Privacy, Terms & Donation Policies

Civic Deeds Inc.

civicdeeds.com

Last updated: September 24, 2026

Civic Deeds Inc. ("we", "us", "our") provides online tools that enable citizens to organize their communities for political action and advocacy. While our Service provides tools for citizens to organize and participate in civic engagement, we are a wholly apolitical Service and do not endorse the beliefs or causes expressed by any individual or organization using our Services.

This page covers our privacy practices, terms of use, and donation policies for the Civic Deeds platform.

Contact Information

Civic Deeds Inc.

Email: contact@civicdeeds.com

Website: civicdeeds.com

Privacy Policy

This section explains how we collect, use, disclose, and protect your personal information guided by the principles of Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta's Personal Information Protection Act (PIPA).

What We Collect

When you register as a supporter:

When you register as a volunteer:

Volunteers provide additional information so we can coordinate outreach activities effectively.

When you use the team platform:

Approved volunteers who access the team platform generate additional data through their activity.

When you connect with other volunteers:

When you donate:

We do not store your credit card or payment details. Payment processing is handled by Stripe, which maintains its own privacy policy and PCI DSS compliance.

Automatically collected information:

· Analytics data through Vercel Analytics: page views, referral sources, device type, browser, operating system, and country. On our two advertising landing pages (/october and its thank-you page) it also counts how far down the page you scroll, how long the page stays open, which buttons and links you tap, which fields of the sign-up form you start, and the errors the form shows you — never what you type. This data is aggregated and does not identify you personally. Vercel Analytics does not use cookies.

· Our own record of each visit to our two advertising landing pages (/october and its thank-you page). It holds the steps listed above, each with the time it happened, and whether the visit ended in a sign-up. It also holds the campaign tags in the link you followed, the website that sent you, and whether you used a phone, tablet or computer. Each visit gets a random number when the page opens; the number is kept only while the page is open, is never stored on your device, and is never linked to your name, your email address or your sign-up. The record never includes what you type, your IP address or your browser's details, and it uses no cookies. We delete it after 24 months.

· Server logs: IP address, pages visited, and timestamps, retained temporarily for security and performance purposes.

· Advertising measurement, on our advertising landing pages only — fightbacknow.civicdeeds.com/october and its thank-you page. On behalf of the Fight Back Now campaign (Alberta Federation of Labour), these two pages use the Meta Pixel and Meta's Conversions API to measure which of our Facebook and Instagram ads lead people to sign up. See "Advertising measurement (Meta)" below for exactly what is sent.

We do not use Google Analytics. The Meta Pixel loads on those two pages and nowhere else — not on any other page of the public website, and not on any page of the team platform. It is tied to the page, not to who you are: anyone who opens /october or /october/thanks loads it, whether or not they are signed in.

Cookies

The public website does not set any cookies, except on our two advertising landing pages (/october and /october/thanks), which set the cookies below.

The team platform uses a small number of strictly necessary cookies to support authentication. These cookies are set only when you sign in and are required for the platform to function. They are not used for tracking, advertising, or analytics.

In production, these cookies use the __Secure- or __Host- prefix, which instructs your browser to transmit them only over encrypted (HTTPS) connections.

Because these cookies are strictly necessary for the platform to operate, no cookie consent is required under PIPEDA. We disclose them here for transparency.

Advertising measurement (Meta)

This applies only to people who arrive through /october and /october/thanks, the pages our Facebook and Instagram ads link to — including the one later step, confirming your email, described below.

When you open the landing page, the Meta Pixel records the visit (a "PageView"): the page address, your browser and device, and Meta's own cookie identifiers.

When you sign up — only after you tick the consent box — we tell Meta that a sign-up happened (a "Lead"), from your browser and from our server. The server message contains your email address, mobile number (if you gave one), first and last name, postal code, city, province and country, each one-way hashed (SHA-256) before it leaves our server, together with your IP address, browser user agent and Meta's cookie identifiers. Hashing lets Meta match the sign-up to an ad without us sending those details in readable form.

When you confirm your email address, our server tells Meta that the registration was completed (a "CompleteRegistration"), with the same hashed details.

