Privacy Policy
Information we collect
Name, email address, optional phone number, general location information, the content of your report or petition submission, optional uploaded files, and standard web server logs (IP address, timestamps, user agent) collected for security and abuse prevention.
Purpose of collection
We collect this information to verify submissions, prevent duplicate or fraudulent activity, allow moderators to review content, calculate public statistics, and correspond with you about your submission.
Private vs. public information
Your name, email, phone number, full address, uploaded original files, and any moderator notes are never published. Public pages show only your chosen display name, an aggregated summary, and any evidence you specifically consented to make public after moderator approval.
Email verification
We use a one-time link sent to your email address to confirm you control it before your report, signature, or vote counts. We store only a cryptographic hash of the verification token, not the token itself.
File uploads
Uploaded files are stored privately. If a moderator approves a file for public display, we generate a separate derivative with location and camera metadata (EXIF/GPS) removed — the original file remains private.
Security logs
We keep limited security logs (hashed IP addresses, rate-limiting counters, failed login attempts) to protect the platform from abuse. These are not published and are retained only as long as needed for security purposes.
Retention periods
We retain submission data as long as the related issue or petition remains active, and for a reasonable period afterward for accountability and historical record, unless you request deletion (see below) and no legal or legitimate operational reason requires retention.
Data deletion requests
You may request deletion or correction of your personal information at any time through the contact form (select "Privacy or deletion request"). We will honor reasonable requests except where retention is necessary for an active moderation or legal matter.
Vendors
We use Resend (resend.com) to deliver transactional emails (verification links, confirmations). No other third-party vendor receives your personal information.
Cookies
We use a single, essential, first-party cookie to keep administrators signed in. We do not use third-party advertising or tracking cookies.
Security
We use industry-standard practices including hashed passwords, hashed tokens, rate limiting, and role-based access control for administrators. No system is perfectly secure; report concerns via the contact form.
Children and minimum age
Waupaca Voice is not directed at children. We do not knowingly collect personal information from anyone under 13. If you believe a child has submitted information, contact us for removal.
When information may be given to government
When an issue demonstrates meaningful community concern, Waupaca Voice may prepare a documented summary for the City of Waupaca, Waupaca County or another appropriate body. That summary includes only reports whose submitters specifically consented to evidence-packet inclusion, and it deliberately excludes email addresses, phone numbers, full street addresses, IP data and internal moderator notes. You control this consent on the submission form.
Public records
Information that Waupaca Voice provides to a government agency may become subject to Wisconsin public-records law. Once material has been given to an agency, Waupaca Voice cannot guarantee its confidentiality or control what the agency does with it. This is disclosed again at the point of submission so the choice is informed.
Subpoenas and legal demands
If we receive a subpoena, court order or other legally binding demand for information, we may be required to provide it. Where we are legally permitted to do so, we will make a reasonable effort to notify the affected person before responding, so they have an opportunity to object. We will not voluntarily hand over resident information to any party — government or private — absent a legal obligation or the resident’s own request.
Policy changes
We will update this page and note the effective date when this policy changes materially.
Contact
Questions about this policy can be sent through the contact page.