Privacy Policy

Assemblée communautaire fransaskoise ("ACF", "we") operates the Agora platform (agora.fransaskois.org), which is used for member registration and for running ACF elections. This policy explains what personal information the platform collects, why, who can see it, how long it is kept and how to exercise your rights.

Interim policy. This version accurately describes how the platform works today. It will be replaced by a final policy adopted by the ACF; the date at the bottom of the page shows the version in effect.

1. Information we collect

Depending on how you use the platform, we collect:

Member account: last name, first name, date of birth, the date your Saskatchewan residency began, district, email address, phone number, preferred language, member number and password (never stored in readable form).
Election registration: residential address, a written answer to a French comprehension question, acceptance of the membership declaration, a district change request if any, and front and back images of your driver's licence. A copy of your profile information at the time of registration is kept on file.
Verification: decisions and notes by the DGE and staff, including notes from a French follow-up call.
Voting: the fact that you voted and when. The content of your ballot is never linked to your identity.
Newsletter: your subscription choice and when you made it.
Technical information: IP address, browser type, and the time of sign-ins and of the main actions in your account, kept for security and to audit the election process.

If you are in the ACF's membership registry, your name, contact details and district may also have been added to the platform by the ACF.

2. Why we use your information

We use your information to:

create and manage your member account and let you access it;
verify your eligibility as a member and as a voter (age, Saskatchewan residency, identity, French comprehension);
build and maintain the electoral list, including by district;
allow online voting while protecting ballot secrecy;
send you emails about your account and elections;
send you the ACF newsletter, if you subscribe;
keep the platform secure, prevent fraud and duplicate registrations, and allow the election process to be audited.

We do not use your information for advertising and we do not sell it.

3. Consent

We collect your information when you create your account, register for an election or update your profile, when ACF staff or the DGE enter it at your request, or when the ACF adds it from its membership registry. By providing it, you consent to its use for the purposes described in this policy.

Subscribing to the newsletter is optional and requires your express consent. You can unsubscribe at any time from your member area or with the link at the bottom of every newsletter.

You can withdraw your consent by contacting our privacy officer (section 8). Some information is, however, required to verify eligibility and maintain the electoral list: without it we cannot process your registration, and information already placed in an election's records is kept under the rules described in section 7.

4. Who has access to your information

Only people who need your information for their duties can access it:

The DGE reviews registrations and identity, and maintains the electoral list. The DGE can see registration files, including identity documents.
ACF administrative staff manage member records and the newsletter. They cannot see identity documents or review registrations.
Websolutions, our technical provider, hosts and maintains the platform. Its administrators can access the data, including identity documents, only when strictly necessary for technical support.
Postmark sends the platform's emails (see section 5).

We do not sell or rent your information, and we do not share it with anyone else unless the law requires it.

5. Where your information is stored

The platform is hosted on servers operated by Websolutions, our technical provider, in Canada. Your information is stored in its database.

Platform emails (account activation, password reset, confirmations and, if you subscribe, the newsletter) are sent through Postmark, an email delivery service based in the United States. For each email, Postmark receives your email address and the content of the message; for the newsletter, it also receives your name and district. That information is then subject to the laws of the United States, including lawful access by authorities there.

6. Cookies

The platform only uses cookies that it needs to work:

Session cookie (_acf_agora_session): keeps you signed in to your member area. It only holds an identifier; session information is kept on our servers. It is deleted when you close your browser, and a member session expires after four hours at most.
Sign-up confirmation cookie: encrypted, it shows the confirmation page after an account is created. It expires after 24 hours.

The platform uses no analytics, advertising or tracking cookies, and does not use Google Analytics. Your language choice is part of the page address and is not stored in a cookie.

7. How long we keep information

While this interim policy is in effect:

Your member account information is kept for as long as your member account exists.
Election records (registrations, identity documents, French answers, the electoral list and the record of who voted) are kept securely through the recount and challenge periods, then securely destroyed under the ACF's election rules, under the DGE's supervision.
Some technical information is deleted automatically: activation links after 24 hours, password reset links after 2 hours, inactive sessions after one day and previews of imported electoral lists after 24 hours.

The ACF will set out these periods in its final policy.

8. Your rights and our privacy officer

You can:

view and correct most of your profile information yourself in your member area;
ask for access to the personal information we hold about you;
ask us to correct inaccurate or incomplete information you cannot change yourself;
unsubscribe from the newsletter at any time;
ask us to close your account;
make a complaint about how we handle your information.

To exercise these rights or with any question about this policy, contact our privacy officer:

Myriam Ben Nasr, Directrice générale adjointe
Assemblée communautaire fransaskoise
1440 9th Avenue North, Suite 215, Regina, SK S4R 8B1
Phone: (306) 924-8531
Email: myriam.bennasr@fransaskois.sk.ca

Questions about your registration for an election or about the electoral list are handled by the DGE.

9. Security and ballot secrecy

We protect your information with technical and administrative measures, including:

all communication with the platform is encrypted (HTTPS);
your address, your driver's licence images, your French answers and staff notes are encrypted in the database;
passwords are never stored in readable form;
staff access is limited by role, and every view of an identity document is logged;
repeated sign-in attempts are limited and sessions expire automatically.

Ballot secrecy. Your ballot is recorded with no link to your identity. The platform only keeps the fact that you voted and when, to prevent anyone from voting twice.

No system is perfectly secure. If an incident affects your information, we will take the necessary steps and inform the people concerned.

10. Changes to this policy

This policy is interim and will be replaced by the ACF's final policy. Any change will be posted on this page, with the update date shown below.