We never put your email address or postal code in a page address, so they cannot reach Meta through the link you are on.

Meta uses this to report which ads led to sign-ups and to show our ads to people more likely to respond. Meta's handling is governed by its own privacy policy (facebook.com/privacy/policy).

Your choices — and their limits. Please read these carefully, because browser settings only reach part of what happens:

· The only way to avoid all of it is not to use the ad pages. No page other than /october and /october/thanks loads the Pixel. And if you sign up anywhere else — for example on our homepage, https://fightbacknow.civicdeeds.com/ — nothing about you is ever sent to Meta, at any step. (The one server-side event sent from outside the ad pages is the CompleteRegistration described above, and it is sent only for people who signed up through an ad page, when they confirm their email.)

· A content or tracker blocker that blocks connect.facebook.net stops the browser-side Pixel — the PageView and the browser half of the Lead. It does not stop the server-side events, because those are sent from our server, not from your browser.

· Blocking third-party cookies is not enough on its own. The Pixel script still loads, and the _fbp cookie is set by our site itself, so third-party cookie settings do not reach it. Clearing or blocking cookies for our site removes _fbp and _fbc.

· The server-side sign-up events are sent only if you submit the form with the consent box ticked, whatever your browser settings. Ticking that box is agreeing to them. If you do not want them sent, do not submit the ad-page form — use the homepage instead.

· In Meta's own settings, "Your activity off Meta technologies" lets you see and disconnect activity businesses have shared with Meta, and Meta's ad preferences control how it is used for ads.

To ask us about, or to delete, what we hold, see "Your Consent and Rights" below.

How We Use Your Information

We use your personal information to:

1. Operate the platform — connect you with Actions, coordinate volunteer outreach, and manage community engagement activities

2. Communicate with you — send updates about upcoming Actions, progress, and milestones

3. Coordinate volunteers — ensure effective scheduling, training, and communication with our volunteer team

4. Process donations — issue receipts and maintain accurate financial records

5. Improve our platform — understand how visitors use our sites so we can make them more effective

6. Deliver user-generated content — display your feed posts, comments, Action details, and posts to other approved volunteers on the platform

7. Facilitate messaging — deliver one-to-one inbox messages and group messages between volunteers, including email notifications for new messages

8. Enable Action coordination — display Action details, RSVP counts, and comments to platform users, and where applicable, publish information on the public website

9. Process invitations — send platform invitations on your behalf and establish connections between volunteers

10. Screen applications — use artificial intelligence services to review volunteer applications for quality and safety during the onboarding process

11. Moderate content — review and, where necessary, remove user-generated content that violates our policies or the Volunteer Code of Conduct

12. Understand and grow engagement — measure how many members are actively signing in over time, and identify members who have not signed in recently so we can invite them to return

We only use information for purposes a reasonable person would consider appropriate in the circumstances.

We will not:

· Send unrelated marketing or advertising

· Share your data with political parties, candidates, or unrelated campaigns

· Sell, rent, or trade your personal information to any third party

Who We Share Information With

User-generated content sharing: Content you post on the platform — including feed posts, comments, Action details, group messages, and direct messages — is shared with other platform users according to the visibility rules described in the User-Generated Content section below. Your name and content are visible to other approved volunteers, group members, or message participants as applicable.

We may also disclose personal information if required by law, court order, or governmental authority.

Data Separation, Anonymization & Region Tags

Platform-created outputs — such as transformed outputs, extracted features, summaries, AI-generated analysis, anonymized insights, or aggregate system metadata — are owned by Civic Deeds Inc. We do not claim ownership of your original content.

Aggregate and anonymized insights we derive from platform data are stored in separate tables without names, contact details, IP addresses, or account identifiers. We may apply broad electoral region labels (e.g., your neighborhood) to anonymized profiles, not precise locations.

Your Consent and Rights

By providing your information through our platform, you consent to its collection, use, and disclosure as described in this policy.

