Privacy Policy
Last updated:
Who is responsible
Pro Bono Inmate Appeal Program (PIAP) is responsible for the information it collects through this website and its program intake. This policy explains the website and related application processes.
Information we collect and why
- Enquiries: contact details, the appellant's name and institution where supplied, subject and message, so we can respond and coordinate assistance. The contact form also records the submitting IP address and browser user-agent information.
- Newsletter subscriptions: your email address and optional name to record your subscription and provide program updates.
- Case intake: correspondence, documents and attachments provided for program work, including email sent to case-specific addresses.
- Staff accounts: account and authentication information needed to manage authorised access.
- Technical information: cookies and server logs used to operate, troubleshoot and protect the website. See our Cookie Policy.
If you contact us about another person, provide only what is needed and, where appropriate, make them aware of your contact with the program. Avoid sending detailed case materials in an initial general enquiry.
Access and service providers
Access to information depends on a person's authorised program role. Case correspondence is restricted to program coordinators and administrators; access to case documents is controlled separately. Email attachments received through case intake await review before being approved onto a file.
The application uses Hetzner hosting, Microsoft 365 for program email, and Migadu for application email and case intake. Some application mail uses the retained probonolaw.ca domain. These services process information as part of delivering the program's systems. Provider systems and processing locations may be outside Canada.
AI-assisted document extraction
The staff application includes an AI-assisted notice-of-appeal reader. When that feature is used, document content is sent to Anthropic to extract information and help prefill a case form. This is distinct from simply browsing the public website or sending a general enquiry. Staff must review extracted information; the feature does not replace a lawyer's judgment. Contact the program if you have questions about this processing before submitting documents.
Security and confidentiality
The application uses staff authentication, role-based access and protected storage for case documents. No internet service, web form or ordinary email channel can be guaranteed completely secure. An initial enquiry does not itself establish a lawyer-client relationship. Nothing in this policy removes confidentiality or other professional duties that apply to an existing relationship.
Retention
Pro Bono Inmate Appeal Program retains client files in accordance with applicable legal and professional obligations, including the Law Society of Ontario's Rules of Professional Conduct. The appropriate retention period depends on the nature of the file and the obligations that apply to it.
Other records, including general enquiries, subscription information and technical records, have different purposes and are not all subject to the same client-file retention requirements. Contact the program for information about the retention or deletion of a particular record. A deletion request may be subject to applicable legal and professional obligations.
Questions and choices
You may contact the program to request access to or correction of your information, discuss its use or retention, raise a privacy concern, or ask to stop receiving newsletter updates. We may need to verify your identity and authority before responding to a request involving personal or case information.
For questions, privacy requests, corrections or concerns, contact Pro Bono Inmate Appeal Program using the email, telephone or mailing details on our Contact page. Please identify your request as a privacy request where relevant. Do not include unnecessary case details in your initial message.
Updates
We may revise this policy as the website or program processes change. The date above identifies the current published version.