Privacy Policy

CivicFlow is a community engagement platform that helps residents, local leaders, youth groups, and NGOs report and track civic issues - from potholes and broken streetlights to water outages and public safety concerns.

This Privacy Policy explains what information we collect when you use CivicFlow, how we use it, and your rights over your data. By using CivicFlow you agree to the practices described here.

Account information. When you register, we collect your name, email address, and the password you create. If you sign in with Google, we receive your name and email from Google.

Issue reports. When you submit a civic issue you provide a title, description, location (neighbourhood, ward, or GPS coordinates), photos or attachments, and the category of the issue.

Profile and community data. You may optionally add a profile photo, bio, and community affiliation.

Usage data. We collect standard server logs including your IP address, browser type, pages visited, and timestamps. This helps us keep the service running and improve it over time.

We use your information to:

• Create and manage your account.
• Display civic issue reports to the community and relevant authorities.
• Send you notifications about issues you reported, followed, or volunteered on.
• Generate anonymised statistics (total issues reported, resolution rates, active communities) to show the platform's impact.
• Investigate abuse reports and enforce our community standards.
• Improve the platform through aggregate analysis of usage patterns.

We do not use your data for advertising or sell it to third parties.

We do not sell, rent, or share your personal information with third parties for their own purposes.

With authorities. Civic issue reports are designed to be visible to community members and relevant local authorities. When you submit a report, understand that its content - including the location and description - may be shared with government agencies or community leaders as part of the platform's purpose.

Legal requirements. We may disclose information if required by law, court order, or to protect the safety of our users or the public.

Service providers. We use Supabase (database and authentication) and Resend (email delivery). These providers process data on our behalf and are bound by their own privacy and security commitments.

We retain your account information and issue reports for as long as your account is active. If you delete your account, we remove your personal details within 30 days. Anonymised aggregated data (such as issue counts by region) may be retained indefinitely for research and impact reporting.

You have the right to access, correct, or delete the personal information we hold about you. To exercise these rights, email us at info@civicflow.org. We will respond within 14 days.

You may also update your profile information at any time through your account settings.

We take reasonable technical and organisational measures to protect your information - including encrypted data transmission (HTTPS), secure credential storage, and access controls. However, no system is completely secure, and we cannot guarantee that your data will never be accessed without authorisation.

If you suspect your account has been compromised, contact us immediately at info@civicflow.org.

We may update this policy from time to time. When we make material changes we will update the effective date at the top of this page and, where appropriate, notify registered users by email. Continued use of CivicFlow after changes are posted constitutes your acceptance of the revised policy.

If you have questions or concerns about this Privacy Policy, please reach out to us:

• Email: info@civicflow.org
• Website: civicflow.org