You can withdraw your consent at any time by:

· Clicking the unsubscribe link in any email we send you

· Emailing us at contact@civicdeeds.com with the subject "Unsubscribe" or "Delete My Data"

Under PIPEDA and PIPA, you have the right to:

1. Access — Request a copy of the personal information we hold about you
2. Correction — Request that we correct inaccurate information
3. Deletion — Request that we delete your personal information (subject to legal retention requirements)
4. Withdraw consent — Stop receiving communications at any time

You may request immediate deletion of your personally identifiable information. We will act without undue delay, subject to limited exceptions (e.g., legal obligations, dispute resolution, security/audit logs retained for a defined period, and disaster-recovery backups that expire on a rolling schedule).

To exercise any of these rights, contact us at contact@civicdeeds.com. We will respond within 30 days.

Data Retention

· Registration data: Retained for the duration of your account plus one year, unless you request earlier deletion

· Volunteer records: Retained for the duration of volunteer engagement plus one year

· Donation records: Retained as required by applicable regulations

· Email subscriptions: Retained until you unsubscribe

· Analytics data: Aggregated data retained indefinitely; no personal identifiers

· Advertising landing page visit records: deleted after 24 months; no personal identifiers

· Advertising attribution: if you signed up through one of our ads, the campaign and ad identifiers in the link you followed, the referring page and the landing page are kept with your registration record, recorded once when you first sign up and never overwritten. Retained for as long as that record is

· Sign-in records: Detailed sign-in history (dates and device type) retained for 12 months. Your most recent sign-in date is retained for the life of your account to support re-engagement, then securely deleted or anonymized when your account is closed

· Feed posts and comments: Retained until deleted by the author or an administrator, then permanently removed

· Action data: Retained for the life of the platform. Cancelled Actions are soft-deleted and may be retained for record-keeping

· Group messages: Retained for the life of the group. Messages persist even if a member leaves the group

· Direct messages (inbox): Retained indefinitely. Messages are immutable by design and cannot be edited or deleted after sending

· Terms acceptance records: Retained indefinitely for legal compliance, including the version accepted, IP address, user agent, and timestamp

We keep information only as long as needed to provide the Service and for legitimate business, legal, or audit purposes. When no longer needed, we securely delete or anonymize it.

Security

We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information:

· All data transmitted over HTTPS (encrypted in transit)

· Database hosted on Neon (PostgreSQL) with encrypted connections

· Payment processing handled by PCI DSS-compliant providers

· Access to personal data restricted to authorized personnel

· Staff confidentiality practices and access controls

No system is perfectly secure. While we strive to protect your information, we cannot guarantee absolute security.

AI Features and Limitations

We use AI and predictive analysis to provide recommendations and insights (for example, application screening, content moderation, and suggested actions). These are recommendations only — you remain responsible for decisions you make. We are not responsible for decisions made by AI-powered screening systems.

Marketing Communications (CASL)

We follow Canada's Anti-Spam Legislation (CASL). We send marketing only with valid consent and use a double opt-in for marketing and certain optional features. You can unsubscribe at any time.

Terms & Conditions

By using our platform, you agree to these terms. If you do not agree, please do not use our platform. These Terms work in conjunction with our Privacy Policy. If a conflict arises, the Privacy Policy controls for privacy matters.

Who Can Use the Service

You must:

· Be legally able to enter a contract in your jurisdiction

· Use the Service only for lawful purposes and in accordance with these Terms

· Provide accurate account information and keep it current

· Keep your login credentials confidential; you are responsible for activity under your account

We may decline, suspend, or terminate accounts at our discretion if we believe a user poses a risk, violates these Terms, or engages in harmful or unlawful behaviour.

Registration

When you register on our platform, you agree to:

· Provide accurate and complete information

· Keep your contact information current

· Use the platform for its intended purpose of supporting civic engagement

Acceptable Use

Civic Deeds Inc. retains absolute discretion to terminate, suspend, or otherwise prevent use of the Service by any user or group. Any breach of these terms, including the terms of Acceptable Use, may result in the termination of your rights to access or use the Service.

You agree to not:

· Post, share, promote, or encourage hate speech, harassment, discrimination, extremist content, or violence

· Post anything that would violate Canadian law or would violate the Canadian Charter of Rights and Freedoms

· Engage in illegal activity (fraud, exploitation, distribution of malware, etc.)

