Privacy Policy

1. Information we collect

Account information. If you create a free Got AI Policy account, we collect the email address and password you provide. Passwords are stored in hashed form by our authentication provider; we never see or store them in plain text.

Profile information (optional). On your settings page you can add a full name, organization, role/title, a short bio, and upload a profile picture (avatar). Approved Founding Members can also upload a Founding Member logo to be displayed alongside their account. Avatar and Founding Member-logo images you upload are stored in our managed file storage and served from public URLs so other signed-in users can see them next to your name in places like the community forum, network requests, and direct messages. The other profile fields (name, organization, role, bio) are stored only against your own account and are not displayed publicly on the Site. Don't upload images that contain confidential information or that you don't have rights to use.

Account-linked data. When you use account features, we store:

• Your shortlist and watchlist (slugs and display names of organizations you favorite or watch). For each watched organization we also store the policy status snapshot you last acknowledged, so we can surface a status-change alert on your dashboard the next time you visit.
• Your saved filters (the filter and sort state you choose to save, plus a name). If you choose to publish a saved filter, we generate an unguessable share token that anyone with the link can use to view the filter; you can disable sharing at any time, which invalidates the link.
• Export logs (timestamp and row count of each CSV export, used to enforce monthly quotas).
• Referral data: each account is assigned a unique referral code. If you sign up via another user's referral link, we record which account referred you so we can show that user a referral count. We do not share referred users' identities or emails with the referrer — only an aggregate count.
• Connections and direct messages: to start a 1:1 conversation with another signed-in user, you must first send a connection request and have it accepted. We store your outgoing and incoming connection requests, their status (pending, accepted, declined), and the resulting connection list — visible to you on the /network page. Once connected, we store the 1:1 conversation thread, the messages you send and receive, your read state per thread (used for unread badges), any users you choose to block, and any messages you report. Messages are visible only to you and the other participant; our team can access reported messages strictly to investigate abuse.
• Verification requests: when you ask our team to manually verify a municipality (from its profile page or the dashboard widget), we store the request along with its status (requested, queued, in review, verified) so you and our reviewers can track it.
• Optional onboarding preferences such as provinces of interest, stored locally in your browser.
• AI feature usage: when you ask Anya a question, request a re-scan of a policy, run a Compare report, or vote a generated AI answer 👍/👎, we log the prompt or action, the model used, the response timing, and your helpful/not-helpful vote. We use these logs to enforce daily quotas (e.g. 10 re-scans/day for Founding Members), to improve prompt quality, and to debug failed responses. Logs are tied to your account and are visible only to you and to authorized CivicPlay.ai staff for operations and abuse prevention.

Technical data. Like most websites, our hosting provider may log basic request information (IP address, user agent, timestamps) for security and reliability. We do not use third-party advertising trackers.

Public registry data. The directory contains information about public organizations and links to publicly available evidence. It is not personal data about you.

Founding Member application data. If you apply to the Founding Member Status (Early Access Cohort), we store the information you submit through our application form (such as name, organization, role, intended use, and any context you choose to share) along with the status of your application (pending, approved, or rejected). This data is used solely to review your application and to communicate with you about it. If you are rejected, you may reapply or contact us for clarification; we keep prior application records to inform future reviews.

Payment information. Founding Member Status is a paid offering processed by Stripe. When you check out, Stripe collects and stores your payment details (card data, billing name, billing address, country) directly — we never see or store full card numbers. We receive from Stripe a customer ID, subscription ID, the product/price you purchased, your subscription status, and the last four digits and brand of your card so we can show your billing summary and entitle your account. Refer to Stripe's privacy policy for how Stripe handles this data.

Issue reports and submissions. When you click “Report an issue” on a registry row, we open a Jotform-hosted form in a new tab and prefill it with the title of the affected entry and, if you are signed in, your account's unique identifier (UUID — not your email). This lets us trace a report back to your account if we need to follow up. The form itself is hosted by Jotform under their privacy practices; the data you submit there is sent to us for review.

UI preferences. We store light/dark theme preference and language preference in your browser's local storage so the Site remembers them between visits. Light mode is the default; dark mode is a perk for signed-in users only and can be toggled from the user menu. Founding Members also see a Founding Member accent color applied site-wide while signed in.

2. How we use information

• To authenticate you and keep you signed in.
• To provide free account features (profile, dashboard, shortlists, watchlists with status-change alerts, saved filters, public filter sharing, referral links, direct messages, verification requests, and limited CSV export with quota enforcement of 10 rows per export and 3 exports per calendar month) and Founding Member Status features (early access, application review, billing).
• To operate, secure, and improve the Site.
• To respond to your inquiries, issue reports, and submissions.

We do not sell your personal information, and we do not use it for advertising.

3. Sharing and visibility

Profile data is private. Your name, organization, role, and bio are visible only to you in your settings.

Shared filters are public to anyone with the link. If you choose to publish a saved filter, anyone holding the share URL can view its name and the filter criteria you saved (e.g. provinces, statuses, search text). The link does not expose your email, profile, or other saved filters. You can revoke sharing at any time from the saved filters page, which invalidates the link.

Referrals. When someone signs up using your referral link, we record the connection so we can show you a count of referrals. We do not share who they are with you, and we do not share your identity with them beyond the link itself.

4a. AI-generated content & feedback

Got AI Policy is currently in public beta. AI output (summaries, Ask answers, comparisons, and policy reviews) may contain errors, omissions, hallucinations, misclassifications, or out-of-date information even after human review, and is provided for informational purposes only. Got AI Policy uses AI to read public municipal policy documents and produce structured summaries (highlights, best practices, concerns), to answer Founding Member questions about the registry (Ask), and to generate side-by-side policy comparisons. AI summaries are generated from public documents, not personal data, and are displayed to all visitors on the relevant municipality page. Ask answers and comparisons are generated on-demand for the signed-in Founding Member who requested them. Each AI answer carries an optional 👍/👎 helpfulness vote; if you vote, we store the vote against your account and the answer (see § 1 above). Always verify AI output against the linked source document before relying on it — see the Terms of Use for accuracy disclaimers. We do not train third-party models on your prompts or feedback.

When you use policy review features, we may process the uploaded document or linked policy to generate a structured analysis. The original upload and resulting review are treated as account-linked data unless otherwise stated.

How this information is used (summary):

• To generate private policy reviews requested by users.
• To improve AI prompt quality, benchmarking, recommendation logic, safety checks, platform reliability, and user experience.
• To create anonymized and aggregated insights about broad governance patterns, without intending to identify individual users or organizations.

Anonymized and aggregated service improvement

We may use anonymized and aggregated analytical insights from platform activity and policy reviews to improve Got AI Policy. This may include broad patterns such as common missing policy clauses, frequently used features, response quality trends, or recurring governance gaps.

We do not use these insights to identify individual users or organizations, sell data, advertise to users, or directly train public AI models on raw user uploads or private content.

See also: Responsible AI & Data Governance.

5. Cookies and local storage

We use cookies and browser local storage strictly to keep you signed in and to remember non-sensitive UI preferences (for example, light/dark theme, language, and onboarding choices). We do not use third-party advertising or cross-site tracking cookies.

11. Contact

Questions or requests about this policy? Email us at support@gotaipolicy.ca, or contact CivicPlay.ai via civicplay.ai.