the Processing

| Categories of Data Processed | Categories of Sensitive Data Processed | Categories of Data Subjects | Purpose of Processing | Categories of Data Recipients |
| --- | --- | --- | --- | --- |
| Identifiers; Geolocation; Internet and Electronic Activity; Business Records | None | Customer End-Users | Provision of Goods or Services | Customer; Service Providers |
| Identifiers; Geolocation; Internet and Electronic Activity; Business Records; Monitoring Technologies | None | Customer Staff Members | Provision of Goods or Services | Customer; Service Providers |
| Identifiers; Business Records; Characteristics of Protected Classification; Commercial Information; Education Information; Sensitive PII | Characteristics of a Protected Class; Contents of Communications | General Public | Provision of Goods or Services | Customer; Service Providers |

## Technical and Organizational Measures (TOMs)

CivicPlus maintains the following Technical and Organization Measures (TOMs) to ensure the ongoing confidentiality, integrity, availability and resilience of processing systems for the Product. We will provide further information about the below TOMs defined below to facilitate Customer audits and to prove compliance with our processing obligations, upon request.

| Measure | Status |
| --- | --- |
| Physical Access Controls | **Yes** |
| User Access Controls | **Yes** |
| Anonymization or Pseudonymization | **Yes** |
| Encryption in Transit | **Yes** |
| Encryption at Rest | **Yes** |
| Patching and Updating | **Yes** |
| Backups Maintained and Tested | **Yes** |
| Virus Protection on End Devices | **Yes** |
| Application Firewalls | **Yes** |
| Annual Data Protection Training | **Yes** |
| Business Continuity Measures | **Yes** |
| Disaster Recovery Measures | **Yes** |
| Threat Detection and Monitoring | **Yes** |
| Regular Testing & Evaluation of TOMs | **Yes** |

## Subprocessors

We utilize subprocessors to perform the processing activities set out in this Privacy Statement for the Product. If we engage a new subprocessor or replace an existing one, we will update this Privacy Notice. If you have an objection to a subprocessor, please contact us at [privacy@civicplus.com](mailto:privacy@civicplus.com).

| Subprocessor | Description of Processing | Location |
| --- | --- | --- |
| **Mandatory** |
| Microsoft, Inc. Azure | Hosting and Server | USA |
| Pendo.io | Security Scanning | USA |
| **Optional** |
| Microsoft Defender | Application Security | USA |
| Tenable | OS, WebApps, Network | USA |
| Securin.io | Penetration Testing | USA |

Personally Identifiable Information. Any information that could be used alone or with other relevant data to identify an individual. Some examples of PII include passport information, race, and date of birth.

Incorporated.

Operating System