· Upload or share materials you do not have rights to use

· Impersonate another person or misrepresent your identity or affiliation

· Hack, disrupt, overload, probe, or interfere with the Service

· Use scraping, bots, or harvesting tools without our written permission

· Submit false or misleading information

· Use the platform to harass, threaten, or intimidate others

· Attempt to access other users' accounts or personal information

· Post content that is defamatory, hateful, discriminatory, obscene, or in violation of any applicable law

· Use messaging or groups to spam, solicit, or distribute unauthorized material

· Share confidential platform content (such as private notes or private messages) outside the platform

· Create Actions with false or misleading location, date, or other information

· Publicly post or share invitation links in an unauthorized manner

· Upload government ID numbers, financial account numbers, sensitive personal information, contact details of private individuals, full addresses or precise location data, data about minors, health or biometric data, or similar highly sensitive data, unless the Service specifically collects it with consent and double opt-in

We may remove prohibited content and suspend or terminate accounts that violate these rules without prior notice.

Volunteers & Volunteer Agreement

The team platform is an invite-only platform for approved volunteers. Before gaining access, all volunteers must complete a multi-step onboarding process that includes accepting the Volunteer Agreement & Code of Conduct.

By accepting the Volunteer Agreement during onboarding, you agree to the following:

Mission & Values: Civic Deeds is an online platform that provides tools for citizens to organize their communities for political action and advocacy. Civic Deeds is a wholly apolitical service.

Purpose of Engagement: You engage with the Movement on a voluntary, unpaid basis for philanthropic and civic purposes only. Nothing in the Agreement creates an employment, independent contractor, partnership, joint venture, or agency relationship.

Code of Conduct: You agree to act with integrity and respect, champion inclusion, communicate responsibly, follow guidance from Movement leadership, protect confidential information, and maintain accountability by reporting suspected risks or inappropriate conduct.

Safeguarding Confidential Information: You agree to protect the integrity of confidential information, not disclose or misuse it except as authorized, and continue protecting it even after your volunteer engagement ends.

License to Contributions: You retain ownership of any materials you create to support the Movement. By contributing, you grant the Movement a perpetual, irrevocable, worldwide, royalty-free, fully sub-licensable licence to use, reproduce, modify, distribute, display, and create derivative works from your contributions for any purpose related to the Movement's mission.

Use of Technology: You agree to use the Movement's technology responsibly, protect its security and integrity, not use unauthorized third-party tools, and promptly report any suspected data breaches or misuse.

Return of Property: When your volunteer engagement ends, you agree to promptly return all physical property and permanently delete all copies of confidential information.

General Terms: The Agreement constitutes the entire understanding between you and the Movement. Either party may end the volunteer engagement at any time for any reason. The Agreement is governed by the laws of the Province of Alberta and the federal laws of Canada.

Your acceptance of the Volunteer Agreement is recorded with the version accepted, your IP address, user agent, and timestamp for legal verification purposes. The full text of the Volunteer Agreement is presented during the onboarding process.

Actions & RSVPs

Civic Deeds coordinates community engagement Actions and volunteer activities through the team platform.

Action creation: Approved volunteers may create Actions by providing a location, date and time, title, and optional notes. Action creators are solely responsible for the accuracy of details they publish, including location, date, time, and description.

Public and private notes: Actions may include public notes (visible on the public website) and volunteer-only notes (visible only to approved volunteers on the team platform). You are responsible for ensuring that content you post in public notes is appropriate for public viewing.

RSVPs: Other volunteers may RSVP to Actions with "Yes," "Maybe," or "No" responses. RSVP counts are visible to all platform users. By RSVPing, you acknowledge that your participation status is shared with other volunteers.

Action contact: Action creators may opt in to allow other volunteers to contact them through the platform's messaging system regarding their Action.

Cancellation: Actions may be cancelled by their creator. Cancelled Actions are soft-deleted and data may be retained for record-keeping purposes.

In-person interactions: Civic Deeds is not responsible for any interactions, disputes, injuries, or damages that occur at in-person events. Attendance at events is at your own risk.

