Privacy Policy | posterboard.ca

Effective Date: March 20, 2026

At posterboard.ca, we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains what information we collect, how we use it, who we share it with, and what rights you have regarding your personal data.

This policy applies to all users of the posterboard.ca platform and website. By using our services, you agree to the collection and use of information in accordance with this policy.

posterboard.ca operates in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and the privacy laws of British Columbia, Canada.

1. Information We Collect

We collect information in the following categories:

a) Information you provide directly

Contact and account information: name, email address, organization name, and the nature of content you wish to publish (provided through our contact/request form)
Billing information: payment method details processed securely through our payment provider — we do not store full credit card numbers on our servers
Content you publish: all announcements, listings, notices, and other structured content you create and publish on your board
Communications: messages you send us through our contact form or by email

b) Information collected automatically

Log data: IP address, browser type, pages visited, time and date of visits, and referring URLs
Cookies and similar technologies: session cookies required for platform functionality and optional analytics cookies (see Section 7)
Usage data: how you interact with the platform, features used, and content management activity

c) AI feature data (if you use the optional AI add-on)

Your AI API key is encrypted using AES-256-GCM encryption and stored securely in our database — it is never transmitted to anyone other than the AI provider you designate
Content prompts and generation inputs you submit are sent to your chosen AI provider (e.g., OpenAI or Anthropic) under their respective privacy policies — we do not retain copies of prompts after generation is complete

2. How We Use Your Information

We use the information we collect to:

Set up, configure, and maintain your posterboard account and content board
Process subscription payments and manage your billing
Provide customer support and respond to your inquiries
Send service-related communications including account confirmations, billing notices, and updates to these policies
Improve and develop our platform through aggregated usage analysis
Comply with legal obligations and enforce our Terms of Use
Detect, prevent, and respond to fraud, security incidents, and technical issues

We do not use your personal information for targeted advertising, and we do not sell your data to third parties.

3. Legal Basis for Processing

We process your personal information on the following grounds:

Contract performance: processing necessary to provide the services you have requested and to fulfil our obligations under your subscription agreement
Legitimate interests: improving our platform, ensuring security, and communicating service updates — balanced against your privacy rights
Legal obligation: processing required to comply with applicable law
Consent: where you have explicitly agreed, such as optional analytics cookies which you may withdraw at any time

4. Sharing Your Information

We do not sell your personal information. We may share your information with:

Service providers

We work with trusted third-party vendors who assist us in operating our platform, including payment processors, hosting providers, and email delivery services. These providers are contractually required to protect your information and may only use it to perform services on our behalf.

AI providers (optional add-on users only)

If you use the AI Content Creation Add-On, your content prompts are transmitted to your designated AI provider (OpenAI, Anthropic, or Azure OpenAI) using the API key you supply. Your use of those services is also governed by their respective privacy policies.

Legal requirements

We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

Business transfers

In the event of a merger, acquisition, or sale of all or part of our assets, your information may be transferred as part of that transaction. We will notify you before your personal information becomes subject to a different privacy policy.

5. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you services. Specifically:

Account and billing records are retained for seven years after account closure to comply with Canadian tax and financial record-keeping requirements
Published content is retained until you delete it or your account is terminated; after termination, content is deleted within 90 days
AI API keys are deleted immediately upon your request or within 30 days of account termination
Log data and usage analytics are retained for up to 12 months
Support communications are retained for two years

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

AES-256-GCM encryption for sensitive credentials (such as AI API keys) stored in our database
TLS/HTTPS encryption for all data transmitted between your browser and our servers
Access controls limiting personal data access to authorized personnel on a need-to-know basis
Regular security reviews and updates to our platform infrastructure

No method of electronic transmission or storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee absolute security. In the event of a data breach that poses a risk of harm, we will notify affected users and relevant authorities as required by law.

7. Cookies

posterboard.ca uses cookies and similar tracking technologies to operate the platform and improve your experience.

Essential cookies

Required for the platform to function. These include session authentication cookies and security tokens. You cannot opt out of these without affecting platform functionality.

Analytics cookies (optional)

We may use anonymized analytics to understand how users interact with the platform. These are only set with your consent and can be declined or withdrawn at any time through your browser settings or our cookie preference centre.

You can control cookies through your browser settings. Disabling essential cookies may affect your ability to use certain features of the platform.

8. Your Privacy Rights

Under PIPEDA and applicable British Columbia privacy law, you have the following rights regarding your personal information:

Access: request a copy of the personal information we hold about you
Correction: request that we correct inaccurate or incomplete information
Withdrawal of consent: withdraw consent to processing where consent is the legal basis, subject to legal or contractual restrictions
Deletion: request deletion of your personal information, subject to our retention obligations
Portability: request your data in a structured, commonly used format
Complaint: file a complaint with the Office of the Privacy Commissioner of Canada (www.priv.gc.ca) if you believe your rights have been violated

To exercise any of these rights, please contact us using the details in Section 12. We will respond to your request within 30 days. We may need to verify your identity before processing your request.

9. Children's Privacy

posterboard.ca is not directed at children under the age of 18. We do not knowingly collect personal information from anyone under 18. If you believe we have inadvertently collected information from a minor, please contact us immediately and we will delete it promptly.

10. International Data Transfers

posterboard.ca operates primarily within Canada. If you access our platform from outside Canada, your information may be transferred to and processed in Canada, where privacy laws may differ from those in your jurisdiction. By using our services, you consent to this transfer.

If you use the AI Content Creation Add-On, your content prompts may be processed in data centres outside Canada by your chosen AI provider. Please review the privacy policies of OpenAI, Anthropic, or Microsoft Azure as applicable.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make changes, we will update the Effective Date at the top of this page and notify active subscribers by email. We encourage you to review this policy periodically.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us through our contact page or visit posterboard.ca.

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or 1-800-282-1376.