Privacy policy

Plain words about a serious subject.

Our commitment

PoliPost Canada exists to help people write to their own elected representatives, in their own name. That only works if the people who use it trust us with a small amount of personal information — so we treat privacy as a design requirement, not a legal afterthought. This policy follows the ten fair-information principles of Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

1 · Accountability

PoliPost Canada is responsible for the personal information under its control. The platform operator acts as privacy officer and can be reached at privacy@polipost.ca. Organizations that run campaigns on PoliPost Canada are independently responsible for how they use campaign results.

2 · Identifying purposes

We collect personal information for exactly one purpose: composing and delivering a letter you have written to an elected official, and (if you ask) emailing you a copy. We also keep minimal operational logs to keep the service secure and reliable. Nothing else. We do not build marketing profiles, and we never sell personal information.

3 · Consent

Your letter is only sent after you tick a consent box confirming the words are yours and you want them delivered in your name. That consent — its wording, your IP in hashed form, and a timestamp — is recorded with the letter. Organizations consent to this policy when they create an account.

4 · Limiting collection

We ask supporters for the minimum a legislator's office needs to take a constituent seriously: name, contact email, and mailing address (offices verify constituency). Optional questions a campaign asks are clearly marked. We do not collect anything by stealth — no advertising trackers, no fingerprinting.

5 · Limiting use, disclosure and retention

Personal details are used to deliver your letter and shown to the sponsoring organization in their dashboard. They are disclosed only to the recipient's office and to the service providers that physically move the letter (listed below). Each organization controls its retention window, after which personal details are de-identified automatically. Sent letters form a permanent record and are not deleted on request.

Cookies and similar technologies

We run an essentials-only cookie setup: one session cookie for security and your in-progress letter, one small cookie remembering your consent choice, and — only if you opt in — device display preferences. Informational pages set no cookies at all, and optional technologies are off by default. Full inventory, durations and your withdrawal controls: Cookie policy.

6 · Accuracy

You see and can edit every word of your letter, your name and your address before anything is sent. Letters are immutable after consent: campaign teams may approve or reject a queued letter, but can never alter it.

7 · Safeguards

Names, emails, addresses and letter bodies are encrypted at rest with keys held outside the web root. Passwords are hashed with modern algorithms and are never visible to anyone, including us. Administrative access is role-restricted, supports two-factor authentication, and is logged. Lookups use blinded indexes so even our own database cannot be casually browsed for identities.

8 · Openness

This page is the policy — written to be read. Our security headers, consent records and data-handling settings are visible to every organization in their dashboard.

9 · Individual access

Every copy-email contains a private link where you can see the letters tied to your email address. Sent letters are a permanent record of correspondence and are not deleted; personal details are de-identified automatically at the end of the retention window. Write to privacy@polipost.ca to access or correct your information.

10 · Challenging compliance

If you believe we have not lived up to this policy, contact privacy@polipost.ca — we respond within 30 days. If you are unsatisfied, you may complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca).

Service providers we rely on

Stripe (payments — we never see card numbers); the AI providers an installation has enabled (Anthropic, OpenAI and/or DeepSeek) which receive campaign talking points and the personal note you choose to share, solely to draft your letter; print-and-mail and handwriting partners (e.g. PostGrid, Handwrytten) for physical delivery; and our hosting provider. Each receives only what its job requires.

Effective 2026-06-13 · PoliPost Canada