Privacy Policy

1. Data Controller

1.1. CivicBinder ("we," "us") is a United States–based service that provides Section 1557 website-accessibility readiness deliverables to health care providers. We are responsible for the information described in this Policy.

1.2. You can reach us about privacy at hello@civicbinder.org.

1.3. Important: CivicBinder is not a HIPAA "business associate." We do not access, receive, or process protected health information (PHI), and our Services are not designed to handle patient data.

2. Data We Collect

2.1. Contact and intake information you provide — such as your practice name, website address, work email, approximate number of employees, and any notes you send through our request form or by email.

2.2. Scan metadata — technical results of evaluating your Public Surfaces, such as page URLs, counts and types of accessibility issues, and screenshots of public pages that illustrate them. This is information about your website, not about individuals.

2.3. Payment information — when you purchase, our payment processor (Stripe) collects your billing details directly; we receive only limited confirmation data, not your full card number.

2.4. We do not intentionally collect patient data or PHI. Our Scan is limited to content reachable without logging in. If public content you post happens to contain personal information, we do not use it beyond producing your accessibility record, and we will remove it on request.

3. How We Use Your Data

3.1. To perform the Scan and to prepare and deliver your Readiness Binder.

3.2. To communicate with you about your request, deliverable, corrections, and — if you subscribe — re-scans.

3.3. To process payments and keep business records such as invoices.

3.4. To improve the quality and accuracy of our Services. We do not sell your information or use it for third-party advertising.

4. Legal Basis for Processing

4.1. We process your information to perform the contract you enter into when you request or purchase our Services.

4.2. We also process limited information for our legitimate business interests — such as responding to inquiries, securing our systems, and keeping records — and to comply with legal obligations such as tax and accounting requirements.

5. Data Retention

5.1. We keep your Readiness Binder and its underlying Scan metadata so that it remains available to you as a dated record of good-faith progress, and so we can provide re-scans and corrections.

5.2. We keep contact and transaction records for as long as needed for the Services and for legal, tax, and accounting purposes.

5.3. You may ask us to delete your information (see Section 8). We will honor deletion requests except where we are required to retain records by law.

6. Data Sharing

6.1. We share information only with service providers who help us operate — for example, our payment processor (Stripe) and our email provider — and only as needed to provide the Services.

6.2. We may disclose information if required by law, to protect our legal rights, or in connection with a business transfer.

6.3. We do not sell your information, and we do not share it for third-party marketing.

7. Data Security

7.1. We use reasonable technical and organizational measures to protect the information we hold against loss, misuse, and unauthorized access.

7.2. Because we scan only Public Surfaces and do not collect PHI, the information we handle is limited by design — the strongest protection against a breach is not collecting sensitive data in the first place.

7.3. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

8.1. You may request access to, correction of, or deletion of the personal information we hold about you, subject to our legal record-keeping obligations.

8.2. You may unsubscribe from the optional Re-Scan Subscription and from non-essential emails at any time.

8.3. To exercise any of these rights, email hello@civicbinder.org and we will respond within a reasonable time.

9. Cookies

9.1. Our website uses only the cookies necessary for it to function and, where enabled, basic analytics to understand aggregate usage.

9.2. We do not use advertising or cross-site tracking cookies.

10. International Transfers

10.1. CivicBinder is based in the United States, and the information we collect is processed and stored in the United States by us and our service providers.

10.2. If you contact us from outside the United States, you understand that your information will be processed in the United States.

11. Changes to This Policy

11.1. We may update this Policy from time to time. The version posted on our site, with its effective date, is the current one.

11.2. Material changes take effect when posted with an updated effective date. Please review this page periodically.