Terms of Service

These terms are a contract between PoliPost Canada ("we", operating from British Columbia) and the organization that opens an account ("you"). The service is built for associations, charities, 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 13 is for them.

PoliPost Canada helps your supporters write personal letters to their own elected representatives, drafted with AI from your talking points and each supporter's own words, then delivered by the channels you enable. We provide the tools; the campaigns, their content and their consequences are yours.

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.

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. You're responsible for your own outreach complying with anti-spam law (CASL) and lobbying-registration rules that apply to you.

AI-generated drafts are suggestions until the supporter approves them; we don't guarantee their accuracy, persuasiveness or any political outcome. Tools like the disclosure helper organize information — they are not legal advice. Confirm filing obligations with the relevant registrar or counsel.

Plans bill monthly in advance and renew automatically until cancelled. Letter credits included in a plan are for that month and don't roll over; purchased top-ups stay until used. Prices exclude applicable taxes. We may change prices with at least 30 days' notice, effective at your next renewal.

All fees and credit purchases are non-refundable, and unused credits have no cash value — to the maximum extent permitted by law. 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.

Cancel from your billing page at any time: you keep access until the end of the paid period, nothing further is charged, and your data stays exportable for 30 days. We may suspend or terminate accounts that breach section 4, create legal risk, or don't pay — with notice where practicable.

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 and Cookie Policy form part of 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 handwriting partners, email infrastructure and legislators' own offices — whose conduct we don't control.

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. These limits 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 without your tick-box consent. 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 the letters on file. Sent letters are a permanent record and cannot be deleted. The organization running the campaign chose its content; we provide the pen.

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.

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. Continuing to use the service after the effective date is acceptance; if you don't agree, cancel under section 8 before it.

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 is provided; both are equally available, and where permitted the English version governs interpretation. Les parties ont exigé que la présente convention soit disponible en français; la version française fait foi au Québec dans la mesure requise par la loi. Questions: privacy@polipost.ca.