Privacy Policy

Who we are

CivicRails is operated by BrainByte, LLC. In this policy, “CivicRails,” “we,” “us,” and “our” refer to BrainByte, LLC and the CivicRails website and related services.

CivicRails supports clearer conversations, planning, and shared understanding around complex housing, redevelopment, and community development work.

Scope of this policy

This Privacy Policy applies to information collected through:

• the CivicRails public website
• contact and information request forms
• authorized account access, where applicable
• authorized use of CivicRails services, where applicable
• communications you send to us by email or through CivicRails

This policy does not govern third-party websites, services, or platforms that may be linked from CivicRails or used by organizations operating their own programs or activities.

Information we collect

We may collect the following categories of information:

Information you provide directly

• name and contact details
• email address, phone number, and related contact preferences
• organization name, title or role, and organization website if provided
• topic of interest and inquiry details
• account profile and login-related information, where applicable
• information submitted through authorized use of CivicRails services
• uploaded files or supporting materials, where applicable
• communications and related activity

Information collected automatically

• basic device and browser information
• IP address and general technical log data
• pages viewed, referring pages, and general usage activity
• security, spam-prevention, and service-protection signals

Information provided by organizations

If you access CivicRails through an organization, program, or partner, that organization may provide account, role, permission, or usage-related information associated with your access.

How we use information

We may use information we collect to:

• operate, maintain, secure, and improve CivicRails
• respond to inquiries, information requests, and support messages
• create and manage accounts, roles, permissions, and access, where applicable
• support authorized use of CivicRails services
• send transactional messages, confirmations, and service notices
• protect the website and related services from spam, fraud, misuse, or service disruption
• review inbound inquiries and manage follow-up
• understand usage trends and improve reliability and performance
• comply with legal obligations and enforce our terms

Contact forms and inquiry submissions

If you contact us through the CivicRails website, we collect the information you submit, such as your name, email address, organization, title or role, website, phone number, preferred contact method, topic of interest, and message.

We use this information to respond to your inquiry, understand the nature of your interest, maintain business records related to those communications, and manage follow-up.

We may store inquiry submissions in a system that helps us organize and respond to inbound requests over time.

We may also use spam-prevention measures, including timing checks, honeypot fields, verification tools, and basic technical signals, to protect the site and reduce abusive submissions.

Organization-managed use

CivicRails may be used by public agencies, housing organizations, redevelopment initiatives, partner organizations, or other authorized operators. Depending on how CivicRails is used, information within the service may include records, attachments, account data, and related activity.

In many cases, the organization using CivicRails determines what data is collected through its own use and how that data is used within its own operations. Where applicable, you may also be subject to that organization’s own policies, notices, or legal obligations.

Files and supporting materials

CivicRails may allow authorized users to upload files and supporting materials. These files may be stored using service infrastructure and made available based on the way the relevant organization or user has configured and used the service.

Please do not upload sensitive personal information unless it is necessary for the relevant authorized use and permitted by the applicable organization or program.

Content visibility

Some information in CivicRails may be intentionally made available by an authorized organization or user. If content is configured or provided for wider visibility, it may be viewable by website visitors or other users.

How we share information

We do not sell your personal information. We may share information:

• with service providers that help us operate the website or related services
• with organizations using CivicRails as part of authorized use
• with professional advisors such as lawyers, accountants, or insurers
• to comply with law, legal process, or lawful government requests
• to protect rights, safety, security, or service integrity
• in connection with a merger, acquisition, restructuring, or sale of assets

Service providers may include hosting, infrastructure, storage, email delivery, analytics, security, spam prevention, verification, and related operational vendors.

Cookies and similar technologies

CivicRails may use cookies, local storage, and similar technologies to support basic site functionality, authentication, security, performance, and user experience.

We may also use limited analytics or technical logging to understand how the website and related services are being used and to improve reliability and performance.

Data retention

We retain information for as long as reasonably necessary to operate the website and related services, provide services, maintain records, resolve disputes, enforce agreements, comply with legal obligations, and support legitimate business and operational needs.

Retention periods may vary depending on the type of information, the role of the organization using CivicRails, and the nature of the inquiry, authorized use, or legal obligation involved.

Security

We use reasonable administrative, technical, and organizational measures intended to protect information against unauthorized access, loss, misuse, or alteration. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

Your choices and rights

Depending on your location and relationship with CivicRails, you may have rights to request access to, correction of, deletion of, or restriction of certain personal information.

If you would like to make a privacy-related request, please contact us using the information below. We may need to verify your identity before responding.

If your information was submitted to CivicRails by or through a specific organization, program, or partner, you may also need to contact that organization directly.

Children’s privacy

CivicRails is not intended for children under 13, and we do not knowingly collect personal information directly from children under 13 through the public website. If you believe a child under 13 has provided personal information through CivicRails, please contact us so we can review and address the situation.

International use

If you access CivicRails from outside the United States, please be aware that your information may be processed and stored in the United States or other jurisdictions where our service providers operate.

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will post the updated version on this page and revise the effective date above. Your continued use of CivicRails after changes become effective means the updated policy will apply going forward.

Contact us

If you have questions about this Privacy Policy or privacy-related requests, please contact:

BrainByte, LLC
Operator of CivicRails™
Email: hello@civicrails.com