Privacy policy
What personal information CapitolMath collects when you visit the site or use an account, what it's used for, who else handles it, how long it's kept, and how to get it changed or deleted.
Last updated November 5, 2026
Who we are
CapitolMath (“we”) is a sole proprietorship based in California. Reach us at support@capitolmath.ai.
For information about visitors and about the people who hold accounts, we decide how it's used. For the information a customer's organization puts into CapitolMath about its own members, we process it on that organization's behalf under our data processing agreement, and the organization decides.
What we collect
- Account details: your name and email address, the account you belong to, and your role and license. Sign-in itself is handled by PropelAuth. When you register, how you heard about CapitolMath if you choose to say, and the tag on the CapitolMath link you arrived by.
- Activity in your account: the actions recorded in the account's audit log, with the IP address and browser they came from.
- API use: for each call, the key, endpoint, response status, record count and timing — used for quotas, billing and support.
- Billing: the billing contact and address. Payment details go to Stripe; we never see card numbers.
- What you send us: support requests and your replies, with the page you sent them from and, when you attach it, a copy of your assistant conversation.
- What you ask AI features: when a member uses one, the question and the records needed to answer it.
- Site analytics: on capitolmath.ai, the pages viewed, a random visitor ID, your browser's user agent, the name of the site you came from (not the page) and the tag on a CapitolMath link you followed. It isn't linked to who you are, even when you're signed in. We don't store IP addresses for this.
- App activity: in the app (app.capitolmath.ai), the pages you view, when you open an unread bill from My work, and the days you used the app or an API key you created, recorded against you and your organization. We record which pages, not which bills, officials or other records are on them or which bill you opened.
What we don't do
- We don't sell or rent personal information, or share it for advertising.
- We don't use advertising cookies, third-party analytics, or tracking pixels.
- Your data reaches an AI model only when a member of your organization uses an AI feature or receives the Weekly digest, and then only what that request or digest needs. Neither we nor our AI provider use it to train models. An Owner or Admin can turn off AI writing of the Weekly digest for their organization.
- We don't record which bills or officials you look at in your account's audit log — what an organization researches is its own business.
How we use it
- To provide CapitolMath: sign-in, your account, the API, notifications, webhooks, downloads and AI features. (Performing our contract with you.)
- To keep it secure and accountable: the audit log, abuse prevention, and investigating problems. (Our legitimate interest, and yours.)
- To bill for it and keep the records the law requires. (Contract; legal obligation.)
- To answer you, and to tell you about changes to the service or these documents. (Contract; legitimate interest.)
- To understand, in aggregate, how the site is used, so we can improve it. (Legitimate interest.)
- To run and support the app: seeing how each organization uses it, answering its questions, and spotting licenses that go unused. App activity is seen only by CapitolMath staff, and each time staff look at it person by person, that is recorded. (Legitimate interest; performing our contract with you.)
- To email subprocessor-change notices, if you asked for them. (Consent — unsubscribe any time.)
Data map and retention
Everything is stored in the United States, on DigitalOcean unless the row says otherwise. When an account closes, its data is deleted on the schedule below, not kept indefinitely.
