Privacy Policy — CommTrail

1. Who We Are

Meeting Signup (operated by CommTrail LLC; “we,” “us,” or “our”) provides a web-based speaker sign-up platform for organizations that hold public meetings — including city councils, school boards, HOAs, and other public bodies. Our service is available at commtrail.com.

We do not sell or share your personal information with third parties for advertising or marketing purposes.

2. Information We Collect

Staff & Organization Accounts

When an organization creates an account, we collect:

Name and email address of the account holder(s)
Organization name
Billing information (processed by Stripe — we do not store card numbers)
Usage data (meetings created, signups recorded)

Public Meeting Attendees

When a member of the public signs up to speak at a meeting, we collect:

Full name
Email address (optional, used only to send confirmation and status notifications)
Topic or agenda item (optional)
Whether the attendee is speaking on behalf of an organization (optional)

Public attendees are not required to create an account. Signup data is collected on behalf of and at the direction of the organization hosting the meeting.

3. How We Use Your Information

To provide and operate the Meeting Signup service
To send email confirmations, status updates, and reminders to meeting attendees (when an email address is provided)
To process billing and manage subscriptions
To communicate with organization administrators about their account
To improve the service and diagnose technical issues

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

4. Data Retention

Meeting and signup records are retained for as long as an organization's account is active. Organizations may export and delete their data at any time through the application.

When an account is closed, we will delete or anonymize all associated personal data within 30 days, except where retention is required by law.

5. Public Records Notice

Speaker sign-up records submitted through public meetings may constitute public records subject to applicable state and local open meeting laws. Organizations that use Meeting Signup for public meetings are responsible for ensuring compliance with all applicable records retention, disclosure, and open meeting requirements. Meeting Signup provides data export tools to assist organizations in meeting these obligations but does not act as a records custodian.

6. Data Storage & Security

All data is stored in the United States on Microsoft Azure infrastructure. We use Supabase (built on PostgreSQL) with row-level security policies to ensure organization data is strictly isolated.

We use industry-standard encryption in transit (TLS) and at rest. Access to production systems is restricted to authorized personnel.

7. Third-Party Services

We use the following third-party services:

Stripe — payment processing. Subject to Stripe's Privacy Policy.
Azure Communication Services (ACS Email) — transactional email delivery. Email addresses provided by attendees are transmitted to Microsoft Azure solely to deliver notifications. Data is processed within the United States.
Sentry — application error monitoring on public pages. Sentry may collect technical information such as browser type, IP address, and page URL to diagnose errors. No advertising or analytics trackers are used on public meeting signup pages. See Sentry's Privacy Policy.

8. Cookies

We use cookies strictly necessary to operate the service:

Authentication session cookies (required to stay signed in)
A last-activity cookie used to enforce idle session timeouts for security

We do not use advertising cookies, tracking pixels, or analytics cookies.

9. Your Privacy Rights

California Residents (CCPA)

You have the right to know what personal information we collect about you, request deletion of your personal information, and be free from discrimination for exercising these rights. To submit a privacy request, email privacy@commtrail.com with subject line “Privacy Request” and describe your request. We will respond within 45 days.

EU/UK Residents (GDPR)

When CommTrail processes speaker signup data on behalf of an organization, CommTrail acts as a data processor and the organization acts as the data controller. The Data Processing Addendum at /legal/dpa governs that relationship. For individual rights requests related to your speaker signup data, contact the organization that hosted the meeting directly.

All Users

To request deletion of your speaker signup data, email privacy@commtrail.com. We will process your request within 30 days. Organization administrators can also export or delete attendee data directly from the application.

10. Children's Privacy

Meeting Signup is not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has submitted personal data through our service, please contact us and we will remove it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify organization administrators of material changes by email. The “Last updated” date at the top of this page indicates when the policy was last revised.

12. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact us at privacy@commtrail.com.