Legal

Privacy Policy

ProCanvasser™ LLC · Version 3.0 · Last Updated: May 9, 2026

1. Introduction

ProCanvasser™ LLC ("ProCanvasser," "we," "our," or "us") operates a field operations and contact relationship management platform. This Privacy Policy describes how we collect, use, disclose, retain, and protect information when you use our software-as-a-service platform, web applications, mobile applications, and related services (collectively, the "Service").

This policy applies to:

Organizations using ProCanvasser (political campaigns, door-to-door sales teams, nonprofit organizations, service industry businesses)
Users (directors, managers, canvassers, volunteers, and other staff operating within an organization)
Contacts whose information is processed through our platform (voters, prospects, residents, leads)
Website visitors and prospective customers

2. Data Categories We Collect

2.1 Account Information

When organizations and users register, we collect: organization name, business type, and operational details; user names, email addresses, and phone numbers; billing and payment information (processed by Stripe; we do not store full card numbers); user credentials (passwords are hashed using Argon2id and never stored in plaintext); and role assignments within organizations.

2.2 Contact Data (Organization-Owned)

Organizations import and manage contact records that may include: names, addresses, phone numbers, and email addresses; survey responses and interaction history; CRM stage assignments, tags, and notes; and canvasser-recorded observations. Contact data is owned by the organization that collected it. We process this data solely on behalf of the organization.

2.3 Voter File and Enrichment Data (Political Mode)

For political campaign organizations, we may process voter data from licensed third-party providers (such as L2 Political) or from state voter files provided by the organization. This may include: voter registration status, party affiliation, and voting history from public records; demographic information and modeled political scores; household composition data. Organizations are responsible for ensuring they have lawful access to any voter data they upload.

2.4 Publicly Available Government Data

We provide tools to view publicly available data including Federal Election Commission (FEC) campaign finance records (contributor names, addresses, employers, occupations, and contribution amounts), U.S. Census demographic data, and state/county public records. This data is sourced from official government filings and databases.

2.5 Precise Geolocation Data (Sensitive Personal Information)

During active canvassing or field sessions, we collect precise GPS coordinates including latitude, longitude, heading, speed, altitude, and accuracy metrics. GPS data is collected at regular intervals to create breadcrumb trails of field activity. On mobile devices, GPS tracking may continue when the screen is locked (with user permission). Under the California Consumer Privacy Act (CCPA/CPRA), precise geolocation is classified as "sensitive personal information." You have the right to limit the use of this data (see Section 8).

2.6 Voice and Audio Data

Voice-to-text transcription is processed entirely on-device using the Web Speech API. No audio data is transmitted to ProCanvasser servers or any third-party service. Raw audio is never stored unless a user explicitly records and saves a voice note attachment. We do not use any paid cloud speech-to-text services (such as Google Cloud Speech, AWS Transcribe, or OpenAI Whisper).

2.7 Device and Technical Data

We automatically collect: IP addresses and approximate location derived from IP; browser type, operating system, and device model; battery level, network type (WiFi/cellular), and connectivity status; offline storage and sync queue status; and API request logs and performance metrics.

2.8 Error and Diagnostic Data

Error reports may include: user email address (for support context), stack traces and error messages, request URLs and parameters (with sensitive data redacted), and device/browser information. Error tracking is processed through self-hosted monitoring infrastructure.

3. How We Use Information

We use collected information for:

Service Provision: Operating the platform, processing data, generating routes, coordinating teams, and delivering analytics
Contact Management: Maintaining CRM records, tracking interactions, and managing communication workflows on behalf of organizations
GPS and Field Operations: Tracking canvasser location for safety, accountability, route verification, and quality assurance
Analytics and Reporting: Generating performance dashboards, territory reports, and campaign analytics for organization administrators
Platform Security: Fraud prevention, rate limiting, abuse detection, and audit logging
Legal Compliance: Meeting regulatory obligations, responding to legal requests, and enforcing our Terms of Service

4. Data Ownership and Processing Model

ProCanvasser operates under a clear three-tier data ownership model:

4.1 Client Data (Organization-Owned)

All contact records, survey responses, CRM data, interaction logs, and field notes uploaded or created by an organization belong exclusively to that organization. We act as a data processor (not a data controller) for this information. Organizations may export or delete their data at any time. Upon account termination, client data is permanently deleted within 90 days (subject to legal retention obligations).

4.2 Field-Generated Operational Data

Data generated through platform operations — including GPS breadcrumb trails, canvassing session metadata, route efficiency metrics, response rates, and completion statistics — is owned by the organization. We retain a limited, revocable license to use de-identified and aggregated versions of this data for platform improvement, benchmarking, and research purposes. No individual contacts, voters, or personally identifiable information is included in de-identified datasets.

4.3 Aggregate Platform Insights

We generate aggregate, anonymized insights from platform-wide usage patterns, such as average doors per hour across industries, optimal route configurations, and regional response rate benchmarks. These insights contain no personally identifiable information and cannot be reverse-engineered to identify any individual, contact, or organization. ProCanvasser owns these aggregate insights.

4.4 Future Data Cooperative (SovereignData)

ProCanvasser may in the future offer organizations the option to participate in a data cooperative ("SovereignData") that pools de-identified field intelligence for mutual benefit. Participation will be strictly opt-in and governed by a separate Data Cooperative Agreement. Key principles:

No organization's data will be shared without explicit, informed consent
Only de-identified, aggregate data will be pooled — never raw contact records
Contributing organizations will receive proportional access to cooperative insights
The cooperative will be structured as a trust-owned entity that cannot be acquired or controlled by any single party
Organizations may withdraw from the cooperative at any time

Until you affirmatively opt in to the cooperative, your data is processed solely under Sections 4.1-4.3 above.

