ClerkMinutes processes government meeting data. This page covers how we protect it from data security and AI handling to access controls and infrastructure, so you have what IT needs before they ask.
How ClerkMinutes protects your data
Your government meeting data deserves a straight answer. Here's exactly what happens to your data and how it's protected.
Data in transit
Everything transmitted between you and ClerkMinutes uses HTTPS and SSL encryption. Your meeting recordings, minutes drafts, and account data travel encrypted.
Amazing AI-Powered Transcription and Minutes Creation
Files you upload are encrypted at rest. Our application databases are not encrypted at rest. The data you add is active in our systems and protected by the same monitoring controls as everything else.
Backups
All data is written to multiple disks instantly, backed up daily, and stored in multiple locations. Database backups are encrypted using GPG.
What Clerks need to know
ClerkMinutes uses third-party AI models for transcription and minutes generation. We disclose this upfront because we know IT will ask.
All meeting data is processed on US-based servers, and work directly with our AI model providers to ensure this.
All of your accounts on ClerkMinutes are password protected. Permissions are role-based. Staff see what they need to do their job. You control who has access, and you can revoke it at any time.
All payment processing runs through Stripe, a PCI Service Provider Level 1 certified platform, which is the most stringent level of certification in the payments industry. Card numbers are encrypted at rest with AES-256. Decryption keys are stored on separate machines.
ClerkMinutes does not store or have access to card numbers.
Our servers operate at full redundancy across power supplies, internet connections, and cooling systems.
Physical access to our data centers requires biometric authentication with 24/7 interior and exterior surveillance monitoring with onsite staff around the clock. Only authorized personnel have access.
The platform runs on a dedicated firewalled network and is continuously monitored.
Board member quoted incorrectly or a vote count needs clarification. Select the section. Use “describe your change” to give specific instructions. The AI makes the exact modification you described. You can also add verbatim elements in an agenda item.
The record speaks for itself
ClerkMinutes is a product of HeyGov, which has been building software for municipal governments since 2007. Across nearly two decades and hundreds of municipalities: zero data breaches.
We audit internal data access. If a ClerkMinutes or HeyGov employee improperly accesses customer data, the consequences range from termination to prosecution. If a breach ever occurs, we notify all affected customers immediately.
Municipalities using ClerkMinutes
2007 (HeyGov / TownWeb)
Questions before you buy? Reach out to our team.
ClerkMinutes
®
HeyGov, Inc.
Sturgeon Bay, Wisconsin