Terms of Service

These terms are a contract between PoliPost Canada Inc. ("we", operating from British Columbia) and the organization that opens an account ("you"). The service is built for associations, charities, unions, non-profits and government-relations teams, you confirm you're using it for organizational purposes, with authority to bind your organization. Individual supporters who write letters through a campaign aren't account customers; the short section 14 is for them.

PoliPost Canada is an all-in-one advocacy and government-relations platform. It helps you monitor the legislative landscape (bills, House committees, public consultations, the Canada Gazette, Hansard, Orders-in-Council and government news, with AI-generated alerts, briefings and summaries), mobilize supporters (AI-assisted personalized letters, form-letter campaigns, petitions, and certified member votes and polls), manage relationships and lobbying-compliance records, and measure impact with riding-level analytics and reports. We provide the tools; your campaigns, their content and their consequences are yours. The platform evolves: we may add, change, suspend or retire features at any time. If a change materially removes a core feature of your paid plan, we'll give you reasonable notice and you can cancel under section 8.

Keep credentials secure, information accurate, and team access limited to people authorized to act for your organization. You are responsible for everything done under your account, including by client organizations you manage in agency mode. Everyone who uses PoliPost, whether to open or manage an account, or to write a letter through a campaign, must be an adult, at least 18 years old.

Letters must be genuine grassroots voices: each one is composed around a real supporter's own input, approved by that supporter, and sent in their name with logged consent. You may not fabricate supporters or identities, send letters no one approved, impersonate anyone, harass recipients, or use the platform for anything unlawful, deceptive or hateful. We operate the sending infrastructure in line with applicable law, including anti-spam law (CASL); you remain responsible for your own outreach, its content, your recipient lists, and the consents behind them, complying with CASL and the lobbying-registration rules that apply to you.

Across the platform, letter drafting, the legislative trackers, news and topic matching, briefings, summaries and the disclosure helper, we use artificial intelligence and external data. AI output is a suggestion or aid only until a person reviews it; we don't guarantee its accuracy, completeness, timeliness, persuasiveness or any political, legislative or compliance outcome, and it is not legal advice. Your use of the monitoring and AI features is also governed by section 12. Confirm any filing or legal obligation with the relevant registrar or counsel. AI processing is routed through Canadian AI providers, Augure AI and Spur Compute, both operating in Canada, one as the primary engine and the other as the backup engine, used only when the primary is unavailable; the Subprocessor list identifies their current roles. The Data Processing Agreement (DPA) describes this in detail. Disclosed exception: public passages or user-entered search text may go to OpenRouter (US) only to create numeric semantic-search embeddings; no account profile or CRM/supporter dossier is added (see the DPA, sections 4 and 9).

Paid base plans and paid add-ons may be offered on a monthly or annual billing cycle. Each subscription is billed in advance for the cycle you select and renews automatically for the same cycle until you schedule its cancellation. An add-on may be a separate subscription from your base plan. The amount, cycle and applicable taxes shown at checkout govern that purchase; your invoices record the amount actually charged. Letter credits included in a monthly plan are for that month and don't roll over; the annual-plan credit schedule shown for that plan applies to annual subscriptions. Purchased top-ups stay until used. Prices exclude applicable taxes. We may change prices with at least 30 days' notice, effective at a later renewal.

Fees already paid for plans, add-ons and credit purchases are non-refundable, and unused credits have no cash value, except where these terms expressly say otherwise or applicable law requires a refund or other remedy. Credits for letters your team rejects in approval mode return to your balance automatically; that's a balance adjustment, not a refund. Nothing in these terms removes rights that consumer-protection legislation (including Québec's Consumer Protection Act) gives you where it applies and can't be waived.

You may schedule cancellation of your base plan or an individual paid add-on from Billing. Cancellation takes effect at the end of that subscription's current paid monthly or annual period: access to the canceled subscription continues through that period, and it will not renew for a later period. Where Billing offers a resume control, you may remove the scheduled cancellation before it takes effect. Canceling an add-on does not itself cancel the base plan. Amounts already incurred or outstanding remain due. After a base plan ends, your data stays exportable for 30 days; after that we may delete it (supporter personal information follows the DPA's retention rules, see the DPA, section 12). Exporting what you need before then is your responsibility, keep your own copies of anything you can't afford to lose. We may suspend or terminate accounts that breach section 4, create legal risk, or don't pay, with notice where practicable. If an account threatens the security or integrity of the platform, harms the delivery of other customers' mail or email, or appears compromised, we may suspend it immediately, without prior notice, and will tell you as soon as we reasonably can.

The platform, its design and software are ours. Your campaign content and your supporters' letters are not ours, you grant us only the licence needed to operate the service (host, process, transmit, back up). Feedback you send may be used to improve the product.

Our Privacy Policy, Cookie Policy and Data Processing Agreement (DPA) form part of these terms; the DPA sets out how we handle personal information on your behalf and, for privacy matters, controls if it conflicts with these terms. For supporter personal information you export or use outside the platform, your organization is independently responsible under applicable privacy law.

We work hard on reliability, but the service is provided without warranties beyond those that legislation makes non-excludable. Delivery depends on third parties, mail networks, printing and pen-writing partners, email infrastructure and legislators' own offices, whose conduct we don't control. Features labelled beta, preview or pilot, and everything you use during a free trial, are offered for evaluation: they're provided "as is", may change or be withdrawn without notice, and we may end, extend or modify a trial at any time.

