Terms of Service

Agreement

These Terms of Service ("Terms") constitute a legally binding agreement between you and CivicCA, Inc. ("CivicCA," "we," "us," or "our"). By accessing or using the CivicCA platform, you agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use the service.

If you are using CivicCA on behalf of an organization, you represent that you have the authority to bind that entity to these Terms, and "you" refers to both you individually and the entity you represent.

Description of Service

CivicCA provides an AI-powered board and meeting management software-as-a-service (SaaS) platform. The service includes, but is not limited to:

• Agenda building and management with drag-and-drop organization
• Meeting scheduling, management, and live meeting tools (dais controls)
• Public-facing citizen portals for agenda access, speaker registration, and eComment
• Board member session links for remote voting and conflict declarations
• AI-powered summarization, plain-language rewriting, and conversational Q&A
• Meeting transcription with speaker diarization
• Brown Act and open meeting law compliance checking
• Legislation tracking, voting records, and minutes generation
• Document storage and management
• Video integration and meeting recordings
• Department submission workflows
• Notification subscriptions (email and SMS)
• Reports and analytics

Plans & Pricing

CivicCA is offered in three plan tiers:

• Community — $49/month (or $504/year). Includes 1 body, up to 5 users, and all core features including AI.
• Professional — $99/month (or $1,008/year). Includes up to 5 bodies, 25 users, video integration, department submissions, and advanced reports.
• Government — Starting at $4,800/year (contact sales). Unlimited bodies and users, SSO, custom domains, API access, and dedicated support.

All plans include all AI features, compliance checking, live dais controls, speaker registration, transcription, and a public citizen portal. Plan features and resource limits are subject to change; current details are available on our Pricing page.

Free Trial

• New accounts for Community and Professional plans include a 14-day free trial.
• A valid credit or debit card is required to begin a trial. You will not be charged during the trial period.
• You may cancel at any time during the trial and will not be charged.
• If you do not cancel before the trial ends, your subscription begins automatically and your payment method will be charged at the applicable plan rate.
• We will send a reminder email 3 days before your trial ends.
• Extended trial periods may be offered via promotional codes at our discretion.
• Trial accounts have access to all features of the selected plan.

Account Terms

• You must be at least 18 years of age to create an account.
• You must provide accurate, complete, and current information during registration and keep your account information up to date.
• You are responsible for maintaining the security of your account credentials. Do not share your password or allow others to access your account.
• Each individual user must have their own account. Shared or generic accounts are not permitted.
• If you are an organization administrator, you are responsible for managing your team's accounts, including assigning appropriate roles and revoking access when personnel changes occur.
• You must notify us immediately if you become aware of any unauthorized access to your account.

Acceptable Use

You agree not to use CivicCA to:

• Violate any applicable local, state, national, or international law or regulation
• Interfere with, disrupt, or place an unreasonable burden on the service or its infrastructure
• Attempt to reverse engineer, decompile, or disassemble any part of the platform
• Scrape, harvest, or systematically extract data from the platform through automated means
• Impersonate any person or entity, or misrepresent your affiliation with any person or entity
• Upload, transmit, or distribute any viruses, malware, or other malicious code
• Attempt to gain unauthorized access to other users' accounts or other organizations' data
• Use the service in any manner that could damage, disable, or impair its operation
• Use board member session links to impersonate another board member or cast votes on their behalf
• Submit fraudulent public comments or speaker registrations

We reserve the right to suspend or terminate accounts that violate these terms.

Organization Data

You own your data. All agendas, meeting records, legislation, minutes, votes, and other content you create or upload to CivicCA remain your property. We do not claim ownership of your data.

You grant us a limited license to process, store, and transmit your data solely for the purpose of providing and improving the service. This license terminates when you delete your data or close your account.

We do not sell your data to third parties. We do not use your content for advertising purposes. You may export your data at any time in standard formats through the platform's export features or by contacting support.

We may collect and use aggregated, anonymized usage statistics (such as feature adoption rates and platform performance metrics) that cannot be used to identify any specific organization or individual.

AI Features

CivicCA offers AI-powered features including agenda item summarization, plain-language rewriting, compliance analysis, meeting transcription, conversational Q&A, and AI-assisted content moderation. These features are designed to assist your staff and are subject to the following terms:

• AI content is assistive, not authoritative. All AI-generated content — including summaries, transcriptions, compliance checks, and moderation flags — is provided as a drafting aid. It should be reviewed and verified by qualified staff before any official use.
• No guarantee of accuracy. While we strive for high-quality AI output, CivicCA does not guarantee the accuracy, completeness, or legal sufficiency of AI-generated content. You are responsible for reviewing all content before publication or official action.
• Third-party AI providers. AI features require sending relevant data to third-party providers, specifically Anthropic (for text analysis) and AssemblyAI (for transcription). Use of AI features constitutes consent to this data processing, which is governed by those providers' respective terms of service and privacy policies.
• No model training. Your data is not used to train AI models by CivicCA or any of our AI providers.

