Data Processing Addendum

Last updated October 26, 2026

Privacy · Terms · Data Processing Addendum · Subprocessors

This addendum is part of the PartOf Terms of Service between Ox One Consulting Inc. ("PartOf", "we") and the community that uses PartOf ("you"). It explains how we handle the personal information you put into PartOf about your members, participants, volunteers and donors ("community data"). If this addendum and the Terms disagree about community data, this addendum wins.

1. Roles

You're the organization in control of community data: the controller. You decide what to collect and why, and you're responsible for having the consents and notices the law requires. We're your processor: we handle community data only on your behalf. Under PIPEDA and Alberta's PIPA, you remain accountable for community data while we process it for you.

2. Your instructions

We process community data only to provide PartOf, as described in the Terms, and as you direct through the app's settings and the actions you take in it. We don't use community data for our own purposes, sell it or use it for advertising. If we believe an instruction breaks the law, we'll tell you.

3. Confidentiality

Everyone at PartOf with access to community data is bound by confidentiality and gets access only when they need it to run, secure or support PartOf, or when you ask us to help.

4. Security measures

• Data stored in Canada (Montréal), encrypted at rest.
• HTTPS for all traffic.
• Each community kept separate by row-level security enforced in the database, tested on every release.
• Roles within each community (owner, admin, editor, door volunteer); health information in forms visible only to admins and editors.
• Signed forms and waivers lock their wording once signed.
• Encrypted daily backups, kept 35 days.
• Production access limited to the people who need it, using individual accounts.
• One-click unsubscribe and recorded consent on community email.

5. Subprocessors

You authorize us to use the subprocessors listed at partof.ca/subprocessors. Each is bound by a contract that protects community data at least as well as this addendum. We'll email community owners at least 30 days before adding or replacing a subprocessor. If you object on reasonable privacy grounds and we can't address it, you can cancel and we'll refund prepaid fees for the unused part of your year. We remain responsible for our subprocessors.

6. Breaches

If we confirm a breach of security safeguards that affects community data, we'll tell you without undue delay and within 72 hours. We'll say what happened, what data is involved, what we're doing about it and who to contact. We'll help you assess whether there's a real risk of significant harm and notify the people affected and the Privacy Commissioner where the law requires. We keep a record of every breach, as Canadian law requires.

7. Helping with requests

When a person asks to see, correct or delete their information, the app lets you do most of it yourself: find them, edit their record, export, or delete. If you need more help, we'll assist within a reasonable time. If a request comes to us directly, we'll pass it to you rather than answer it ourselves, unless the law requires otherwise. We'll also give reasonable help with privacy impact assessments and questions from regulators.

8. Returning and deleting data

You can export community data as CSV at any time. When the owner deletes the community, we delete its data within 30 days, and backups roll off within 35 days. We keep only what the law requires us to keep, such as our own billing records.

9. Audits

On request, we'll answer a reasonable security and privacy questionnaire once a year, and provide information that shows we comply with this addendum. If a regulator requires more, we'll work with you on it.

10. Outside Canada

Community data is stored in Canada. Some subprocessors handle parts of it elsewhere: Cloudflare runs a global network and keeps our encrypted nightly backups in North America, email is delivered by SMTP2GO, and, only if your board uses "Draft from a recording", a meeting transcript is sent to Anthropic in the United States and not stored by PartOf. Information processed outside Canada may be subject to the laws of that country. Please tell your members this in your own privacy notice. PartOf isn't available to communities in Quebec yet.

11. Term

This addendum applies for as long as we process community data for you, including after the Terms end, until the data is deleted.

Contact

Privacy Officer, Ox One Consulting Inc.
Calgary, Alberta, Canada
chen@oxone.ca