Privacy Policy

1. Information We Collect

Poll City is a Software-as-a-Service (SaaS) platform designed for use by political campaigns and their staff. The categories of data we collect and process include:

Account & Platform Users

• Full name, email address, and password (hashed)
• Role within the campaign (Admin, Campaign Manager, Volunteer, etc.)
• Two-factor authentication settings and session metadata
• Login timestamps and IP addresses (for security auditing)

Voter & Contact Records (entered by campaigns)

• Full name, residential address, phone number, and email address
• Political affiliation, support level, and voting likelihood scores
• Canvassing interaction history (date, doorstep responses, volunteer notes)
• Donation records and financial contribution data
• Geographic location data used for canvassing turf assignment and walk lists
• Custom field data added by the campaign (e.g., issues of concern, language preference)
• Volunteer availability, shift history, and expense records

Automatically Collected Data

• Browser type, device type, and operating system
• Pages visited, features used, and interaction logs (for product improvement)
• Approximate location (city/region level) derived from IP address
• Error logs and performance diagnostics

2. How We Use Your Information

We use the information we collect to:

• Deliver the platform: Provide campaign management, voter contact management, canvassing coordination, event management, and GOTV (Get Out The Vote) tools.
• Power the Adoni AI assistant: Process natural-language queries to generate campaign insights, draft communications, and surface contact intelligence. Prompts and relevant data are sent to Anthropic’s API for processing.
• Communications: Enable campaigns to send email, SMS, and social media outreach to their supporters and volunteers.
• Analytics & reporting: Provide campaign dashboards, canvassing progress reports, donation summaries, and voter engagement analytics.
• Security & abuse prevention: Detect unauthorized access, prevent fraud, and enforce our Terms of Service.
• Platform improvement: Understand how features are used and prioritize product development (aggregated and anonymized).
• Billing & subscription management: Process subscription payments and manage accounts.

3. Who Has Access

Within the Campaign

Access to campaign data is controlled by role-based permissions set by the campaign administrator:

• Campaign Administrators: Full access to all contacts, analytics, settings, and billing.
• Campaign Managers: Access to contacts, canvassing data, volunteers, events, and communications. Billing may be restricted.
• Volunteers / Canvassers: Access limited to their assigned turf, tasks, and doorstep interaction forms. They cannot view full voter records or other volunteers’ data.
• Finance Roles: Access restricted to donation records, budget, and financial reports.

Poll City Staff

Poll City employees and contractors may access campaign data only for the purposes of providing technical support, investigating platform issues, or fulfilling legal obligations. Access is logged and audited. We do not use campaign voter data for any commercial or advertising purposes.

4. Third-Party Services

Poll City uses a limited number of third-party services to operate the platform. Data shared with these providers is governed by their respective privacy policies and is used only to deliver services to you.

5. Data Retention

We retain data for as long as your campaign account is active or as needed to provide services. Specific retention guidelines:

• Active campaign data: Retained for the duration of the active subscription plus a 90-day grace period following account cancellation or expiry.
• Financial & donation records: Retained for a minimum of seven (7) years in accordance with Elections Canada financial reporting requirements and the Canada Elections Act. Provincial campaign finance data is retained to comply with applicable provincial elections legislation (e.g., Ontario’s Election Finances Act, British Columbia’s Election Act).
• Audit logs & security records: Retained for up to two (2) years for security investigation and compliance purposes.
• Account deletion: Upon written request, account data may be permanently deleted subject to legal hold obligations. Financial records required under elections law cannot be deleted until the retention period expires.
• Backups: Encrypted database backups may retain data for up to 30 days beyond a deletion request before being purged from backup systems.

6. Political & Campaign Data

Poll City is built exclusively for political campaign management. Political opinions, support levels, and voting likelihood data are sensitive personal information. We handle this data with heightened care:

• Campaign ownership: All voter contact data, canvassing records, and political affiliation data entered into Poll City belongs to the campaign, not to Poll City. We process this data as a service provider (data processor), acting on the campaign’s instructions.
• No cross-campaign sharing: Data from one campaign is never shared with, visible to, or accessible by any other campaign on the platform, regardless of party affiliation.
• No political advertising use: Poll City does not use voter contact data for advertising, data brokering, or any purpose other than delivering the contracted campaign management services.
• Compliance with elections law: Campaigns using Poll City are responsible for ensuring their data collection and outreach activities comply with applicable federal and provincial elections legislation, including the Canada Elections Act and provincial equivalents, as well as CASL (Canada’s Anti-Spam Legislation).

7. Your Rights

Depending on your jurisdiction, you may have the following rights with respect to your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete personal data.
• Deletion: Request deletion of your personal data, subject to legal retention obligations.
• Data portability: Request an export of your campaign data in a machine-readable format.
• Objection: Object to processing of your personal data in certain circumstances.
• Withdraw consent: Where processing is based on consent, you may withdraw consent at any time.

To exercise any of these rights, please contact us at privacy@pollcity.ca. We will respond to requests within 30 days. Note that voter contact records entered by a campaign are owned by that campaign; individuals seeking access to or deletion of records held by a campaign should contact the campaign directly.

8. Security

We implement industry-standard security measures to protect your data:

• All data is encrypted in transit (TLS 1.2+) and at rest (AES-256)
• Passwords are hashed using bcrypt — plaintext passwords are never stored
• Two-factor authentication (2FA) is available and encouraged for all accounts
• Role-based access controls limit data access to authorized users only
• Security audit logs are maintained and monitored
• Regular security reviews and vulnerability assessments are conducted

While we take all reasonable precautions, no system is perfectly secure. In the event of a data breach affecting your personal information, we will notify affected campaigns and, where required, applicable regulatory bodies in accordance with Canadian breach notification requirements under PIPEDA and applicable provincial privacy legislation.

9. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of your personal data, please contact us:

We may update this Privacy Policy from time to time. Material changes will be communicated to account holders via email or in-app notification. Your continued use of Poll City after changes take effect constitutes acceptance of the updated policy.