Govtrak Portal Privacy Policy

1. Information we collect

• Account information: name, email address, organization, role and sign-in details for each User. Passwords are stored only in hashed form.
• Customer Data: the content Users enter or upload, such as grant applications, budgets, reviews and decisions, reimbursement requests, reports, monitoring records and supporting documents. Depending on what a Customer collects, this can include contact details of organization staff and financial information about funded projects.
• Usage and security information: records of sign-ins, actions taken in the Service (an audit log), and technical information such as IP address, browser type and error logs.
• Messages: when you email us, we keep the correspondence so we can respond.

2. How we use information

We use information to:

• provide the Service, including sending the notifications and reminders a Customer has set up (for example, when an application decision is made or a document is due);
• provide support when a Customer asks for it;
• keep the Service secure, prevent misuse and investigate problems;
• maintain and improve the Service;
• comply with the law.

We do not sell personal information, share it for advertising, or use Customer Data to train artificial intelligence models.

3. Cookies

The Service uses cookies that are needed for it to work: to keep you signed in, to protect sign-in, and to remember display preferences such as theme and accessibility settings. Our network security provider may also set a cookie used to tell people from automated traffic. We do not use advertising or third-party tracking cookies.

4. Service providers

We use a small number of service providers to run the Service. They may process information only to provide their service to us, under confidentiality and security obligations:

• cloud hosting for the Service's servers and database, in the United States;
• a network security and content delivery provider that sits in front of the website;
• an email delivery provider that sends the Service's notifications;
• secure off-site backup storage.

The Service does not send Customer Data to artificial intelligence services.

Otherwise, we disclose information only at the Customer's direction, to protect the rights, safety or security of the Service or others, in connection with a sale or reorganization of our business (subject to this Policy), or when required by law. We refer public records requests for Customer Data to the Customer.

5. Security

We protect information with encryption in transit, hashed passwords, multi-factor authentication available for accounts, role-based permissions, separation between organizations, audit logging and daily backups. No system is perfectly secure; if we confirm unauthorized access to Customer Data, we will notify the affected Customer as described in our Terms of Service.

6. Retention

We keep Customer Data for as long as the Customer uses the Service, and delete it after the Customer's use ends as described in our Terms of Service. Backups expire on their normal schedule. Security and audit logs are kept for as long as needed to protect the Service and meet our obligations.

7. Your choices and rights

If you are a User, your organization's administrator can update or remove your account. You can change your own password in the Service at any time.

Requests to access, correct or delete personal information held in Customer Data should go to the agency or organization that controls it; we will help them respond. For information we hold about you directly, such as correspondence, contact us at john@adamsfirst.com, and we will respond as required by the laws that apply, including California law.

8. Children

The Service is meant for use by agency and organization staff. It is not directed to children, and we do not knowingly collect personal information from children under 13.

9. Changes to this Policy

We will post any changes to this Policy on this page with a new "Last updated" date, and notify Customer administrators of material changes by email.

10. Contact

Questions about this Policy can be sent to john@adamsfirst.com or to the address below.