5. Multi-Market Data Isolation

ProCanvasser serves multiple market segments including political campaigns, door-to-door sales operations, and service industry businesses. We maintain strict data isolation between these segments:

No cross-market data sharing: Political campaign data is never accessible to sales organizations, and vice versa
Separate data environments: Each organization's data is isolated at the database level regardless of market segment
FEC compliance firewalls: For political organizations, data is isolated between entity types (501(c)(4) organizations, independent expenditure committees, and federal campaigns) to comply with Federal Election Commission regulations
Market-specific processing: Data processing rules are tailored to each market segment's regulatory requirements

6. Data Sharing and Disclosure

We never sell, rent, or trade contact data, voter data, or personal information to third parties.

6.1 Within Organizations

Data is shared only within the specific organization that collected it, subject to role-based access controls. Directors see organization-wide data; managers see their assigned territories; canvassers see only their assigned contacts.

6.2 External CRM Integrations

When configured by an organization, contact data may sync with external CRM systems (such as Streak, Salesforce, or HubSpot). These integrations are controlled entirely by the organization and subject to the external service's privacy policy.

6.3 Service Providers

We use the following categories of service providers who may process data on our behalf:

Infrastructure: Hostinger (hosting and servers)
Maps and Geocoding: OpenStreetMap/MapLibre (mapping tiles), U.S. Census Bureau/Nominatim (address geocoding) — no user data is sent to these services
Error Monitoring: Self-hosted Sentry/GlitchTip (error tracking)
Payments: Stripe (payment processing — we never see or store full card numbers)
Voter Data: L2 Political (voter file enrichment, political organizations only)

6.4 Legal Requirements

We may disclose information when required by law, subpoena, court order, or government request; to protect the rights, safety, or property of ProCanvasser, our users, or the public; or to enforce our Terms of Service.

7. Data Retention

Active Organizations: Data retained while subscription is active
Account Closure: Contact data permanently deleted within 90 days after account closure (export available during this period)
GPS Breadcrumb Data: Retained for 1 year from collection, then automatically purged
Audit and Security Logs: Retained for 3 years
Billing Records: Retained for 7 years per IRS requirements
De-identified Aggregate Data: May be retained indefinitely (contains no personal information)
Error Reports: Retained for 90 days

8. Your Privacy Rights

8.1 All Users

You may: request access to your personal data; request correction of inaccurate data; request deletion of your account and associated data; export your data in a portable format; and withdraw consent for optional data processing.

8.2 California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act and California Privacy Rights Act:

Right to Know: Request disclosure of what personal information we collect, use, and share
Right to Delete: Request deletion of your personal information
Right to Correct: Request correction of inaccurate personal information
Right to Limit Use of Sensitive PI: Precise geolocation data is sensitive personal information — you may limit its use to what is necessary for service provision
Right to Non-Discrimination: We will not discriminate against you for exercising your rights
Right to Opt Out of Sale/Sharing: We do not sell or share personal information for cross-context behavioral advertising

Note on Political Exemptions: While political campaigns may be exempt from certain CCPA provisions as 527 organizations, ProCanvasser as a SaaS platform provider is not exempt. We comply with CCPA/CPRA regardless of our customers' exempt status.

8.3 Contacts and Data Subjects

If your information has been processed through ProCanvasser by an organization:

You may request that the organization provide access to or delete your data
You may opt out of further contact by the organization
You may contact us directly at privacy@procanvasser.com and we will forward your request to the relevant organization
Organizations maintain suppression lists to honor opt-out requests across campaigns

8.4 Other State Privacy Laws

We comply with applicable state privacy laws including those in Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Utah (UCPA), and other states with consumer privacy legislation. Residents of these states may exercise rights similar to those described above.

9. Data Security

We implement industry-standard security measures including:

AES-256 encryption for data at rest
TLS 1.3 encryption for data in transit
Argon2id password hashing (not MD5, SHA, or bcrypt)
Short-lived JWT access tokens with secure refresh token rotation
Role-based access control (RBAC) with principle of least privilege
Database-level row isolation per organization (multi-tenant security)
CSRF protection on all state-changing endpoints
Rate limiting on authentication and API endpoints
Security audit logging for sensitive operations

10. Mobile Application Permissions

Our mobile application may request the following device permissions:

Location (foreground and background): GPS tracking during canvassing sessions for route verification and safety
Camera: OCR scanning of printed walk lists and QR code scanning
Microphone: On-device voice-to-text transcription (no audio leaves the device)
Notifications: Sync status updates and team coordination alerts
Storage: Offline data caching for field operations without connectivity

All permissions are optional and can be revoked at any time through your device settings. The app will function with reduced capabilities if permissions are denied.

11. Children's Privacy

ProCanvasser is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected data from a minor, we will delete it promptly.

12. International Data

ProCanvasser is operated in the United States. If you access the Service from outside the United States, your information will be transferred to, stored, and processed in the United States. By using the Service, you consent to this transfer.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated through the platform (via the consent modal), by email to organization administrators, or by posting a notice on our website. Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.

14. Data Processing Addendum

Enterprise customers may request a Data Processing Addendum (DPA) that provides additional contractual protections for personal data processing, including: specific data processing instructions, sub-processor lists and notification requirements, data breach notification timelines, and audit rights. Contact legal@procanvasser.com to request a DPA.

15. Contact Information

ProCanvasser™ LLC
Phoenix, Arizona

Privacy Inquiries: privacy@procanvasser.com

General Support: support@procanvasser.com

Legal: legal@procanvasser.com