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HelloCivic

Cookie Policy

Effective Date: March 11, 2026

Last Updated: April 24, 2026

This Cookie Policy explains how HelloCivic, Inc. ("HelloCivic," "Company," "we," "us," or "our") uses cookies and similar tracking technologies when you access or use the HelloCivic platform, including all associated websites, applications, and services (collectively, the "Service"). This Cookie Policy should be read in conjunction with our Privacy Policy, which provides additional information about how we collect, use, and protect your information.

By continuing to use the Service, you consent to the placement and use of cookies and similar technologies on your device as described in this Cookie Policy, where consent is required by law. You can manage cookies through your browser settings and, where available, through our cookie preference controls.

1. What Are Cookies

1.1 Definition

Cookies are small text files that are placed on your computer, smartphone, tablet, or other device when you visit a website or use an online service. Cookies are widely used by website operators to make their websites and services function, to operate more efficiently, and to provide reporting and analytics information. Cookies set by the website operator are called "first-party cookies." Cookies set by parties other than the website operator are called "third-party cookies." Third-party cookies enable third-party features or functionality to be provided on or through the website, such as analytics, advertising, and interactive content.

1.2 Similar Technologies

In addition to cookies, we may use other similar tracking technologies, including:

  • Web Beacons (Pixel Tags): Small, transparent graphic images embedded in web pages or emails that are used to track whether a page or email has been viewed and to collect limited information about the viewing device.
  • Local Storage: HTML5 local storage and session storage, which allow websites to store data locally on your device with greater capacity than cookies.
  • Session Tokens: Unique identifiers stored in cookies or local storage that maintain your authenticated session as you navigate the Service.
  • Embedded Widget Storage: Limited browser storage used by public or embedded HelloCivic tools to remember configuration, state, and interaction preferences.
  • Fingerprinting: We do not use browser or device fingerprinting techniques to track users across websites.

1.3 Cookie Duration

Cookies can be categorized by their lifespan:

  • Session Cookies: Temporary cookies that are deleted from your device when you close your browser. Session cookies are used to maintain your session state as you navigate the Service.
  • Persistent Cookies: Cookies that remain on your device for a set period of time or until you manually delete them. Persistent cookies are used to remember your preferences and settings across visits.

2. Types of Cookies We Use

2.1 Strictly Necessary Cookies (Essential)

These cookies are essential for the operation of the Service and cannot be disabled. They are required to enable core functionality such as authentication, session management, security, and accessibility. Without these cookies, the Service cannot function properly.

  • Authentication Cookies: Used to identify you after you have logged in and to maintain your authenticated session. These cookies ensure that you do not need to re-enter your credentials on each page.
  • Session Management Cookies: Used to maintain the state of your session, including your current workspace, navigation context, and form data in progress.
  • Security Cookies: Used to support security features such as cross-site request forgery (CSRF) protection, trusted-device checks, rate limiting, and detection of suspicious activity.
  • Load Balancing Cookies: Used to distribute traffic across our servers to ensure optimal performance and availability.
  • Cookie Consent Cookie: Used to remember your cookie preferences and consent choices so that we do not repeatedly ask for your consent.

2.2 Functional Cookies (Preferences)

Functional cookies enable the Service to provide enhanced functionality and personalization based on your preferences. They may be set by us or by third-party providers whose services we have integrated into the Service. If you disable these cookies, some or all of these features may not function properly.

  • Theme and Display Preferences: Used to remember your preferred color scheme (light, dark, or system), language, font size, time zone, and other display settings.
  • Workspace Preferences: Used to remember your last active workspace, sidebar state, and layout preferences within the dashboard.
  • Notification Preferences: Used to remember your notification settings and communication preferences.
  • Accessibility Preferences: Used to remember accessibility settings such as reduced motion, high contrast mode, and screen reader optimizations.
  • Embedded Tool Preferences: Used by public-facing tools and widgets to preserve configuration and interaction state between page loads.

2.3 Analytics Cookies (Performance)

Analytics and measurement cookies, where enabled, help us understand how visitors interact with the Service by collecting and reporting information about usage patterns. The information collected is used to improve the performance, reliability, and usability of the Service. These cookies are not required for core account functionality.

  • Page View Tracking: Used to count page views, measure time spent on pages, and identify the most and least popular content and features.
  • Navigation Analysis: Used to understand how users navigate through the Service, including entry points, exit points, and navigation paths.
  • Reliability Measurement: Used to detect client-side errors, performance issues, and rendering problems to help us identify and resolve issues quickly.
  • Feature Usage: Used to measure the adoption and usage of specific features to inform product development decisions.

2.4 Marketing Cookies (Advertising)

HelloCivic does not use cookies for cross-site behavioral advertising or retargeting within the authenticated portions of the Service. On public-facing pages, we may use limited marketing or campaign measurement cookies where permitted by law and consent settings for the following purposes:

  • Campaign Attribution: Used to understand which marketing campaigns, channels, or referral sources led you to the Service.
  • Conversion Tracking: Used to measure the effectiveness of our marketing efforts by tracking whether visitors who arrive through marketing channels subsequently create accounts or subscribe to the Service.

