Privacy policy

What DocGen is

DocGen is a meeting-packet and public-meeting platform used by local government bodies (“jurisdictions”). Jurisdictions author agendas, attach public-record documents, run meetings, and publish agendas, live meetings, and minutes to their residents.

Information we collect

Account information: name, email address, role, and sign-in credentials (passwords are stored only as salted hashes) for the staff, officials, and professionals a jurisdiction invites.

Meeting content: agendas, motions, notes, uploaded documents, roll-call votes, recorded attendance, minutes, and public comments that a jurisdiction's users enter or upload. This content belongs to the jurisdiction; much of it is public record by law.

Recordings and transcripts: when a jurisdiction uploads meeting audio or streams a meeting, we process it to produce transcripts and drafts of minutes.

Usage events: coarse feature counters (for example, that a document was uploaded or an export was generated) used for billing and capacity planning. We do not sell usage data or use it for advertising.

Public comment submissions: when a jurisdiction enables online public comment, residents may submit a name, an optional address, and a comment. Submissions are held for the clerk's review before becoming part of the public record.

AI processing

Jurisdiction-initiated AI features (drafting agenda items, summaries, minutes, transcription) send the relevant meeting content to our AI providers (Anthropic for text; Workers AI for audio transcription) to produce the requested output. Providers process this content under their commercial terms; we do not permit its use for training their models.

Live meetings and Zoom

When a jurisdiction links a Zoom meeting, viewers of the public meeting page may join that meeting as view-only participants through Zoom's Meeting SDK. Joining this way shares a generic display name (“Meeting viewer”) and your device's network address with Zoom, governed by Zoom's own privacy policy. DocGen never receives your Zoom account information and does not record Zoom meetings through the SDK.

When a jurisdiction broadcasts a meeting (DocGen Live or a linked YouTube/Vimeo stream), playback is delivered by the streaming provider; standard delivery logs (such as IP addresses) are processed by that provider.

Where data lives

DocGen runs on Cloudflare's platform; data is stored in Cloudflare's D1 database and R2 object storage. Transactional email is delivered by Resend. We use these processors to run the service, and only for that purpose.

Cookies

We use a session cookie to keep signed-in users signed in, and a view-preference cookie on presenter pages. No advertising or cross-site tracking cookies.

Retention and deletion

Meeting records are retained for as long as the jurisdiction keeps its workspace — they are the jurisdiction's official records, and many are subject to statutory retention. Account data is deleted when a jurisdiction removes a user. Jurisdictions can export their complete records at any time; there is no lock-in.

Your choices

Residents: reading public pages requires no account and no personal information. Public-comment submission is optional, and what you submit may become part of the public record — the form says so where that applies.

Jurisdiction users: contact your administrator to correct or remove account information, or reach us directly at support@mydocgen.app.

Contact

Questions about this policy or a privacy request: support@mydocgen.app. We answer within two business days.