windowbox

Privacy

Privacy Policy

Windowbox is an archive of public meeting recordings and transcripts. There are no accounts to create, and the only personal detail we ever ask for is an email address if you choose to subscribe to digests. We collect as little about you as a website reasonably can, and this page explains what that is.

Who runs this site

Windowbox is operated by Form Follows Function, LLC. It is an independent project and is not affiliated with or endorsed by the City of Portland. You can reach us at info@windowbox.app.

Information we don’t collect

You don’t need to give us your name, email, or any other personal detail to use this site. There are no user accounts, no comment threads, and no advertising or marketing trackers. The one optional sign-up is the email digest, described below. We don’t sell personal information, and we share it only with the service providers named on this page.

Email digests

If you subscribe to email digests, we store:

  • your email address;
  • the schedule you chose (after each meeting, or weekly);
  • when you signed up, when we sent your confirmation email, and when you confirmed;
  • which meetings we have emailed you, so we don’t send a digest twice.

When you sign up, we use your IP address briefly to limit repeated sign-ups. We don’t store it with your subscription.

We use your address only to send the digests you asked for and the confirmation email that starts them. Emails are delivered through Cloudflare Email Service, under Cloudflare’s privacy policy.

If you don’t confirm within 7 days, we delete the sign-up. When you unsubscribe, we delete your address and your delivery history. If Cloudflare reports that messages to your address bounce or were marked as spam, we delete your subscription too.

Cookies

Windowbox sets no cookies and uses no browser storage to identify or follow you between visits.

Analytics

We use Cloudflare Web Analytics to understand roughly how many people visit and which pages are read. It is privacy-first: it uses no cookies, does not fingerprint your device, and does not track you across other websites. It reports only aggregate figures, such as page views and referrers — never anything that identifies you individually. See Cloudflare Web Analytics for details.

Hosting and server logs

The site is served through Cloudflare. To deliver pages and protect against abuse, Cloudflare processes standard request information such as your IP address, browser type, and the pages requested. This processing is governed by Cloudflare’s privacy policy.

The site’s search runs entirely in your browser using a prebuilt index. Queries entered in Windowbox’s search page stay on your device and are not sent to us or to any third party.

Embedded video

Meeting pages embed video from YouTube in privacy-enhanced mode (youtube-nocookie.com). Nothing is requested from YouTube until you press play. Once a video loads, YouTube may receive your IP address and set its own cookies, and that interaction is governed by Google’s privacy policy.

Transcripts, feeds, and the API

Transcripts, summaries, RSS feeds, and our machine-readable endpoints (including the MCP server) expose the same public meeting content that’s on the site. They contain no personal information about visitors.

If you connect an AI app to Windowbox, the app sends tool requests to our MCP server. These requests can include search words, meeting IDs, and speaker filters. They are processed through Cloudflare, as described above. The browser-only search behavior does not apply to these requests. Your AI provider processes your conversation under its own privacy settings and terms.

Children’s privacy

This site is a public-records archive intended for a general audience. It is not directed at children, and we do not knowingly collect personal information from children under 13. If you believe a child has subscribed to email digests, contact us and we will delete the address.

Changes to this policy

Material changes will be reflected here on this page.

Contact

Questions about privacy? Email us at info@windowbox.app.