Ourstix

Privacy Policy

Last updated: [effective date]

In short

• A child appears in the album only if a parent signs in and says yes. Schools never send us a list of students.
• For a child we keep only a first name, the first letter of the last name, the class and the photo the parent chose (or a drawing).
• Nothing is printed until the parent approves the finished sticker. Photos are only cropped and placed; they are never sent to an AI image generator and never used to train one.
• Parents can change their choice or withdraw consent at any time in their account.
• Buying is separate from consent. The school never sees what a family bought.
• We do not sell personal information and we do not use advertising or tracking cookies.

Who we are

Ourstix is operated by [Company legal name], [Mailing address]. We make sticker albums in which every sticker is a person of the group: a school, a club, a daycare, a community group, a college, a workplace or an event, starting in the Greater Toronto Area. Where the album is a fundraiser, part of every sale goes to the organization.

Our privacy officer, [Privacy officer name], is accountable for how we handle personal information. Write to privacy@ourstix.ca with any question or request.

What we collect and why

Your account

Everyone who gives consent, buys or runs an album signs in with their email: we send a one-time code, there is no password. We keep your email, first name and last name. Sign-in is provided by Microsoft Entra External ID, which keeps your email and name to sign you in [confirm where the Entra tenant stores data].

When a parent gives consent for a child

Through the link the school shares for each class, signed in, the parent gives:

• the child's first name, the first letter of the last name and the class, to place the sticker in the album;
• the choice: a photo with the name, or a drawing with the name;
• a record of the consent: who gave it, the date, the version of the consent text shown and the internet (IP) address it was sent from, so we can show that a parent gave consent.

We never ask for a full surname, a birth date, a home address or notes about a child. A teacher confirms that each registered child is in the class.

When a staff member gives consent

Adults consent for themselves, signed in: the name to print (for example "Ms. Nguyen"), the group and the choice of a photo or a drawing, with the same record of consent. Nobody gives consent for another adult.

Photos

• A photo is added by the parent (or the adult themselves), or by the school for a person who already gave consent. Who added each photo, and the declaration they accepted about it, is recorded.
• When a photo arrives we turn it upright, remove everything hidden in the file (such as location, camera and date) and keep a plain copy. The sticker shows the middle part of the photo. We do not change the face.
• Photos are stored in Canada, in private storage kept apart from everything else, and are never sent to an AI image generator or used to train one.
• Before printing, the parent (or the adult) sees the finished sticker and approves it. Nothing is printed without that approval.
• Photos, and the album files that contain them, are deleted 60 days after the album's sales close.

When you reserve or buy

• During pre-order we keep what you reserved (how many albums and packs) and the class to deliver to. Nothing is charged.
• When you buy, we keep the order: your account, the items, the class and the first name of the child whose bag it goes in. Payments are made on Stripe's secure checkout page: card details go to Stripe and never reach our servers.
• Orders are printed in batches. To pack them we use a list of orders by class and bag (first name of the child and the items); it stays with our team.
• A purchase link you make for a relative records who made it and who bought through it. The relative signs in, sees only the products and prices, and their order goes in your child's bag.
• Albums mailed home (family albums): you type the delivery address in Canada on Stripe's checkout page, and the shipping is shown before you pay. We keep a copy of the address only to put it on the parcel, which Canada Post delivers. Nobody in the album and no organizer sees it. We delete it when the order is delivered, or at once if the order is cancelled or refunded.

The swap area

If you choose to use it, we keep the sticker numbers you have twice and the ones you are missing. When you can swap with someone, each of you sees the other's first name, class and the numbers to swap, and nothing else. Leaving the swap area deletes your numbers. The lists are deleted with the photos.

Help with an order

When you ask for help with an order we keep what you asked about and your short message. The message is erased once we have answered.

Schools and other organizations

When a school asks to be contacted, we keep the contact's name, role, school, email, phone and message. For a campaign we keep the accounts of the people who run it (the principal or office, and each teacher for their class).

On our website

We do not use advertising or analytics cookies. To keep you signed in, your browser keeps a sign-in token from Microsoft for the open tab only; it is gone when you close the tab. Our servers keep technical logs (such as the IP address and the page requested) for [30 days]; they never contain names, emails or what you sent us. See Cookies for everything the site keeps in your browser.

Who can see what

• The school: the principal or office sees totals for each class and the album to approve; each teacher sees the children registered in their own class (first name, initial, choice and photo) to confirm them. The school never sees who declined, or what any family bought.
• Other organizations (a club, a daycare, a community group) see the same as a school: totals, the album to approve, and each group lead their own group. In a workplace only the organizers (for example HR) confirm registrations; managers get no list, and nobody is told who declined.
• Other parents never see who registered. Consent pages and purchase links show the class or the products, never the children.
• Swap partners see each other's first name, class and the numbers to swap.
• The printer, [printer name], receives the print files of the album and the stickers: photo or drawing, printed name and number.
• Everyone who has the album sees the stickers: a photo or drawing and the printed name.

Service providers and where data is stored

We use these providers, under contracts that limit what they can do with the information:

• Microsoft Azure hosts our website, our database and the photos in Canada (Canada Central region, Toronto).
• Microsoft Entra External ID signs you in with your email [confirm data location].
• Postmark sends our emails (sign-in codes, confirmations, receipts, reminders). Its servers are in the United States.
• Stripe processes payments and refunds. Stripe may process payment information outside Canada.

When information is processed outside Canada, it is subject to the laws of that country and may be accessed by its courts or authorities.

How long we keep information

• Photos, album files, swap lists: deleted 60 days after the album's sales close.
• Messages in help requests: erased once answered.
• Consent records: kept for [X years] after the campaign, as proof of consent.
• Orders, refunds and payments to schools: kept as long as tax law requires [confirm: currently six years].
• Your account: until you ask us to close it [confirm what is kept after closing].
• Contact requests from schools: [X years] after the last exchange.

Your choices and rights

• Change or withdraw consent at any time in My albums, signed in. Before the album list is final, the person is removed from it. After that, albums already printed cannot be recalled, and the person is left out of every later print.
• See or correct the information we hold about you or your child: write to privacy@ourstix.ca. We answer within 30 days.
• Complain: if you are not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada.

How we protect information

Information is encrypted when it travels over the internet. Our database and photos are stored in Canada, and the photos in private storage our servers reach without any stored password. Access is limited to the people who need it for the album. Our records of who did what never contain names, emails or photos. If a breach creates a real risk of significant harm, we will tell the people affected and the Privacy Commissioner of Canada.

Emails

We send only emails about something you did: a sign-in code, a consent, a sticker to approve, a reservation, a price published for what you reserved, an order, a delivery, a refund, a swap you can make or an answer to your request. Schools also receive reminders about their campaign. We do not send marketing. [Confirm with counsel: sender identification.]

Changes to this policy

If we change this policy, we will update the date above. If a change affects how we use information about children, we will ask parents again before applying it.

See also our Terms of Use. Questions: privacy@ourstix.ca.