Privacy Policy

CivicMinds Privacy Policy

Our Privacy Policy was last updated on 05/07/2026.

This Privacy Policy describes Our policies and procedures on the collection, use, and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or plural.

Definitions

For the purposes of this Privacy Policy:

“Account” means a unique account created for You to access our Service or parts of our Service.
“Business”, for the purpose of the CCPA (California Consumer Privacy Act), refers to the Company as the legal entity that collects Consumers’ personal information and determines the purposes and means of the processing of Consumers’ personal information.
“Company” (referred to as either “the Company”, “We”, “Us” or “Our” in this Agreement) refers to CivicMinds.

For the purpose of the GDPR, the Company is the Data Controller.

“Country” refers to the United States of America.
“Consumer”, for the purpose of the CCPA (California Consumer Privacy Act), means a natural person who is a California resident.
“Cookies” are small files placed on Your computer, mobile device, or any other device by a website, containing details of Your browsing history on that website.
“Data Controller”, for the purposes of the GDPR (General Data Protection Regulation), refers to the Company as the legal person which alone or jointly with others determines the purposes and means of the processing of Personal Data.
“Device” means any device that can access the Service such as a computer, cellphone, or tablet.
“Do Not Track” (DNT) is a concept promoted by regulatory authorities for allowing internet users to control tracking of their online activities across websites.
“Personal Data” means any information that relates to an identified or identifiable individual.

For the purposes of GDPR, Personal Data means any information relating to You such as a name, identification number, location data, online identifier, or one or more factors specific to Your identity.

For the purposes of the CCPA, Personal Data means any information that identifies, relates to, describes, or could reasonably be linked with You.

“Sale”, for the purpose of the CCPA, means selling, renting, releasing, disclosing, disseminating, transferring, or otherwise communicating a Consumer’s personal information to another business or third party for monetary or other valuable consideration.
“Service” refers to the Website.
“Service Provider” means any natural or legal person who processes the data on behalf of the Company.

For the purpose of the GDPR, Service Providers are considered Data Processors.

“Usage Data” refers to data collected automatically from the use of the Service or Service infrastructure.
“Website” refers to the CivicMinds website accessible from www.civicminds.com
“You” means the individual accessing or using the Service, or the company or legal entity on behalf of which such individual is accessing or using the Service.

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

Email address
First name and last name
Phone number
Address, State, Province, ZIP/Postal code, City
Resume and employment information
Company details
Usage Data

Usage Data

CivicMinds may automatically collect certain information when You access or use Our Website and Services (“Usage Data”). This information helps Us monitor website performance, improve user experience, maintain security, analyze trends, and enhance the functionality of Our Services.

Usage Data may include information such as Your Internet Protocol (IP) address, browser type and version, device type, operating system, referring URLs, pages visited, date and time of visits, time spent on pages, clickstream data, unique device identifiers, and other diagnostic or analytical information.

When You access the Service through a mobile device, CivicMinds may additionally collect information including the type of mobile device used, mobile device unique ID, mobile operating system, mobile browser type, IP address, wireless carrier information, and other mobile diagnostic data.

We may also collect information automatically transmitted by Your browser or device whenever You visit or interact with Our Website, including technical data, usage behavior, access times, and interaction data associated with the Service.

Tracking Technologies and Cookies

CivicMinds uses Cookies and similar tracking technologies to monitor activity on Our Website, improve functionality, analyze website performance, enhance user experience, and support security and operational processes. These technologies may include cookies, web beacons, tags, scripts, analytics tools, and similar technologies used to collect and track information relating to the use of Our Services.

Cookies are small text files stored on Your computer, mobile device, or browser that help Us recognize users, remember preferences, improve website functionality, and understand user interaction with the Website. Web beacons, pixel tags, and similar technologies may also be used in certain sections of the Website and email communications to measure engagement, monitor traffic patterns, verify system integrity, and analyze the effectiveness of communications and website content.

CivicMinds may use both Session Cookies and Persistent Cookies. Session Cookies are temporary and are deleted once You close Your browser, while Persistent Cookies remain on Your device until deleted manually or automatically after a defined period.

The types of cookies We may use include:

Necessary / Essential Cookies: Required for basic website functionality, user authentication, security, fraud prevention, and access to certain features or services.
Preference and Functionality Cookies: Used to remember user preferences and settings, such as browser preferences, saved information, or previously selected options, to improve user experience.
Analytics and Performance Cookies: Used to collect information regarding website traffic, user behavior, interaction patterns, and overall website performance in order to improve functionality, optimize content, and enhance Services.
Cookie Consent Cookies: Used to record and manage user consent preferences related to cookie usage and privacy settings.

