Privacy Policy
Last Updated: January 5, 2026
Plain Language Summary
We collect minimal data strictly to improve your chat experience with municipal services. Your data is stored securely in Canada via Google Cloud Assured Workloads and is protected under British Columbia's FOIPPA regulations. We do not sell your personal information to third parties.
01. Introduction
TrueNorth Civic AI ("we," "our," or "us") is a service operated by KAMVantage Consulting, a Canadian-based consulting and technology firm. We are committed to maintaining the trust and confidence of our users. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our municipal staff chat interface, designed specifically for the Canadian public sector.
All data governance, security practices, and service delivery for TrueNorth Civic AI are managed under KAMVantage's operational and compliance framework.
02. Information We Collect
We collect information that you provide directly to us, including:
- Account Information: Name, professional email address, and municipality.
- Usage Data: Chat logs, project metadata, and interactions with the platform.
- Uploaded Documents: Files and documents you provide for specialized task analysis.
03. How We Use Information
We use the collected information for the following purposes:
- To provide and maintain the TrueNorth Civic AI service.
- To ensure platform security and prevent unauthorized access.
- To perform DLP privacy scanning to protect PII within municipal records.
- To comply with legal and regulatory obligations under FOIPPA.
04. Data Residency and Cross-Border Risk
Data Residency & Privacy Controls
TrueNorth stores data in Google Cloud Platform's Montreal region (northamerica-northeast1). We implement the following controls:
- Customer-Managed Encryption Keys (CMEK)
- 30-day automatic data purge
- Zero-training data use guarantees
- FOIPPA-aligned privacy practices
We disclose that Google LLC is a US-headquartered company and residual US CLOUD Act jurisdiction may apply. We mitigate this risk through contractual controls, encryption, and minimal data retention. Users requiring enhanced jurisdictional controls should contact us to discuss alternatives.
05. Data Retention Policy
But Not Forgotten: Auto-Purge Data Retention
To maximize your privacy and minimize data storage, all conversation threads and messages are automatically permanently deleted after 30 days (General) or 90 days (Projects). This ensures that sensitive municipal discussions are not retained indefinitely, aligning with our privacy-first approach.
What gets deleted:
- All conversation threads and their associated messages
- Chat history displayed in your interface
- User prompts and AI responses older than 30-90 days
What persists:
- Aggregated, anonymized organizational statistics for administrative insights
- Your account information and profile settings
- Uploaded knowledge base documents (managed separately by organizations)
06. Data Sharing & Disclosure
We do not sell your personal information. We may share data only under the following circumstances:
- Service Providers: With trusted partners (like Google Cloud) who assist in delivering our services under strict confidentiality agreements.
- Legal Requirement: When required by law or to respond to valid legal process from Canadian authorities.
07. Your Rights & Access
Under FOIPPA, you have the right to access and request correction of your personal information held by TrueNorth. You may exercise these rights by contacting your municipality's Privacy Officer or by contacting us directly.
08. Regulatory Compliance
British Columbia's FOIPPA
We adhere strictly to the Freedom of Information and Protection of Privacy Act (BC). Our operations are designed to meet or exceed public sector standards for the protection of personal information.