Board Member Sessions

CivicCA provides personalized session links that allow board members to participate in meetings remotely, including viewing agendas, casting votes, and declaring conflicts of interest. These links are generated by organization administrators and are subject to the following terms:

• Session links are unique to each board member and should not be shared with others.
• Opening a session link automatically records the board member's attendance.
• Votes cast through session links are official and recorded in the meeting record.
• Organization administrators can revoke session links at any time.
• CivicCA is not responsible for the misuse of session links that are shared with unauthorized individuals.

Public Portal & eComment

Organizations may enable a public-facing portal where members of the public can view published agendas, register to speak, and submit electronic comments (eComments). The following terms apply:

• Public comments may be subject to AI-powered moderation to flag potentially inappropriate content. Flagged comments are reviewed by organization administrators before publication.
• CivicCA does not control or edit the content of public comments. Organizations are responsible for moderating public input in accordance with their policies and applicable law.
• Public portal content (published agendas and minutes) may be accessed without an account.
• Notification subscriptions are voluntary and can be unsubscribed from at any time.

Service Level

We target 99.9% platform uptime, measured on a monthly basis, excluding scheduled maintenance windows. Planned maintenance will be communicated at least 48 hours in advance via email and in-app notification, and will be scheduled during off-peak hours whenever possible.

We are not liable for service interruptions caused by factors outside our reasonable control, including but not limited to: internet connectivity issues, third-party provider outages, natural disasters, or government actions. In the event of extended unplanned downtime, we will provide timely updates on the status and expected resolution.

Payment Terms

• Subscriptions are billed on a monthly or annual basis, depending on the plan selected.
• All fees are due in advance of the billing period.
• Payment is processed securely by Stripe. By subscribing, you agree to Stripe's Terms of Service.
• You may manage your subscription, update your payment method, and view invoices through Settings > Billing or via the Stripe Customer Portal.
• Prices are subject to change with at least 30 days' written notice. Price changes take effect at the start of the next billing cycle.
• Promotional codes and extended trial offers are subject to their stated terms and may be modified or discontinued at any time.
• Non-payment for more than 15 days past the due date may result in suspension of service. Continued non-payment for 30 days or more may result in termination and data deletion.
• You are responsible for all applicable taxes associated with your subscription.

Cancellation

You may cancel your subscription at any time from Settings > Billing > Manage Billing, or by contacting support. Upon cancellation:

• Your access continues through the end of your current billing period.
• Your data is retained for 30 days after the end of your billing period, during which you may request a data export.
• After the 30-day retention period, all data is permanently deleted from our systems.
• You may request immediate data deletion at any time by contacting support. This action is irreversible.

Intellectual Property

CivicCA owns all rights, title, and interest in the platform, including the software, user interface, documentation, APIs, and all related intellectual property. These Terms do not grant you any right to use CivicCA's name, logo, or branding except as necessary to identify your use of the service.

You retain full ownership of all data, documents, and content you create or upload to the platform. Nothing in these Terms transfers ownership of your data to CivicCA.

Limitation of Liability

To the maximum extent permitted by applicable law:

• CivicCA shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of data, loss of revenue, or loss of business opportunity, regardless of the cause of action or theory of liability.
• CivicCA's total aggregate liability for any claims arising out of or relating to these Terms or the service shall not exceed the total fees you paid to CivicCA in the twelve (12) months immediately preceding the event giving rise to the claim.
• CivicCA is not liable for the accuracy of AI-generated content, compliance check results, or transcriptions. These are provided as assistive tools and should be verified by qualified staff.
• CivicCA is not liable for actions taken by board members through session links, including votes cast or conflicts declared.
• These limitations apply even if CivicCA has been advised of the possibility of such damages.

Indemnification

You agree to indemnify, defend, and hold harmless CivicCA, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorney's fees) arising out of or in connection with: (a) your use of the service; (b) your violation of these Terms; (c) your violation of any applicable law or regulation; (d) any content you submit, post, or transmit through the platform; or (e) any misuse of board member session links by your organization or its members.

Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law provisions. Any legal action or proceeding arising out of these Terms shall be brought exclusively in the federal or state courts located in Fresno County, California, and you consent to the personal jurisdiction of such courts.

Changes to These Terms

We reserve the right to modify these Terms at any time. If we make material changes, we will notify you via email or in-app notification at least 30 days before the changes take effect. Your continued use of CivicCA after the effective date of any changes constitutes your acceptance of the revised Terms. If you do not agree to the updated Terms, you must stop using the service.

Contact

If you have questions about these Terms of Service, please contact us:

legal@civicca.com