Some cookies and tracking technologies may be provided or managed by third-party service providers, including analytics and marketing providers, acting on behalf of CivicMinds and subject to their applicable privacy policies.

You may configure Your browser settings to refuse or disable cookies; however, certain features, functions, or portions of the Website may not operate properly if cookies are disabled. By continuing to use the Website, You consent to the use of cookies and similar tracking technologies in accordance with this Privacy Policy and applicable law.

SMS Communications Terms

Consent for SMS Communication

By providing Your phone number and opting in through Our website or online forms, You consent to receive SMS communications from CivicMinds related to services, updates, and other business-related communications.

SMS opt-in consent or phone numbers collected for SMS purposes will not be shared with any third party or affiliate company for marketing purposes.

SMS Opt-In Methods

You may opt in to receive SMS communications from CivicMinds through:

Submitting an online application or contact form
Requesting information through Our website
Communicating with Our team directly

Message Frequency

You may receive approximately 1–2 SMS messages per week regarding:

Application status updates
Interview scheduling
Onboarding materials
Service-related updates
Account or communication notifications

Types of SMS Communications

If You have consented to receive text messages from CivicMinds, You may receive SMS communications related to:

Service updates
Follow-up communications
Appointment or interview reminders
Onboarding information
Business-related notifications

Standard Messaging Disclosures

Message and data rates may apply.
You can opt out at any time by replying “STOP”.
For assistance, reply “HELP” or contact Us through Our website.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

To provide and maintain Our Service Including monitoring the usage of Our Service, improving website functionality, maintaining security, and enhancing user experience.
To manage Your Account To manage Your registration, applications, inquiries, or access to certain functionalities and services available through the Website.
To contact You To communicate with You through email, telephone calls, SMS, or other electronic communications regarding updates, support, notifications, staffing-related information, or other service-related communications.
To provide marketing and promotional communications To send newsletters, promotional materials, business updates, special offers, and information related to services offered by CivicMinds unless You choose to opt out.
To manage Your requests To respond to inquiries, applications, support requests, submissions, or other communications submitted to CivicMinds.
For business operations and analytics To analyze usage trends, improve website performance, evaluate marketing effectiveness, enhance services, and support internal business operations.
For legal and compliance purposes To comply with applicable laws, regulations, legal obligations, security requirements, and to protect the rights and interests of CivicMinds.

Sharing of Your Personal Information

We may share Your personal information in the following situations:

With Service Providers We may share Your Personal Data with third-party vendors, hosting providers, analytics providers, communication providers, or operational partners assisting in the operation and maintenance of Our Service.
With clients and business partners Information may be shared with clients, affiliates, staffing partners, or business partners where necessary for business operations or service delivery.
For business transfers Your information may be shared or transferred in connection with mergers, acquisitions, restructuring, financing, or sale of Company assets.
For legal requirements We may disclose Personal Data where required by law, legal process, court order, or governmental request.
With Your consent We may disclose Your information for any other purpose with Your consent. CivicMinds does not sell Personal Information for monetary compensation.

Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as necessary for the purposes outlined in this Privacy Policy, including legal, regulatory, security, operational, and business requirements.

Usage Data may also be retained for internal analytics, security monitoring, service improvements, or as required under applicable laws.

Transfer of Your Personal Data

our information, including Personal Data, may be processed, stored, or transferred to systems located outside Your state, province, or country where data protection laws may differ.

By using Our Service and submitting information, You consent to such transfer, storage, and processing of Your Personal Data.

The Company takes commercially reasonable measures to protect Personal Data and maintain appropriate safeguards during such transfers.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition, restructuring, financing, or sale of assets, Your Personal Data may be transferred as part of that transaction.

Law Enforcement

Under certain circumstances, the Company may disclose Your Personal Data if required to do so by law or in response to valid legal requests by public authorities.

Other Legal Requirements

The Company may disclose Your Personal Data where necessary to:

Comply with legal obligations
Protect and defend the rights or property of CivicMinds
Prevent fraud, misuse, or unlawful activity
Protect the safety of users or the public
Protect against legal liability

Security of Your Personal Data

The security of Your Personal Data is important to Us. CivicMinds implements commercially reasonable administrative, technical, and physical safeguards designed to protect Personal Data against unauthorized access, disclosure, misuse, alteration, or destruction.

However, no method of electronic transmission or storage over the Internet can be guaranteed to be completely secure.

Detailed Information on the Processing of Your Personal Data

The Service Providers We use may have access to Your Personal Data solely for purposes related to operating, supporting, improving, analyzing, or maintaining Our Service.

