Privacy policy

Who is responsible for your data

The controller of the personal data described in this policy is MLJ, SASU, the company that publishes and operates GavelMinutes and the website at gavelminutes.com. The publication director is Jimenez Julien. You can reach a human being about anything in this policy by writing to jimenezjulien42@gmail.com. Full company registration details appear on the legal notice page.

What the contact form collects

This website has one form. It sits in the request section of the home page, and it is the only place where you can hand us personal information through the site. When you submit it, the following named fields are transmitted and stored:

• name: the full name you type, so a reply can be addressed to a person.
• email: your work email address, which is the address we reply to.
• company: the municipality, district or authority you work for.
• role: the job title you select, such as City or Town Clerk, Village Clerk, Deputy Clerk or Records Clerk, Town Administrator or City Manager, Finance Officer or Treasurer, or Communications or IT staff.
• request: whether you want a demo, early access or a quote.
• size: the population band you serve, which tells us which plan to discuss.
• message: the free text you write about how your minutes are published today.
• consent: the record that you ticked the consent box before sending.

Three hidden fields travel with the submission for routing and security: form-name, which identifies the form, subject, which labels the notification, and recipient, which directs the notification to our inbox. A fourth hidden field named bot-field is a spam trap. It is always empty for real people, and a submission that fills it is discarded. Our form processor also records the submission date and time and the originating IP address as part of its standard abuse prevention.

Why we process it, and on what legal basis

We process these details for one purpose: to answer the request you sent and, if you want to go further, to arrange a walkthrough, prepare a quote or set up an account. We do not build marketing segments from it, we do not enrich it with data bought from third parties, and we do not add you to a newsletter you did not ask for. Under the EU General Data Protection Regulation the legal basis is your consent, given by ticking the consent box, together with our legitimate interest in responding to a business enquiry that you initiated. Where you are covered by a United States state privacy law instead, the processing is a straightforward response to a consumer initiated request.

Who processes the submission

Form submissions are handled by Netlify Forms, a service of Netlify, Inc., 512 2nd Street, Suite 200, San Francisco, CA 94107, United States, which also hosts this website. Netlify stores the submission in the site dashboard and forwards a copy by email to the address named above. Netlify acts as our processor for this purpose and is bound by its own data processing terms. Beyond Netlify and the email provider that delivers the notification, no other company receives the content of your message. We do not sell personal information, we do not share it for cross context behavioral advertising, and we do not use it for any form of automated decision making or profiling.

How long we keep it

Enquiries that do not lead to a customer relationship are deleted within twelve months of the last message exchanged. Enquiries that become an account are kept for the life of the account and then for three years after it closes, which reflects the commercial limitation period we may need to rely on. Email notifications sitting in our inbox follow the same schedule. If you want your enquiry deleted sooner, ask, and it will be removed from both the Netlify dashboard and our mailbox.

Cookies and measurement

This website sets no advertising cookie and runs no third party analytics script. There is no Google Analytics tag, no advertising pixel, no session recorder and no cross site tracker on any page of gavelminutes.com. The fonts on this site are loaded from Google Fonts, which receives the request for the font files. Netlify keeps standard server access logs for security and troubleshooting. Nothing on this site follows you to another website.

International transfers

MLJ, SASU is established in France and our processor Netlify, Inc. is established in the United States, so a submission sent from Europe is transferred to the United States. That transfer relies on the European Commission standard contractual clauses included in Netlify's data processing agreement, together with the technical measures Netlify applies to data in transit and at rest. A submission sent from the United States is processed in the United States and may be reviewed by our team in France.

Your rights

If you are a resident of California, Colorado, Connecticut, Utah or Virginia, you have the right to know what personal information we hold about you, to obtain a copy of it, to have it corrected, and to have it deleted. California residents also have the right not to be discriminated against for exercising these rights, and the right to opt out of the sale or sharing of personal information. We do not sell or share personal information, so there is nothing to opt out of, but the request will be honored and confirmed in writing anyway. Residents of other states with comparable laws may make the same requests and we will treat them identically.

If the GDPR applies to you, you have the rights of access, rectification, erasure, restriction of processing, portability and objection, and you may withdraw your consent at any time without affecting processing already carried out. You also have the right to lodge a complaint with a supervisory authority, which in France is the Commission Nationale de l'Informatique et des Libertes.

To exercise any of these rights, write to jimenezjulien42@gmail.com with enough detail for us to find your record, normally the email address you used on the form. We answer within thirty days and usually much sooner. We may ask one clarifying question to confirm that the request comes from you, and we do not charge a fee.

Customer records inside the product

This policy covers the gavelminutes.com website. Meeting records, agendas, minutes and attachments that a municipality publishes through the GavelMinutes product are the customer's records, and the customer is the controller of any personal data inside them. In that setting MLJ, SASU acts as a processor under the data processing terms attached to the subscription agreement, and we act only on the customer's documented instructions.

Children's privacy

GavelMinutes is a professional tool bought by public bodies. It is not directed at children, and the contact form is intended for people acting in a professional capacity. We do not knowingly collect personal information from anyone under sixteen. If you believe a child has sent us information through this site, write to us and we will delete it promptly.

Security

The website is served over HTTPS with strict transport security, and the security headers applied to every response are published in the site configuration. Access to form submissions is limited to the publication director. Devices used to read submissions are encrypted and protected by multi factor authentication on the accounts involved.

Changes to this policy

When this policy changes we update the date at the top of the page and describe what changed in the paragraph below. Material changes affecting how we use enquiry data will also be sent to active customers by email. This version, dated March 2, 2026, is the first published revision and replaces no earlier text.