Privacy Policy

1. Information We Collect

1.1 Personal Information

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, and postal address
• Professional Information: Job title, organization, constituency details
• Account Information: Username, password, and account preferences
• Communication Data: Messages, inquiries, and feedback submitted through our service

1.2 Technical Information

We automatically collect certain technical information when you use our service:

• IP address and location data
• Browser type and version
• Device information and operating system
• Usage patterns and service interaction data
• Cookies and similar tracking technologies

2. How We Use Your Information

We use your personal information for the following purposes:

• Service Provision: To provide, maintain, and improve the Civicore service
• Communication: To respond to your inquiries and provide customer support
• Account Management: To create and manage your user account
• Service Enhancement: To analyze usage patterns and improve our AI algorithms
• Legal Compliance: To comply with applicable laws and regulations
• Security: To protect against fraud, abuse, and security threats

3. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation (GDPR), we process your personal data based on the following legal grounds:

• Contractual Necessity: Processing necessary for the performance of our service contract
• Legitimate Interests: For service improvement, security, and business operations
• Consent: Where you have provided explicit consent for specific processing activities
• Legal Obligation: To comply with applicable legal requirements

4. How We Share Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following limited circumstances:

4.1 Service Providers

We may share information with trusted third-party service providers who assist us in operating our service, such as cloud hosting providers and analytics services.

4.2 Legal Requirements

We may disclose your information if required by law, court order, or government regulation, or to protect our rights, property, or safety.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication mechanisms
• Employee training on data protection practices

6. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Typically, we retain:

• Account information for the duration of your active subscription
• Communication data for up to 7 years for legal and business purposes
• Technical logs for up to 12 months for security and service improvement

7. Your Rights

Under applicable data protection laws, you have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Rectification: Request correction of inaccurate or incomplete information
• Erasure: Request deletion of your personal information in certain circumstances
• Restriction: Request limitation of processing in certain situations
• Portability: Request transfer of your data to another service provider
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent for processing where applicable

8. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience and analyze service usage. You can control cookie settings through your browser preferences, though this may affect service functionality.

9. International Data Transfers

Your personal information may be transferred to and processed in countries outside the UK/EU. We ensure appropriate safeguards are in place to protect your data in accordance with applicable data protection laws.

10. Children's Privacy

Our service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18 years of age.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by posting the updated policy on our website and updating the "Last Updated" date.

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us at:

13. Supervisory Authority

If you are not satisfied with our response to your privacy concerns, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection matters.