Privacy Policy

1. Our role depends on the context

For account, billing, website, sales, and support information that PALDAM collects for its own business purposes, PALDAM determines how the information is used. For public-records requests, uploaded records, released records, portal content, and related information processed for a subscriber agency ("Agency Records"), the agency is the records custodian and determines what is collected, used, disclosed, corrected, retained, or deleted. PALDAM processes Agency Records on the agency's behalf and according to its instructions. Questions about an Agency Record — including a request to access, correct, withhold, or delete it — should be directed to that agency.

2. Information we collect

Account and agency information, such as name, work email, telephone number, agency, title, login and authentication data, role, permissions, and account activity.

Billing and transaction information, such as billing contact, plan, subscription, invoice, payment status, and provider customer identifiers. Stripe processes payment-card details; PALDAM does not store full card numbers.

Agency Records, including requester information, request descriptions, communications, uploaded documents and images, redaction work, release copies, fees recorded by the agency, deadlines, routing, public-log and reading-room entries, and audit events.

Support and communications, including email, in-app tickets, attachments, feedback, and records of our response.

Device, log, and security information, such as IP address, browser and device type, operating system, timestamps, requested pages, referring URL, tenant or host name, diagnostic logs, and security events.

Marketing-site analytics and advertising measurement, including pages viewed, referral and campaign information, approximate location derived from IP address, and advertising click identifiers collected through Google Analytics 4 and Google Ads tags. These tags run on the public marketing website and on the account sign-up and setup pages (registration, agency setup, and the onboarding wizard) to measure how agencies find us and start trials. They are not placed on requester portals or on any page that displays Agency Records.

We collect information directly from users and agencies, automatically from devices and browsers, and from service providers such as authentication, hosting, email, security, analytics, and billing providers.

3. How we use information

Provide, authenticate, operate, support, secure, monitor, and troubleshoot the Service.

Create and administer trials and subscriptions; process billing; communicate about accounts, incidents, support, and service changes.

Carry out agency instructions for Agency Records, including storage, routing, redaction processing, OCR, email delivery, publication, retention controls, export, and deletion.

Detect and prevent abuse, fraud, unauthorized access, and security threats; enforce agreements; protect users, agencies, PALDAM, and the public.

Analyze and improve reliability, accessibility, usability, and product performance using operational data and appropriately limited or aggregated information.

Measure marketing-site traffic and advertising conversions, subject to applicable choices and law.

Comply with law, legal process, audits, insurance requirements, and enforceable government demands; establish, exercise, or defend legal claims.

4. How we disclose information

We may disclose information to service providers that host, transmit, secure, monitor, analyze, support, or bill for the Service, subject to contractual and legal restrictions. Our current providers are listed on the Subprocessors page. We may also disclose information: at an agency's direction; to authorized agency users; to comply with law or valid process; to protect rights, safety, security, or the Service; to professional advisers, auditors, insurers, and financing sources under appropriate duties; or in connection with a merger, financing, reorganization, sale, or transfer of business assets.

We do not sell personal information. We do not use Agency Records to train machine-learning or generative-AI models, and we never use Agency Records for advertising of any kind.

5. Marketing-site analytics and advertising

We do not sell personal information, and we never use Agency Records for advertising of any kind. Our marketing site uses Google Analytics and Google Ads measurement tags to understand how visitors find us, and the same tags run on the account sign-up and setup pages to measure trial conversions. These tags do not load on requester portals or on any page that displays agency records, and the application blocks Google measurement scripts everywhere else. You can limit these tags through your browser's cookie controls and Google's Ads Settings.

6. Retention

Agency Data is retained while the Agency's trial or subscription is active. When a trial or subscription ends, the workspace is paused and Agency Data is preserved unchanged; export remains available for at least 30 days, and PALDAM permanently deletes Agency Data from active production systems within 30 days of a verified deletion request from an authorized agency administrator, as described in the Terms of Service. Backup copies expire in the ordinary course of backup rotation. Support and billing records are retained as long as needed for legal, accounting, security, fraud-prevention, and dispute-resolution purposes. Marketing-site analytics data is retained for the period configured in the analytics tool.

7. Security

We use reasonable administrative, technical, and organizational safeguards designed for the nature of the Service. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Agencies and users are responsible for protecting credentials, devices, access permissions, and the information they choose to upload or release. Security information on our website describes current practices and does not create a guarantee.

8. United States processing

Your records are stored in Microsoft Azure data centers in the United States, encrypted at rest and in transit. Traffic between your browser and the Service passes through Cloudflare's network for security and performance. Cloudflare handles that traffic in transit; your stored records stay in Azure. Limited account, billing, email, analytics, support, and security metadata may be processed through providers' global operations as described in the Subprocessors notice.

9. Privacy choices and requests

Questions or requests about account, contact, support, or marketing information held by PALDAM may be sent to privacy@civicrecordsonline.com. Describe the request and the context in which you interacted with us. We may ask for information reasonably necessary to verify identity and authority and will respond as required by applicable law.

If the information is part of an Agency Record, send the request to the agency that controls the record. We may refer the request to that agency or assist it, but we cannot change or delete a government record solely on an individual's instruction when the agency has not authorized us to do so.

10. Children

The Service is not directed to children for personal use. A minor may appear in an Agency Record submitted or maintained by a government agency. In that context, the agency — not PALDAM — determines the lawful basis, handling, disclosure, and retention of the record.

11. Third-party links and agency content

The Service may link to third-party sites or display notices, forms, documents, and links supplied by an agency. PALDAM does not control and is not responsible for those third parties' privacy practices or an agency's content. Review the applicable agency or third-party notice.

12. Changes

We may update this Policy to reflect changes in law, technology, providers, or practices. We will post the revised Policy with a new effective date and provide additional notice when required by law or when a change materially affects active Agency customers.

13. Contact

Privacy inquiries: privacy@civicrecordsonline.com

PALDAM LLC
2108 N Street #1668
Sacramento, CA 95816