Mastodon Municipal Draft Privacy Notice

Draft for attorney review — not final terms

Draft prepared October 10, 2026. Effective date: [TO BE CONFIRMED after review].

This page is a review placeholder. It describes proposed privacy disclosures and identifies facts that still need confirmation. It is not the final Privacy Notice, does not request consent or acceptance, and does not replace any existing agreement or applicable legal requirement. Bracketed review items must be resolved before this notice is presented as final.

1 Who we are

Mastodon Municipal is a communications and operations platform for municipalities. This notice covers the public website at mastodonmunicipal.com, trial inquiries, account administration, support, and the platform's handling of municipal information.

The service operator is [TO BE CONFIRMED: full legal entity name, entity type, and business address], referred to in this draft as “Mastodon,” “we,” or “us.”

Proposed privacy contact: nick@mastodonmunicipal.com [TO BE CONFIRMED as the monitored privacy-request address]. Postal privacy contact: [TO BE CONFIRMED].

2 Our information and the municipality's information

We handle two different categories of information:

• Website, inquiry, and business account information. This includes information people provide when asking about Mastodon, requesting a trial, administering an account, or contacting us. We determine how that information is used to run our business, subject to applicable law.
• Municipal customer information. This includes communications, schedules, documents, records, and other content a municipality or its authorized users place in its workspace. The municipality controls this information. Our proposed role is to process it to provide the service, follow lawful municipal instructions, provide authorized support, and meet applicable legal obligations. The final municipal agreement will define those responsibilities.

If your information is held in a municipality's workspace, that municipality may have its own privacy notices, public-records responsibilities, and retention requirements. Direct requests about those records to the municipality first. We would assist it as required by the final agreement and applicable law.

Review item: [TO BE CONFIRMED: legal roles and responsibilities under each applicable privacy law; the labels in this section do not decide legal status.]

3 Information provided to us

Depending on the interaction and features actually enabled, the information may include:

• Trial inquiries: municipality name, requested workspace name or slug, state, county, administrator name, email, mobile number if provided, requested plan, and optional goals or comments
• Account administration: user names, work contact details, municipality and workspace association, roles, invitations, account status, and authentication-related records
• Municipal workspace content: communications, schedules, documents, attachments, and associated metadata supplied by authorized users
• Support and correspondence: messages, troubleshooting details, and information someone chooses to send us
• Billing administration, if paid billing is enabled: billing contacts, subscription selections, invoice and payment-status information, and identifiers returned by the payment provider

The trial-request flow reviewed for this draft is a protected preview, not a confirmed live public signup flow. It prepares an email for the applicant to review and send through their email application. If that flow is made available, preparing an email would not itself complete a trial request or create an account. A request would reach us when the applicant sends it to the displayed recipient; the applicant's email provider also processes that message. A direct-submission flow is under development and is not represented here as live.

Review item: [TO BE CONFIRMED immediately before publication: which flow is actually available in production; which form fields are required; whether form values are saved anywhere before sending; and the exact account, authentication, workspace, and billing data collected by enabled features.]

Please avoid placing passwords, payment-card details, sensitive personal information, or confidential municipal records in the public trial form or ordinary inquiry emails. The intended inquiry fields are for contact and setup information.

4 Information from website and service use

Hosting and application systems may process technical information needed to deliver, protect, and troubleshoot the service, such as request information, IP addresses, browser or device information, timestamps, errors, and account activity.

[TO BE CONFIRMED: the actual log fields, collection sources, access, purposes, and retention periods for each system.] This draft does not claim that analytics, advertising pixels, session recording, email-open tracking, or other optional tracking tools are currently enabled.

See Section 8 for the cookie and tracking review that must be completed.

5 How information would be used

The proposed purposes are to:

• Review and respond to inquiries and trial requests
• Establish and administer authorized accounts and municipal workspaces
• Provide the enabled platform features and authorized customer support
• Send account, security, verification, password-reset, service, and subscription notices when the relevant email functionality is enabled
• Administer a paid subscription if the municipality chooses one
• Investigate errors, misuse, and security incidents and maintain the service
• Comply with applicable law and handle valid legal requests
• Send optional marketing communications in accordance with the recipient's recorded preferences and applicable law

Municipal content would be used only for the authorized service purposes described in the final customer agreement. [TO BE CONFIRMED: any use of identifiable content for product analytics, model training, or other secondary purposes. No such authorization is granted by this draft.]

6 Providers and other disclosures

The implementation information available for this draft identifies these services:

• Supabase: current platform technology for database and related backend services; exact enabled products, access, contracting entity, hosting regions, and processing details [TO BE CONFIRMED]
• Vercel: current website/application hosting technology; exact services, logs, contracting entity, processing locations, and access [TO BE CONFIRMED]
• Microsoft 365: current business email service for human correspondence, including messages sent to nick@mastodonmunicipal.com. Exact contracting entity, processing locations, retention settings, and any additional active mail-routing, filtering, or storage providers [TO BE CONFIRMED]
• Resend: selected for automated email, but not confirmed live for this launch at the time of drafting. Data flows and launch status [TO BE CONFIRMED before activation]
• Stripe: planned or test-stage billing integration, not represented here as live production billing. Production activation and the division of payment-data responsibilities [TO BE CONFIRMED]

The final provider list should identify what information each active provider receives and why. Listing a planned provider does not authorize sending it information or represent that integration as operational.