| Data | What it holds | Kept for |
|---|---|---|
| Account and members | The account's name and details; each member's name, email address, role and license; when they last used CapitolMath; and, if they said, how they heard about it and the CapitolMath link that brought them. | While the account is open. Deleted within 90 days of closure. |
| What you set up | Saved views and categories, the bills each member watches, when each member last opened the tracked bills they follow and the bills they watch (so changes since show as unread), widgets, webhooks, and API keys. API keys are stored only as a keyed hash; webhook signing secrets are encrypted (AES-256-GCM). | While the account is open; a member's watched bills until they leave it, and what they last opened until they stop following the bill or leave. Deleted within 90 days of closure. |
| Tracking and notes | Your organization's work on the bills it tracks: each one's position, priority, status, owner, watchers, tags and custom fields (the organization's own fields and each bill's values), with their history; the notes members write on them and on officials, committees and hearings (including meetings logged with officials and committees: when, staff met and the bills discussed), each earlier version of an edited note, and who each note mentions; files attached to notes (documents, spreadsheets, presentations, text and images, with their names, sizes and who attached them), stored privately in DigitalOcean Spaces and checked for malware on CapitolMath's own server before anyone can open them, opened only by the note's readers and never put in a report; tasks on them and on officials, committees and hearings (what, who it's assigned to, who made it, when it's due — or the hearing it follows — and when it was done or canceled); the saved views that send new bills to an Inbox, and each triage decision (a bill tracked, assigned or dismissed, by whom, and a dismissal's reason); the organization's automation rules and each change one made (a status set or tasks canceled or completed, on which bill, and whether someone undid it). The audit log names a note and its author, never its text, a file by its id, never its name, a task and who it's assigned to, never its words, and a dismissal, never its reason. | Until your organization deletes them, while the account is open. Deleting a note removes its text, earlier versions and files at once, and removing a file removes it from storage at once; a file that fails the malware check, or can't be checked, is removed straight away, keeping only a record that it was blocked; stopping tracking a bill removes its notes and tasks; a note kept to its author ("Only me") can't be read by anyone once its author is removed from the organization, and is erased 30 days later unless they're restored; deleting a saved view removes the triage source on it; deleting a custom field removes its values; a rule's changes are kept with the tracked bill. Deleted within 90 days of closure. |
| Reports | Your organization's reports and report templates: each one's settings, saved view, opening message and recipients (members, groups and outside addresses), and each time it was sent, with the settings and contents it was sent with. A report link opens without an account until it expires (7, 30 or 90 days) or is revoked; it holds only positions marked public and notes marked for reports, as each PDF and Word file of a report does; a report made for one of your clients shows that client its own positions, and never another client's or your own. Those files are kept in private storage, downloaded only by members who can see the report and its bills. CapitolMath keeps only a hash of each link's address, and counts each opening without recording who opened it. A scheduled report's emails carry the same, and each send records which recipients it reached or left out and why, by member or recipient, never by address. Every scheduled email can be unsubscribed from with one click; an unsubscribed address is kept only as a one-way hash, so it isn't sent that report again. | Reports until your organization deletes them, while the account is open; each run with its link or file, and each scheduled send with whom it reached, 13 months; an unsubscribe, as long as its report. Deleted within 90 days of closure. |
| Clients | Your organization's clients, when it turns clients on: each one's name, logo, description, website, address, status, account manager, primary contact's name and email, and who it's shared with; its group (its account team and its client members); and the names and email addresses of client members, the client's own people invited to see its work. Notes a client member writes are kept with the tracked bill they're on, marked as from the client. The audit log names a client and the people added to or removed from it, never its details. | Until your organization deletes them, while the account is open. A deleted client can be restored by an Owner for 30 days; then it is erased with its tracked bills, notes, tasks and reports. Deleted within 90 days of closure. |