Several features, including the bill, consultations, committee and Hansard trackers, the Canada Gazette and Orders-in-Council monitors, the government-news monitor, and every AI-generated alert, briefing, summary, topic match and disclosure helper, depend on (a) artificial-intelligence systems that are probabilistic and inherently fallible and can produce incomplete, delayed, missing, wrong or fabricated results, and (b) third-party and government data sources, networks and providers that we neither operate nor control and that may change, delay, throttle, withhold, discontinue or contain errors at any time.

These features are provided "as is" and "as available", with no warranty or guarantee of accuracy, completeness or timeliness. You use them at your own risk, and our liability for them is governed by section 13. You are solely responsible for independently verifying any information before relying or acting on it; these tools are aids, not an official system of record, and are not legal, compliance, financial or professional advice.

Nothing in this section limits liability the law does not permit to be limited (for example, fraud, or wilful or gross fault in Québec) or waives consumer or other rights that cannot be waived.

To the extent the law allows: we aren't liable for indirect, consequential or special losses, lost profits or lost data; and our total liability for all claims in any 12-month period is capped at the fees you paid us in that period or $100 CAD, whichever is greater (so the cap is never zero, even during a free trial). The cap limits our liability only: it doesn't reduce the fees you owe us, your indemnity under section 15, or your responsibility for a breach of section 4. These limits, and the waiver in section 12, don't apply where the law forbids limiting liability (for example, for fraud, or wilful or gross fault in Québec).

If you write a letter through a campaign: it's free, the words are yours, and nothing is sent until you check a box confirming it's yours. Your contact details are used to deliver the letter and your copy and are encrypted at rest; the link in your copy email lets you view your letters on file. A sent letter is kept as a record of correspondence already delivered in your name, so we don't alter it, but this doesn't override your privacy rights: under laws such as PIPEDA and Québec's Law 25 you can ask to access your information, or to have the personal details de-identified or erased, which we do automatically at the end of the retention period and sooner on request (see the Privacy Policy and DPA). The organization running the campaign chose its content; we provide the pen.

You must be at least 18 years old to write a letter through a campaign. Automated content flagging (AI): before a finished letter is delivered, an automated system (AI) reviews it and may flag it for manual review if it perceives malicious, violent, hateful or otherwise inappropriate messaging. A flag is not an automatic rejection, the PoliPost client organization that set up the campaign, not the AI, ultimately decides whether to accept or reject a flagged letter, and a person always makes that final decision.

You will defend and indemnify us against third-party claims arising from your campaigns, your content, or your breach of these terms, this clause is between businesses and doesn't apply to supporters. How it works: we'll notify you of a claim promptly (a delay only reduces your obligation to the extent it actually harmed the defence); you conduct the defence with counsel we don't reasonably object to; we may participate with our own lawyers at our own cost; and you won't settle anything that admits fault on our behalf or imposes obligations on us without our written consent. We'll cooperate reasonably, at your expense. If you don't take up the defence promptly, we may defend, and settle reasonably, at your expense.

These terms are governed by the laws of British Columbia and the federal laws of Canada applicable there. Disputes go exclusively to the courts of British Columbia, sitting in Vancouver, and you attorn to their jurisdiction, except where mandatory law gives you a different forum (for example, certain Québec consumer rules).

We may update these terms; material changes get at least 15 days' email notice to your account contact, price changes get the longer 30-day notice in section 6. Continuing to use the service after the effective date is acceptance; if you don't agree, cancel under section 8 before it. If consumer-protection legislation gives you stronger rights about changes, for example, Québec's Consumer Protection Act requires at least 30 days' written notice setting out the change and, in some cases, a right to refuse it and cancel without cost, we follow those rules where they apply to you.

If a clause is unenforceable, the rest stands. You may not assign these terms without our consent; we may assign them in a sale or reorganization of the business. These terms plus the policies they reference are the entire agreement. A French version of these terms is provided. Except where mandatory law provides otherwise, the English version governs if the English and French versions conflict; for users in Québec, and wherever the Charter of the French Language or other mandatory law so requires, the French version governs.

Les parties ont exigé que la présente convention et les documents qui s'y rattachent soient rédigés en français; au Québec, la version française fait foi dans la mesure requise par la loi. Questions: privacy@polipost.ca.

Legal notices to PoliPost must be sent by email to privacy@polipost.ca with the subject line "LEGAL NOTICE" (we may designate another address on notice). Legal notices to you go to your account's primary contact email. A notice is deemed received on the next business day after it is sent, unless the sender gets a delivery-failure message; either party may also give notice in writing to the other's current business address. Keep your account contact current.

Force majeure: neither party is liable for delay or failure caused by events beyond its reasonable control (outages, network or mail-carrier failures, third-party or government-service disruptions, labour action, natural events).

No waiver: our failure to enforce a term is not a waiver of it.

Survival: the sections on intellectual property, no-refunds, disclaimers, limits on liability, indemnity, governing law and these general terms survive termination.

No third-party beneficiaries: no one outside this contract gains rights under it, except supporters as expressly set out in section 14.

Relationship: the parties are independent contractors; nothing creates an agency, partnership or joint venture.

Interpretation: words in one gender include all genders; the singular includes the plural and vice versa; "including" and "such as" mean "including without limitation"; headings are for convenience only; and a reference to a statute includes its regulations and any amendment or replacement.

We won't identify you as a customer, use your name or logo, or describe your campaigns publicly, without first asking for and obtaining your consent. You may decline, or later withdraw consent for future use, by emailing privacy@polipost.ca, and we'll stop the relevant use within a reasonable time.