Privacy Policy

Effective July 15, 2026. Meeting Archive, operated by Tim Hopper.

Meeting Archive publishes public-meeting records for Indiana local governments. Nearly everything we handle is already a public record: meeting recordings, agendas, and minutes. This policy explains the rest, including exactly what we take from Google and what we do with it.

Google user data we access

When a town connects its YouTube channel, it grants us the https://www.googleapis.com/auth/youtube.force-ssl scope. We use that grant for one purpose: to read the channel's meeting recordings and to write document links into those recordings' descriptions. Specifically, we access and store:

• Channel information: the channel ID, channel title, and uploads playlist ID.
• Video information for that channel's videos: video ID, title, description, publish time, live stream start time, duration, thumbnail URL, and whether the video is still viewable.
• An OAuth refresh token, so we can keep doing the above without asking the clerk to sign in again.

We write to exactly one field: the description of the town's own meeting recordings. We add a block listing that meeting's agenda, minutes, and memoranda, and a link to the town's archive page. We keep any text already in the description, and we never touch the video itself, its title, its visibility, or any other video on the channel.

We request this scope because the YouTube Data API offers no narrower one that permits updating a video description. We do not read the granting user's Google profile, email address, contacts, or watch history, and we do not ask for them.

How we use it

Only to deliver the service the town is paying for: matching recordings to documents, writing those links into descriptions, publishing the town's archive page, and telling the clerk when something needs attention. We do not use Google user data for advertising, we do not sell it, and we do not use it to train machine learning models.

Our use and transfer of information received from Google APIs to any other app adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Who we share it with

We do not sell or rent data to anyone. We use a small number of service providers to run the service:

• Cloudflare — hosting, database, and file storage. All data lives here.
• Resend — sending the clerk's monthly summary and alert emails.
• Anthropic — an AI model that helps label scraped documents (for example, telling an agenda from minutes) and read meeting dates out of video titles. When we use it, it sees only public-record material: document text, filenames, and video titles. It never sees OAuth tokens. This is optional and may be disabled for a given town.

We may also disclose information where the law requires it.

How long we keep it

We keep meeting records, and snapshots of the agendas and minutes we found, for as long as the town is a customer. That archive is the point of the service: the statute sets 90 days as a floor, not a ceiling, and towns are entitled to a record of what was posted and when. If a town leaves, we delete its data on request.

A town can revoke our YouTube access at any time, from its own Google account settings or by asking us. Revoking stops us writing to descriptions immediately. We delete the stored refresh token when a grant is revoked.

Security

OAuth tokens are stored encrypted, isolated per town, and are never shown on any page or included in any email. They are the most sensitive thing we hold, which is why we request the narrowest scope that does the job.

Visitors to archive pages

The public archive pages set no cookies, run no advertising, and load nothing from third parties. We do not track readers across sites. Our host records standard server logs, including IP addresses, to keep the service running and secure.

Children

This service is for local-government staff and the residents who read public records. It is not directed at children and we do not knowingly collect their information.

Changes

If we change this policy we will update the date above, and we will tell our customers directly if the change is material.

Contact

Questions, or a request to delete your town's data: ops@meetingarchive.org.