Privacy policy
Last updated: October 29, 2026
SentraCaptions is a service of Computer Systems Plus, Inc. ("CSP", "we"). This policy explains what we collect through sentracaptions.com and through the SentraCaptions service, how we use it, how long we keep it, and the choices you have.
Two roles
- For meetings we caption, we act on behalf of the public agency or platform that uses SentraCaptions (our customer). We process meeting content only to provide the service to that customer, under our agreement with them. Requests about a specific meeting are best sent to the agency that held it; we will help them respond.
- For our website and our own business (for example, demo requests), we decide how information is used, as described below.
Our website
- No cookies, analytics or advertising trackers. sentracaptions.com doesn't set cookies or use analytics or ad networks.
- Demo requests. When you use the contact form, we receive the name, organization, email address and, if you give them, phone number, meeting video link and message you enter, plus your IP address (to prevent abuse). We use them to reply to you and arrange a demo. The request is emailed to our sales team and kept for up to two years, then deleted, or sooner if you ask.
- Server logs. Like any website, our servers record technical information about requests (such as IP address, browser and pages requested) for security and troubleshooting. Application logs are kept for 30 days.
Meetings we caption
| Information | What happens to it | How long we keep it |
|---|---|---|
| Meeting audio and video | Received from the agency's encoder and converted to text in real time. Never recorded or stored by us. | Not kept |
| Captions, translations and transcripts | Shown on the chamber screen, phones, the agency's website, Zoom and YouTube as the agency chooses; available to the agency as transcripts. | 90 days, then deleted automatically |
| Corrections and speaker names | Typed by the agency's or our operators to correct captions or show who is speaking. | With the captions (90 days) |
| Meeting records | Title, times, languages, settings and usage (minutes), for operating and billing the service. | For the customer relationship, then as required for financial records |
| Event logs | What happened in the service (meetings starting and ending, errors, staff actions), for reliability and security. | 90 days |
| Recordings uploaded for testing | Used only to run that test. | Deleted when the test ends |
Customers decide which meetings to caption and are responsible for sending only meetings that are open to the public. Captioning can be paused for closed session; while paused, nothing is captioned, translated or stored.
Residents reading captions don't sign in or create an account. The phone page may remember your chosen language and text size in your own browser; it doesn't use cookies.
SentraCaptions does not use meeting content to train AI models, and we don't sell or share personal information for advertising.
Service providers (subprocessors)
| Provider | What it does for us | Location |
|---|---|---|
| Amazon Web Services | Hosting, storage, speech recognition (Amazon Transcribe) and translation (Amazon Translate) | United States (California and Oregon) |
| Resend | Sending email: demo requests to our team, and service alerts | United States |
| Clerk | Sign-in for CSP staff to the SentraCaptions control center (staff accounts only) | United States |
| Cloudflare | Domain name service (DNS) only; website and caption traffic doesn't pass through it | Global |
When an agency connects YouTube Live, Zoom or CivicCA, captions are sent to those services at the agency's direction, under the agency's own agreements with them. We will update this list before adding a provider that processes meeting content.
Security
Information is encrypted in transit (HTTPS) and at rest, access is limited to staff who need it and requires sign-in, and each customer and meeting has separate keys. See our Security page for details.
Your choices and rights
You can ask us to tell you what personal information we hold about you, correct it, or delete it. California residents have these rights under the California Consumer Privacy Act; we honor them for everyone. We won't treat you differently for using them. For meeting content, we'll forward your request to the agency that held the meeting and help them answer it.
To make a request, contact us using the details below. We may need to confirm your identity before acting on it.
Public agencies and public records
Public meetings and their records may be subject to public records laws, such as the California Public Records Act. Agencies decide what to keep as part of their records; the captions we hold are deleted after 90 days.
Children
Our website and service aren't directed to children under 13, and we don't knowingly collect their personal information.
Changes to this policy
If we make material changes, we'll update this page and the date above, and notify customers before the change takes effect.
Contact
Computer Systems Plus, Inc., 2134 North Fine Ave, Fresno, CA 93727
sales@civicca.com · (559) 251-7767