Data collection
CivicLens processes information needed to authenticate users and operate investigation workspaces. Depending on the features used, this can include a Google account identifier, name and email address supplied through Firebase Authentication; CivicLens user, role, tenant, and workspace membership; records and source descriptions; filenames, file types, sizes, cryptographic hashes, source URLs, extracted text, OCR output, citations, findings, timelines, review actions, and audit events.
The public CivicLens site can record page paths, page titles, lead events, and sponsor-banner interactions through Firebase Analytics. A Meta Pixel is loaded only when a pixel identifier is configured.
Uploaded records
Uploaded records are validated for an allowed file type and size, assigned a SHA-256 hash for duplicate detection, and marked private by default. CivicLens stores record files on the CivicLens backend’s local filesystem or in a Dropbox location connected by the workspace administrator. The system stores record metadata and extracted or OCR text in its database.
Records are scoped to an authenticated workspace. The current code publishes only findings that pass a human release-review process; it does not directly publish private workspace records to the public site.
AI use
CivicLens uses AI for research and analysis tasks such as summarization and evidence-limited answers. A workspace can use a local Ollama model or configure OpenAI, OpenRouter, or another OpenAI-compatible endpoint. When an AI task runs, the prompt sent to the selected provider can contain text from investigation records. Provider handling is governed by that provider’s terms and privacy practices.
AI output may be incomplete or inaccurate and is treated as research assistance. The product keeps AI-generated material subject to human review and source verification.
Retention
The current CivicLens code does not enforce a fixed retention period for uploaded records or investigation data and does not provide a self-service record-deletion workflow. Records, extracted text, findings, citations, review history, and audit events can remain in configured storage and databases until an authorized operational process removes them. Local development sign-in sessions expire after a configurable number of hours; Firebase authentication persistence is stored in the browser until sign-out or provider expiration.
Contact SmartCities LLC about a specific retention or deletion request. Requests may require identity, account, and workspace verification.
Security
The current implementation uses authenticated, workspace-scoped access; role and API-scope checks; Firebase ID-token validation with revocation checking; hashed local passwords, session tokens, and API credentials; request rate limits; upload validation; and audit records. Locally managed upload folders are created with owner-only permissions. Configured AI and Dropbox credentials are encrypted with AES-GCM when encrypted secret storage is enabled.
These controls reduce risk but do not guarantee absolute security. The application code does not apply its own blanket encryption layer to every uploaded record; storage protections also depend on the configured host or Dropbox account.
Third parties
CivicLens integrates with third parties only when the related feature is used or configured. These can include Google Firebase for authentication, public-site hosting, Firestore, and analytics; Google as a sign-in provider; Dropbox for workspace record storage; OpenAI, OpenRouter, a local Ollama service, or another configured OpenAI-compatible AI endpoint; Stripe for sponsor payments; and Meta when the optional Meta Pixel is configured.
Authorized HTTPS source imports also retrieve records from a workspace-approved host. CivicLens sends data needed to complete each requested integration.
Your rights and choices
Depending on where you live, you may have legal rights concerning access, correction, deletion, restriction, or objection. The current build does not provide an automated privacy-request portal or per-record self-service deletion. You can sign out to clear the active authentication state and can ask a workspace administrator about account access.
To make a privacy request, contact SmartCities LLC using the details below. We may need to verify your identity and authority over the relevant account or workspace before acting.
Contact
SmartCities LLC
Attn: CivicLens Privacy
2665 Hempel Ave
Windermere, FL 34786