HelloCivic does not sell personal information collected through cookies.

3. Specific Cookies Used

The following list describes common cookies and browser storage used by the Service. Names may vary based on browser settings, deployment configuration, and whether cookies use a secure prefix in production.

3.1 First-Party Cookies

  • authjs.session-token or __Secure-authjs.session-token — Type: Essential. Duration: Up to 24 hours unless refreshed or ended earlier. Purpose: Maintains your authenticated session.
  • authjs.csrf-token or __Host-authjs.csrf-token — Type: Essential. Duration: Session. Purpose: Provides cross-site request forgery protection for authentication requests.
  • authjs.callback-url or secure-prefixed equivalent — Type: Essential. Duration: Session. Purpose: Helps return you to the appropriate page after authentication.
  • authjs.2fa.trusted — Type: Essential/Security. Duration: Configured trusted device period. Purpose: Remembers a trusted device for two-factor authentication when you choose that option.
  • sidebar_state — Type: Functional. Duration: 7 days. Purpose: Remembers the collapsed or expanded state of the sidebar navigation.
  • hc_timezone — Type: Functional. Duration: Persistent browser storage. Purpose: Stores your preferred time zone for dashboard display and scheduling features.
  • Cookie consent preference — Type: Essential/Preference. Duration: Up to 1 year. Purpose: Stores your cookie preference choices where a consent banner or preference center is available.
  • Widget local storage and session storage — Type: Functional. Duration: Session or until cleared by the browser. Purpose: Supports public and embedded HelloCivic tools, including configuration, state, and progress indicators.

3.2 Third-Party Cookies

Third-party cookies may be used only when a third-party service is enabled on a public page, integrated application, identity provider flow, or embedded feature. The exact cookies depend on the service being used and are governed by that third party's cookie and privacy policies.

4. Third-Party Cookies

4.1 Third-Party Services

Some cookies on the Service are placed by third-party services that we use to enhance the functionality and performance of the Service. These third parties may collect information about your online activities over time and across different websites and services. We do not control the cookies placed by third parties, and their use is governed by the respective third party's privacy policy.

4.2 Third-Party Analytics

If analytics services are enabled, they may use cookies or similar technologies to help us understand page views, feature usage, campaign attribution, reliability, and aggregate usage patterns. We configure analytics tools to support Service improvement and do not use them to sell personal information.

4.3 Integrated Applications

If your Organization integrates third-party applications with the Service through our application registry, those applications may set their own cookies. The use of cookies by integrated applications is governed by the respective application provider's cookie and privacy policies. HelloCivic is not responsible for cookies set by third-party application providers.

5. Managing Cookies

5.1 Browser Settings

Most web browsers allow you to control cookies through their settings. You can typically configure your browser to: (a) accept all cookies; (b) notify you when a cookie is set; (c) reject all cookies; or (d) delete cookies that have already been set. The method for managing cookies varies by browser. Consult your browser's help documentation for instructions:

  • Google Chrome: Settings → Privacy and Security → Cookies and other site data
  • Mozilla Firefox:Settings → Privacy & Security → Cookies and Site Data
  • Apple Safari: Preferences → Privacy → Manage Website Data
  • Microsoft Edge: Settings → Cookies and site permissions → Manage and delete cookies and site data

5.2 Impact of Disabling Cookies

If you choose to disable or reject cookies, some features of the Service may not function properly or may become unavailable. In particular, disabling essential cookies will prevent you from logging in and using the authenticated portions of the Service. Disabling functional cookies may result in the loss of your preferences and personalization settings. Disabling analytics cookies will not affect the functionality of the Service but will limit our ability to understand and improve the user experience.

5.3 Cookie Consent

When you first visit the Service, you will be presented with a cookie consent banner that allows you to accept or customize your cookie preferences. You can change your cookie preferences at any time through the cookie settings accessible from the footer or other preference controls where available. Your consent preferences are respected across pages where the preference controls are active.

5.4 Do Not Track

Some browsers offer a "Do Not Track" ("DNT") signal that indicates you do not wish to be tracked. Because there is no accepted standard for how to respond to DNT signals, the Service does not currently respond to DNT signals. However, you can manage your tracking preferences through the cookie settings described above.

5.5 Global Privacy Control

HelloCivic recognizes and honors the Global Privacy Control ("GPC") signal. If your browser sends a GPC signal, we will treat it as a request to opt out of the sale or sharing of personal information and will disable non-essential cookies accordingly.

6. Changes to This Cookie Policy

6.1 Updates

We may update this Cookie Policy from time to time to reflect changes in the cookies we use, our practices, or applicable law. If we make material changes, we will notify you by posting the updated Cookie Policy on the Service and updating the "Last Updated" date. We may also notify you through a cookie consent banner or other prominent notice on the Service.

6.2 Review

We encourage you to review this Cookie Policy periodically to stay informed about our use of cookies and related technologies.

7. Contact Information

If you have any questions, concerns, or requests regarding this Cookie Policy or our use of cookies and similar technologies, please contact us:

By continuing to use the HelloCivic platform, you acknowledge that you have read and understood this Cookie Policy.