The proposed notice also permits disclosures to authorized personnel and advisers who need information for their work and are subject to appropriate confidentiality obligations, and disclosures required by applicable law or valid legal process. Municipal-record requests would be handled in coordination with the municipality where legally permitted. [TO BE CONFIRMED: final recipient categories, vendor contracts, and notification procedures.]

[TO BE CONFIRMED: whether any information is sold, shared for cross-context behavioral advertising, or used for targeted advertising under applicable legal definitions. Complete the vendor and tracking inventory before publishing a statement that we do not sell or share data.]

7 Marketing and service messages

The proposed signup design keeps optional marketing consent separate from trial requests and required account communications. Requesting a trial would not, by itself, subscribe someone to a general marketing newsletter.

Marketing emails would include a way to unsubscribe. An unsubscribe request would stop the relevant marketing communications; necessary account, security, and service notices may continue while there is a relevant relationship. Whether a message is promotional depends on its content, including onboarding or trial reminders.

[TO BE CONFIRMED: the consent wording, consent records, unsubscribe and suppression handling, sender identity, and postal address before promotional email is sent.] Supplying a mobile number does not itself provide blanket permission for marketing texts or calls.

8 Cookies and similar technologies

[TO BE CONFIRMED: complete inventory of cookies, browser storage, pixels, analytics, embedded content, and email tracking, including provider, purpose, duration, and available controls.]

The final notice must distinguish technology needed for sign-in, session management, or security from optional analytics or advertising technology actually used. It must describe applicable consent or opt-out controls and the service's response to legally relevant browser signals, including Global Privacy Control where required, and Do Not Track disclosures where applicable.

This draft does not establish a cookie-consent mechanism or claim that all tracking is disabled. Do not enable optional tracking on the assumption that publishing this paragraph obtains consent.

9 Retention and municipal recordkeeping

Website inquiries, account records, correspondence, logs, and billing records need category-specific retention periods or criteria. Those periods, deletion processes, and backup handling are [TO BE CONFIRMED].

Municipal records are subject to the municipality's lawful instructions, applicable records schedules, preservation duties, and the final agreement. Mastodon's intended customer commitment includes access to a full-data export for 90 days after cancellation. The event that starts that window, export contents and format, access method, and treatment of backups must be specified before the final commitment takes effect.

The 90-day export window is not permission to destroy municipal records on day 91. Record holds, retention obligations, and any required records-commission authorization must be addressed before deletion. It is also not a promise to host all records indefinitely. The final agreement must define the lawful transition and deletion process.

10 Security and processing locations

The proposed service commitment is to maintain reasonable safeguards appropriate to the information and service. Specific technical and organizational measures must be verified and described in the final municipal security schedule.

No system can eliminate all security risk. This draft makes no claim of a security certification, end-to-end encryption, zero provider access, or compliance with a specialized regulatory framework.

[TO BE CONFIRMED: actual safeguards, support-access controls, incident-response contacts, hosting and support locations, cross-border processing, and any required transfer arrangements.] No US-only storage or access commitment is made in this draft.

11 Choices and privacy requests

People may use the verified privacy contact to ask questions or make requests concerning information we handle for our own business purposes. Depending on applicable law and the circumstances, rights may include access, correction, deletion, portability, or choices concerning certain uses or disclosures. Required verification, response periods, exceptions, and appeal procedures must be set out once legal applicability is confirmed.

For municipal workspace records, contact the municipality. A request to us does not override that municipality's public-records, preservation, or retention obligations. We would route or assist with such requests as appropriate rather than deleting municipal records solely because an individual asks us to do so.

[TO BE CONFIRMED: applicable jurisdictions, request channels, identity-verification process, authorized-agent procedure, response periods, and appeal rights, if any.]

12 Children and information requiring special handling

Mastodon is intended for municipal organizational use and authorized users. It is not being designed as a service directed to children under 13. [TO BE CONFIRMED: user eligibility, permitted uses, and the procedure for addressing any known collection from children.]

Municipal uploads may contain information about residents or other individuals. Before enabling uses involving children's data, health information, criminal-justice information, biometric identifiers, or similar sensitive categories, the municipality and Mastodon need to confirm appropriate contractual, security, and legal arrangements. A general privacy notice does not establish those arrangements.

13 Changes and contact

The final notice would state its effective date and explain how material changes are communicated. [TO BE CONFIRMED: notice method and any required consent process.] Merely replacing this draft does not retrospectively authorize a new use of information.

Questions about this draft may be directed to the proposed contact in Section 1 once it is confirmed.

Draft for attorney review — not final terms. All bracketed items remain open.