CIVIC RENTALS LLC PRIVACY POLICY

Last updated: September 10, 2026

Civic Rentals LLC ("Civic Rentals," "we," "us," or "our") provides short-term rental compliance software to state and local government agencies. This Privacy Policy explains what personal information we handle, why, and what choices you have. We handle several different kinds of information and the rules are different for each. Please read the section that applies to you:

(a) Information we collect through our website, from visitors like you. See Section 2.

(b) Information about people who use our platform on behalf of a government agency that is our customer. See Section 3.

(c) Information about short-term rental listings and the hosts who publish them, including people who have never contacted us and have no account with us. See Section 5. If you list a property for short-term rental and want to know why we have information about you, start there.

(d) Information about property owners drawn from government records. We do not maintain our own file of that information. See Section 5(b).

1. What This Policy Covers, and What It Does Not

This Policy covers information we handle for our own purposes. It does not cover information we handle on behalf of a government customer. Our government customers use our platform to run their own programs, including short-term rental registration, licensing, tax collection, complaint intake, and notices. Two kinds of information sit on that side of the line. The first is information a resident, host, or other person submits directly into one of those programs. The second is assessor, tax roll, or similar records the government agency itself gives us so that we can run its program. In both cases we hold the information for the agency, under our agreement with it. The agency decides how it is used, kept, and disclosed. If your question concerns a registration, a payment, a complaint, a notice you received, or the ownership record for a property, please contact the government agency. Its privacy notice and its public records laws govern that information, not this Policy. We will refer your request to the agency if you send it to us.

2. Information We Collect Through Our Website

(a) Information you give us. If you request a demonstration or use our contact form, we collect identifiers and contact information, the organization you work for, and any other information you choose to include in your message.

(b) Information collected automatically. Our web server records ordinary technical information about each visit, including IP address, browser and device type, the pages requested, referring page, and the date and time.

(c) Cookies and analytics. Our website uses cookies that are strictly necessary for the site to function. We also use Google Analytics to understand how the site is used. Google Analytics is loaded only after you consent through our cookie banner. If you do not consent, it does not run. You can change or withdraw your choice at any time through the cookie settings link on our website.

(d) What we do not use. We do not use advertising pixels, social media tracking tags, or cross-site advertising technology on our website.

(e) How we use website information. To respond to your request, to contact you about our products and services, to operate, secure, improve, and analyze the site, to keep records, and to comply with law.

3. Information About Users of Our Platform

Our platform is used by employees and contractors of government agencies. For those users we collect identifiers and business contact information, the agency they work for and their role there, account credentials, roles and permissions, activity and audit records, and support communications. We use this information to create and administer accounts, to authenticate users, to provide support, to secure the platform and investigate misuse, to bill our customers, and to send service and administrative messages. We do not use it for advertising, and we do not sell or share it.

4. Payments

Where a government customer uses our platform to collect registration fees or taxes, payments are processed by a third-party payment processor. Payment card and bank account information is submitted directly to that processor and is subject to its own privacy practices. We do not store full payment card numbers.

5. Information About Rental Listings, Hosts, and Property Owners

(a) Listing information. We obtain short-term rental listing information from commercial data providers and from publicly accessible listing pages. It can include the location of the property, the listing description, photographs, availability, pricing, reviews, and the display name and profile photograph of the host.

(b) Property owner records. We do not maintain our own file of property owner names or addresses, and we do not buy owner information. Where a government customer gives us its assessor records or similar records, we hold those records for that customer only.

(c) What we do with it. We analyze listing information to help a state or local government agency understand short-term rental activity within its jurisdiction. We do not use this information for advertising or marketing.

(d) Accuracy and limits. Listing information is incomplete and changes constantly. We do not represent that every rental listing in any jurisdiction is identified or that a host shown on a listing is the owner of the property.

(e) Your choices. You may ask us what listing information we hold about you, ask us to correct it, and ask us to delete it. Contact us at privacy@civicrentals.com.

6. Sale and Sharing of Personal Information

We do not sell or share personal information for cross-context behavioral advertising, targeted advertising, or any other advertising purpose, and we never have. To the extent providing listing information to a government agency under a paid agreement falls within a state's broad definition of "sale," you may direct us not to sell or share your personal information by contacting privacy@civicrentals.com.

7. Your Privacy Rights and How to Exercise Them

Depending on where you live, you may have the right to: know what personal information we have collected, obtain a copy, correct inaccurate information, delete information, opt out of the sale or sharing of your information, and not be discriminated against for exercising any of these rights.

Email privacy@civicrentals.com with your request. We will confirm receipt within ten (10) business days and respond within forty five (45) calendar days.

8. How Long We Keep Information

We keep personal information for as long as it is needed for the purpose it was collected for, and afterward for as long as required by our agreements with customers, by law, or by the need to establish or defend legal claims.

9. Service Providers, Contractors, and Where Work Is Done

We use service providers and independent contractors to help operate our business. Each is bound by a written agreement that requires them to protect the information, prohibits them from using it for their own purposes, and prohibits them from selling or sharing it.

10. Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information. No system is perfectly secure, and we cannot guarantee the security of information transmitted to us over the internet.

11. Children

Our website and our platform are not directed to children. We do not knowingly collect personal information from anyone under sixteen (16) years of age.

12. Links to Other Sites

Our website links to other sites we do not control. Those sites have their own privacy practices. We are not responsible for them.

13. Changes to This Policy

We may update this Policy. The current version is always posted on our website with the date it was last updated.

14. How to Contact Us

Civic Rentals LLC
privacy@civicrentals.com

If you are writing to us about a rental listing or a property, please include the listing or the property address so that we can locate the records.