| Notifications | Each member's notifications (in the app, by email, and in Slack or Teams through an incoming webhook they set up themselves), which name the bill, hearing or item they're about — never a note's text — each member's choices of what to receive and where, and each member's Weekly digest: the facts of their week (the bills they own or watch and what changed, their tasks and hearings, who mentioned them, never a note's text or a task's words), a short summary of them written by an AI model and checked against them in code (a paragraph drawn from a note stays in the app, never in the email; an Owner or Admin can turn this writing off, and the digest is then the facts alone), when it went out by email, and whether they found it useful. A digest is visible only to its member. A personal Slack or Teams webhook URL is kept only to deliver to. | Read notifications, 90 days; any notification, 13 months. Weekly digests, 13 months, and removed when the member leaves; a digest loses what it says about a note, tracked bill, task or client as soon as that is deleted. Choices and a personal Slack or Teams webhook until the member leaves the account. |
| Audit log | Who did what in the account and when, with the IP address and browser it came from. Identifiers only — no names or email addresses are copied into it. | For the life of the account (your plan sets how far back you can view). Erased whole 90 days after closure, unless a legal hold applies. |
| Assistant conversations | What members ask the in-app assistant and its answers, with thumbs-up or -down if given. The audit log records only that a conversation began or was exported — never what was asked. | 7 to 365 days, by plan (Browse 7, State 30, Developer and Pro 90, Scale 365); the member can delete a conversation sooner. Deleted within 90 days of closure. |
| Questions to the assistant on the public site | Nothing a visitor asks is kept: each question is sent to Anthropic to be answered and the conversation stays in the visitor's browser tab, unless they attach it to a support request. To cap use, a count of answers per day is kept against a one-way hash of the visitor's IP address. | The daily counts, 7 days. |
| Billing | Your plan, subscription status and the history of what the account was entitled to. Payment details are held by Stripe. | Entitlement history is kept with the audit log. Stripe keeps invoices as its own legal obligations require. |
| API request log | For each API call: the key, the endpoint, the response status, the number of records and the time taken. | 25 months. |
| Webhook delivery log | Each delivery's request and your endpoint's response. | Your plan's webhook log window (30 or 90 days). Test captures from the inspect tool: 7 days. |
| Support requests | What you send through the help button: your email address, your message, what it's about and the page you were on; a copy of your assistant conversation, when you attach it; and the replies between you and support. | 24 months after the last message on the request. |
| Site analytics | On capitolmath.ai: pages viewed, with a random visitor ID kept in a first-party cookie (ld_vid, one year), the browser's user agent, the name of the site a visitor came from (never the page) and the tag on a CapitolMath link they followed. Not linked to who the visitor is, even when signed in. Crawlers are counted by a one-way hash of user agent and IP address. IP addresses aren't stored. | 13 months. |
| App activity | In the app (app.capitolmath.ai), which needs an account: the pages a member views and when they open an unread bill from My work, recorded against them and their organization, and which days they used the app or an API key they created, to run and support the service and to see how it's used. Pages, not the records on them — ids in a page's address aren't kept, and which bill was opened isn't either. Never sold or shared. | 13 months. After that, daily counts by organization are kept, naming no member. |
| Sign-up abuse protection | A one-way hash of the IP address of each sign-up attempt. | 24 hours. |
| Subprocessor notices | The email address of anyone who asked to hear about subprocessor changes. | Until they unsubscribe. |
| Backups | DigitalOcean's automatic database backups. | 7 days, after which deleted data is gone from backups too. |
Public officials
CapitolMath's legislative data describes elected officials' public acts — bills, votes, committee work — and their public contact details, as published by legislatures and their offices. Derived figures such as ideology scores are statistical estimates from voting records, not statements about anyone's beliefs. If you're an official, or act for one, and something is wrong, email support@capitolmath.ai and we'll correct it against the official record.
Your rights
You can ask us for a copy of your personal information, to correct it, to delete it, or to stop a use based on our legitimate interest. Depending on where you live — including the EU, the UK and several US states — the law may give you these as rights; we honor them for everyone. Email support@capitolmath.ai; we'll answer within 30 days, and may need to confirm it's you.
If you're a member of a customer's account, that organization controls its account data, so we'll pass your request to its Owners. Some records can't be deleted early: the audit log is kept whole for the life of the account so it stays verifiable, and billing records are kept as the law requires.
You can also complain to your local data protection authority. We'd be glad of the chance to put it right first.
Children, changes, contact
CapitolMath is a professional service and isn't directed at anyone under 16. We don't knowingly collect their information.
When this policy changes, we'll update the date at the top. If a change materially affects how we use account holders' information, we'll email account Owners before it takes effect.
Questions: support@capitolmath.ai.