This Privacy Statement describes the processing activities performed by CivicPlus when providing its CivicPlus Boards and Committees 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.
Description of the Product: The CivicPlus Boards and Committees Product is a back-end solution that helps clerks track board vacancies and board membership. If you have any questions about this Privacy Statement, please contact us at privacy@civicplus.com.
Processing Overview for the Product
Does the Product process Personal Data? Yes
Who’s Personal Data?
Our Customers’ Staff or Vendors: Yes
Our Customers’ End-Users: Yes
Other: Yes
Are there optional modules for the Product that process Personal Data that are turned on by default? No
Does the Product process Sensitive Data? Yes
Does the processing involve profiling of individuals based on personal characteristics? No
Is the processing done by Artificial Intelligence? No
Does the Product process Biometric Information? No
Does the Product process Personal Data using Monitoring Technologies? Yes
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.
Subprocessor | Description of Processing | Location |
|---|---|---|
Mandatory | ||
Azure | Hosting and Server | USA |
Pendo.io | Analytics | USA |
Optional | ||
None | ||