User-Generated Content

The team platform allows approved volunteers to create and share content, including:

· Feed posts (text posts, Action shares, link shares, and posts)

· Feed comments and likes

· Action comments and likes

· Group messages (text, Action shares, and link shares)

· Direct messages through the inbox

· Action details, including titles, locations, and notes

Responsibility: You are solely responsible for all content you post on the platform. Civic Deeds does not endorse, verify, or assume responsibility for user-generated content.

Content standards: All content must comply with the Volunteer Code of Conduct and the Acceptable Use section of these terms. Content must not be defamatory, hateful, obscene, threatening, harassing, or in violation of any applicable law.

Content visibility: Content you post is visible to other platform users according to the following rules:

· Feed posts and comments — visible to all approved volunteers

· Action comments — visible to all Action viewers

· Group messages — visible to all members of the group, including members who join after the message was posted

· Direct messages — visible only to the two participants in the conversation

· Volunteer-only notes — visible to all approved volunteers on the team platform

· Public notes — visible to the general public on the public website

Your content ownership: Anything you upload to the platform ("User-Generated Content" or "UGC") remains your property. We do not claim ownership of your original content.

License to operate the Service: You grant us a non-exclusive, worldwide license to host, process, back up, display, and distribute your UGC solely to operate and secure the Service and comply with the law. The license ends when the content is deleted or your account closes, except for any copies retained for legal or security reasons for a limited time.

Our ownership of derived data: Platform-created outputs — such as transformed outputs, extracted features, summaries, AI-generated analysis, anonymized insights, or aggregate system metadata — are owned by Civic Deeds Inc.

Moderation: Civic Deeds reserves the right to review and remove any content that violates these policies, the Volunteer Code of Conduct, or applicable law, without prior notice. Administrators may delete any post or comment. Action creators may delete comments on their own Actions.

Immutability: Group messages and direct messages are immutable after sending — they cannot be edited or deleted. Exercise care before sending messages.

Messaging & Communications

Direct messages (inbox): Volunteers may send direct messages to Action creators and other volunteers through the platform's inbox. All messages include the sender's identity (name and email).

Group messages: Messages sent within volunteer groups are visible to all current and future members of that group. Messages persist even if you leave the group.

Immutability: All messages (both direct and group) are immutable after sending. They cannot be edited or deleted. You are solely responsible for the content of your messages.

Email notifications: The platform sends email notifications for new messages. By using the messaging features, you consent to receiving these notifications.

Prohibited messaging conduct: You must not use messaging to harass, threaten, spam, solicit, or send inappropriate, offensive, or unlawful content to other users.

Volunteer Groups

Approved volunteers may create and join volunteer groups on the team platform.

· Groups may be open (any volunteer can join) or invite-only (join only via invitation from a member)

· Group creators and members share content with all group members through group messages

· Messages and shared content persist within the group even if a member leaves

· Civic Deeds may moderate group content and remove material that violates these policies

Invitations & Connections

The team platform is invite-only. Approved volunteers may invite others to join.

· Each volunteer receives a fixed number of non-reclaimable invitations

· By sending an invitation, you share the invitee's email address with the platform for the purpose of delivering the invitation

· You are responsible for ensuring you have the invitee's consent to share their email address with the platform

· Accepting an invitation creates a mutual connection between the inviter and invitee, making each other's name visible on the platform

· Unauthorized sharing or public posting of invitation links is prohibited

Intellectual Property

All content on our platform — including text, images, logos, and design — is owned by or licensed to Civic Deeds Inc. You may share and reproduce our content for non-commercial purposes related to supporting civic engagement, provided you attribute it to Civic Deeds.

User-generated content posted on the platform is subject to the license grant described in the User-Generated Content section above. Additionally, content created as contributions to the Movement may be subject to the License to Contributions clause in the Volunteer Agreement.

Third-Party Services

Our platform uses third-party services including:

· Vercel for website hosting and analytics

· Amazon Web Services for email delivery

· Twilio for SMS notifications

· Stripe for payment processing

· Google Maps for location services

· Meta (Facebook and Instagram) for measuring our advertising, on our advertising landing pages only

· Botler for artificial intelligence and software infrastructure services

· OpenAI for AI-powered application and content screening

Your use of these services is subject to their respective terms and privacy policies.