These third-party vendors and providers are expected to maintain appropriate confidentiality, security measures, and compliance obligations in accordance with applicable laws and contractual requirements.

Analytics and Email Marketing

CivicMinds may use third-party analytics tools and related technologies to monitor, analyze, and improve the performance, functionality, security, and user experience of Our Website and Services. These tools may collect information such as IP address, browser type, device information, pages visited, session duration, referral sources, and interaction behavior to help Us better understand website usage trends and optimize Our Services.

We may also use Your Personal Data to send newsletters, recruitment updates, staffing-related communications, marketing materials, service announcements, event invitations, and other business-related information that may be relevant to Your interests or interaction with CivicMinds. Communications may be delivered through email, SMS, phone calls, or other permitted electronic communication methods.

By submitting Your information through Our Website, forms, applications, or communication channels, You acknowledge and consent to receiving such communications from CivicMinds where permitted by applicable law.

You may opt out of receiving promotional or marketing communications at any time by using the unsubscribe link included in the communication, replying “STOP” to SMS communications where applicable, or by contacting CivicMinds directly. Please note that We may still send important administrative, transactional, legal, security, or service-related communications when necessary for business or compliance purposes.

Payments

Currently, CivicMinds does not offer paid products, subscription plans, online purchases, or direct payment processing through the Website or Services. We do not collect, store, process, or maintain payment card details, banking information, or other financial data from users through Our platform.

Any inquiries, staffing engagements, consulting services, or business communications submitted through the Website are handled independently and are not processed through an online payment gateway.

If CivicMinds introduces paid services, billing functionality, or online payment features in the future, payment transactions may be processed through authorized third-party payment service providers that comply with applicable legal, regulatory, and industry security standards, including PCI-DSS requirements for the secure handling of payment information.

Any future payment-related services will be governed by updated terms, conditions, and privacy disclosures as required by applicable laws and regulations.

GDPR Privacy

If You are located within the European Economic Area (EEA), You may have rights including:

Access to Your Personal Data
Correction of inaccurate information
Deletion of Your data
Restriction or objection to processing
Withdrawal of consent
Data portability

To exercise these rights, please contact Us.

Children’s Privacy

CivicMinds’ Services are not intended for individuals under the age of 13. We do not knowingly collect, store, or process personally identifiable information from children under 13 years of age. If You are a parent or legal guardian and believe that Your child has provided Personal Data to CivicMinds, please contact Us immediately.

If We become aware that Personal Data has been collected from a child under the age of 13 without verified parental consent, We will take appropriate steps to delete such information from Our systems promptly.

In jurisdictions where parental consent is required for the collection or processing of a child’s information, CivicMinds may require consent from a parent or guardian before collecting or using such information.

Links to Other Websites

Our Service may contain links to third-party websites or services that are not owned, operated, or controlled by CivicMinds. If You click on a third-party link, You will be directed to that third party’s website or service.

We encourage You to review the privacy policies and terms of use of any third-party websites You visit, as CivicMinds has no control over and assumes no responsibility for the content, privacy practices, policies, or services of any third-party websites or providers.

California Privacy Rights

Under California Civil Code Section 1798.83 (“Shine the Light” law), California residents who have an established business relationship with CivicMinds may request information once per calendar year regarding the disclosure of certain Personal Data to third parties for their direct marketing purposes. To submit such a request, You may contact CivicMinds using the contact information provided in this Privacy Policy.

Additionally, under California Business and Professions Code Section 22581, California residents under the age of 18 who are registered users of online websites, services, or applications may request the removal of content or information they have publicly posted through Our Service. Requests for removal must include sufficient information for Us to identify the applicable content and verify the request.

Please note that removal requests do not guarantee complete or comprehensive deletion of all posted content or information, particularly where retention is required for legal, compliance, security, backup, archival, or other legitimate business purposes permitted under applicable law.

Changes to This Privacy Policy

CivicMinds may update or modify this Privacy Policy from time to time to reflect changes in our practices, services, legal obligations, or regulatory requirements. Any updates will be posted on this page along with the revised “Last Updated” date at the top of this Privacy Policy.

Where required by applicable law, We may notify You of material changes through email communication and/or a prominent notice on Our Website or Services before such changes become effective.

We encourage You to review this Privacy Policy periodically to remain informed about how We collect, use, and protect Your information. Any changes to this Privacy Policy will become effective immediately upon posting unless otherwise stated.

Contact Us

If You have any questions about this Privacy Policy, You can contact Us:

CivicMinds
Website: www.civicminds.com
Email: info@civicminds.com