← Back to Home
Overview
The Newburgh Civic Intelligence Dashboard ("we," "our," or "the Service") is committed to protecting your privacy.
This policy explains how we collect, use, and safeguard information when you use our civic data platform.
Our Mission: To make local government information accessible and understandable for Newburgh, NY residents.
We collect only what's necessary to provide this service.
Information We Collect
Account Information
When you create an account, we collect:
- Email address - Required for account creation and communication
- Full name - Optional, used for personalization
- Password - Stored securely using industry-standard hashing (bcrypt)
Usage Information
To improve our service and understand user needs, we collect:
- Questions asked - The text of questions you submit to the chat
- Query analytics - Topics, intent classification, and retrieval quality metrics
- Usage counts - Number of questions asked per month
- Session data - Anonymous session identifiers for trial users
Technical Information
- IP address (for security and rate limiting)
- Browser type and version
- Access timestamps
How We Use Your Information
| Purpose |
Data Used |
| Provide civic information answers |
Questions, conversation history |
| Improve answer quality |
Query analytics, retrieval metrics |
| Identify content gaps |
Unanswered questions, low-confidence queries |
| Enforce usage limits |
Question counts, subscription tier |
| Prevent abuse |
IP address, rate limiting data |
| Send account notifications |
Email address |
We do NOT:
- Sell your personal information to third parties
- Share your questions with advertisers
- Use your data for purposes unrelated to civic information
Data Retention
- Account data: Retained until you delete your account
- Conversation history: Retained for 2 years, then anonymized
- Query analytics: Retained for 1 year in identifiable form, then aggregated
- Anonymous trial data: Deleted after 90 days of inactivity
Data Security
We implement industry-standard security measures:
- Passwords hashed with bcrypt
- All data transmitted over HTTPS
- Database connections encrypted (SSL/TLS)
- API rate limiting to prevent abuse
- Account lockout after failed login attempts
- Security tokens hashed before storage
Third-Party Services
We use the following third-party services:
- OpenAI - AI language processing (questions sent to generate answers)
- Qdrant - Vector database for semantic search
- SendGrid - Email delivery for account notifications
- Neon (PostgreSQL) - Database hosting
Each service has its own privacy policy. We only share the minimum data necessary for functionality.
Your Rights
You have the right to:
- Access - Request a copy of your data
- Correct - Update inaccurate information
- Delete - Request deletion of your account and data
- Opt-out - Unsubscribe from non-essential emails
To exercise these rights, contact us at the address below.
Public Records Notice
Important: The civic data we provide (meeting minutes, agendas, transcripts) comes from
public government records. This information is already publicly available. Our service makes it more
accessible but does not create new privacy concerns regarding government documents.
Children's Privacy
This service is not intended for children under 13. We do not knowingly collect information from
children under 13. If you believe a child has provided us with personal information, please contact us.
Changes to This Policy
We may update this privacy policy from time to time. We will notify registered users of significant
changes via email. The "Last Updated" date at the bottom indicates when the policy was last revised.
Last Updated: December 2024