Disclaimer & Limitation of Liability

Our platform is provided "as is" and "as available," without any representations or warranties of any kind either express or implied. We do not guarantee uninterrupted or error-free operation, accuracy or completeness of outputs (including AI outputs), or that the Service will meet your needs. We disclaim all warranties to the extent permitted by law.

Civic Deeds Inc. is not responsible for any failures, delays or interruptions in the delivery of content or services, or losses or damages arising from the use of the content or services provided by us or third parties in connection with us.

Without limiting the foregoing, Civic Deeds is not responsible for:

· User-generated content posted by other users, including its accuracy, legality, or appropriateness

· The accuracy of Action details, locations, dates, or times published by other users

· Any interactions, disputes, injuries, or damages that occur at in-person events

· Third-party content, websites, or resources linked to in posts or messages by users

· Decisions made by AI-powered screening systems during the application review process

· Loss or exposure of data resulting from circumstances beyond our reasonable control

You use the platform and attend events at your own risk.

Indemnification

You agree to defend, indemnify, and hold harmless Civic Deeds Inc., its staff, partners, and affiliates from claims, damages, losses, liabilities, or legal fees arising from your User-Generated Content, your use or misuse of the Service, your breach of these Terms, or your violation of laws or third-party rights.

Account Suspension, Termination & Closure

We may suspend or close your account if you violate these Terms, upload prohibited or harmful content, or we believe your activity threatens the Service or its users.

Upon account cancellation, banning, or closure:

· You have 30 days to download your user-submitted content unless restricted by law or to prevent harm

· We retain your personally identifiable information for at least 30 days for fraud prevention, audit, and security

· You may request immediate deletion under your "right to be forgotten"

· We may retain anonymized/aggregate data indefinitely

Service Changes

We may change, improve, or retire features. If a change significantly reduces functionality, we will give reasonable notice. We are not liable for changes required for security, compliance, or operations.

Governing Law

These terms are governed by the laws of the Province of Alberta and applicable federal laws of Canada. All disputes will be resolved in the courts located in Edmonton, Alberta.

Donation, Refund & Delivery Policy

Donations

Donations to Civic Deeds are voluntary contributions. Contributions are not tax-deductible.

By making a donation, you confirm that:

· You are making the contribution voluntarily

· The information you provide is accurate

All donations support Civic Deeds' operations, including organizing community Actions, volunteer coordination, and communications.

We do not store your credit card or payment details.

Refund Policy

Donations are voluntary contributions and are generally non-refundable. Refunds may be issued in the following circumstances:

· Processing error — If you were charged an incorrect amount or charged more than once in error

· Unauthorized transaction — If a donation was made without your authorization

To request a refund, contact us at contact@civicdeeds.com within 30 days of the transaction. Please include your name, the date and amount of the donation, and the reason for your request. Approved refunds will be returned to the original payment method.

Delivery Policy

Donations to Civic Deeds are voluntary contributions to support civic engagement. No physical goods, products, or services are provided in exchange for your donation. There is nothing to ship or deliver.

Upon processing your donation, you will receive an email confirmation and receipt sent to the email address you provided. This receipt is typically delivered within minutes of your donation. If you do not receive a receipt, please contact us at contact@civicdeeds.com.

Children's Privacy

Our platform is not intended for use by anyone under the age of 18. Users will be asked to verify that they are at least 18 years of age to use the Service. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

Changes to These Policies

We may update these policies from time to time. If we make significant changes, we will notify you by email or in-app. Changes will be posted on this page with an updated "Last updated" date. Your continued use of our platform after changes are posted constitutes acceptance of the updated policies.

Any invalid, illegal or inoperative clause of this agreement will not affect the valid reading and application of all other clauses of this agreement.

Contact Us

If you have questions about these policies, your personal information, or a donation:

Civic Deeds Inc.

Email: contact@civicdeeds.com

Website: civicdeeds.com

Privacy Officer: contact@civicdeeds.com

Regulatory contact: Office of the Information and Privacy Commissioner of Alberta (1-888-878-4044 | https://oipc.ab.ca/)

© 2026 Civic Deeds Inc.