Privacy Policy

Scope

This Privacy Policy explains how VenueCore Systems (“Munispan™”, “we”, “us”) collects, uses, and shares information when you use the Munispan™ platform at munispan.com.

Municipalities that use Munispan™ may enter resident and operational data into the system. In that role, the municipality is typically the controller of that data; Munispan™ processes it to provide the service. This Policy describes our practices as the platform operator.

Information we collect

Account information: name, work email, phone (optional), role, municipality affiliation, and authentication data (including two-factor authentication secrets and recovery codes stored in protected form).

Municipality and operational data you choose to enter: for example finance, utilities, licensing, permits, HR, documents, and citizen portal records, depending on enabled modules.

Billing and payment information needed to charge platform fees (processed by our payment processors).

Technical data: IP address, browser type, device information, timestamps, and logs related to security, fraud prevention, and service reliability.

Communications: messages you send to support, and delivery metadata for email or SMS you configure.

How we use information

We use information to provide, secure, and improve Munispan™; authenticate users (including mandatory two-factor authentication); bill for the service; send transactional notices; prevent abuse; and comply with law.

We do not sell personal information. We do not use municipality resident data for advertising.

Sharing

We share information with service providers that help us operate the platform (for example hosting, email, SMS, and payment processors), under obligations to protect the data.

We may disclose information if required by law, court order, or to protect rights, safety, or the integrity of the service.

If a municipality enables integrations (Stripe Connect, Twilio, CivicPet, website plugins, and similar), data necessary for that integration is shared with that provider under your configuration.

Security

We use administrative, technical, and organizational measures appropriate to the nature of the service, including encryption of sensitive authentication secrets and access controls. No method of transmission or storage is completely secure.

Staff must use two-factor authentication. You are responsible for safeguarding devices, recovery codes, and API tokens issued to your municipality.

Retention

We retain account and operational data for as long as your municipality uses the service and as needed for backups, legal obligations, dispute resolution, and enforcement of agreements. Municipalities should maintain their own records retention schedules for public records.

Your choices

Staff can update profile and security settings inside the application. Municipality owners may request account closure by contacting support; some records may be retained as required by law or legitimate business needs.

Residents seeking access to or correction of data held by a municipality should contact that municipality. Munispan™ will assist the municipality as appropriate under our processing role.

Children

The service is directed to municipal organizations and adult staff users, not to children under 13. We do not knowingly collect personal information from children under 13 for account creation.

Changes and contact

We may update this Privacy Policy by posting a revised version with a new “Last updated” date.

Privacy questions: contact us through your Munispan™ support channel or the contact information published on munispan.com.