Privacy Policy
Last Updated: February 24, 2026
Clerk Central ("we," "us," or "our") respects your privacy and is committed to protecting the information you share with us. This Privacy Policy outlines our practices regarding the collection, storage, and processing of your data when you use the Clerk Central software and website (the "Service").
1. Legal Entity & Role
Clerk Central operates as a service provider (or data processor) providing hosted, multi-tenant municipal software solutions to governmental entities and organizations (the "Customer" or "Data Controller"). The Customer retains ownership of and controls the data uploaded to the Service.
2. Categories of Data Collected
We process data safely and collect only the data reasonably necessary to provide, secure, and improve the Service for specified, legitimate purposes. We collect and process the following categories of data:
- Account Information: Names, email addresses, phone numbers, and job titles of Authorized Users associated with a Customer account.
- Uploaded Files & Records: Any documents, images, municipal records, evidence logs, or other files uploaded by the Customer or its Authorized Users into the Service.
- Audit Logs & Metadata: System and application logs, including IP addresses, browser types, timestamps, login events, and records of actions taken within the Service. This is vital for maintaining security and providing an auditable trail of municipal or law enforcement activity.
- Billing Data: Information necessary to process payments, such as billing addresses and payment histories.
3. No Sale of Data
Clerk Central does not and will never sell your personal information or Customer Data to third parties. We process data solely to provide, maintain, and secure the Service.
4. Hosting & Subprocessors
We engage trusted third-party categories of subprocessors to deliver the Service, including cloud hosting providers, secure payment processors, transactional email deliverability providers, and security monitoring services. Our primary infrastructure is physically hosted by industry-leading cloud service providers in secure data centers. We may update or replace subprocessors from time to time as our business and operational needs evolve.
5. Security Safeguards
Clerk Central implements commercially reasonable administrative, technical, and physical safeguards designed to protect your information; however, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. You alone are responsible for protecting your login credentials and ensuring the legal authority to store any uploaded Customer Data.
6. Legal Compliance & Law Enforcement Requests
We may disclose Customer Data when required by applicable law or valid legal process, including subpoenas, court orders, warrants, civil investigative demands, or regulatory requests. Where reasonably possible and legally permitted, we will notify the Customer before disclosure so the Customer can seek a protective order or other appropriate remedy.
7. Data Breach Notification
In the event of a confirmed security breach that materially compromises Customer Data, we will notify affected Customers without unreasonable delay and in accordance with applicable state and federal law, after taking necessary steps to contain the breach and secure the environment.
8. Data Retention & Deletion
We retain Customer Data for the duration of the Customer's active Subscription Term in order to provide the Service. Following termination or cancellation, Customer Data remains available for export during any applicable contractual export period (including the 30-day export window stated in our Terms, where applicable). After that period expires, we have no obligation to maintain, provide, or preserve Customer Data and may securely delete it from active systems. System and audit logs may be retained for an extended period solely to comply with legal obligations, dispute resolution, and security audits.
9. User Rights (Access, Correction, Deletion)
Since we act as a data processor for our Customers (municipalities/organizations), any individual seeking to access, correct, or delete personal data stored within our Service must direct their request to the respective Customer (the data controller). We will assist our Customers in fulfilling such requests as required by law.
10. Children's Privacy
The Service is not intended for use by or targeted at children under the age of 13 (or higher age as required by local law). We do not knowingly collect personal information directly from children. In the event municipal or law enforcement data containing children’s records is uploaded, it remains the responsibility of the Customer to ensure legal compliance regarding that data.
11. Cookies & Tracking
We use cookies and similar tracking technologies solely to provide core service functionalities, such as maintaining authenticated sessions, remembering preferences, and analyzing basic site traffic for performance improvements. We do not use third-party advertising trackers on the core software application. Do Not Track: The Service does not respond to browser Do Not Track signals.
12. International Data Transfers
Our servers are located in the United States. If you access the Service from outside the United States, your information will be transferred to, stored, and processed in the United States. By using our Service, you consent to this transfer, recognizing that the United States may have different data protection laws than your country of residence.
13. Changes to this Policy
We may update this Privacy Policy from time to time. We will notify Customers of material changes via email or an in-app notification. Your continued use of the Service constitutes acceptance of the updated policy.
14. Privacy Notice Contact Information
For privacy notices, legal requests, or security questions, send notice to our designated privacy contact email below. We may publish an additional formal notice method in the future by updating this Policy or your service documentation.
Contact Us
If you have questions regarding this Privacy Policy or our security practices, please contact us at support@clerkcentral.com.