Privacy Policy

StakeholderHub is a service of Melyn Management Inc. (“Melyn,” “we,” “us”), a British Columbia company. StakeholderHub is web software that project teams, consultants and organizations use to plan, track and document their engagement with stakeholders and with Indigenous Nations, organizations and communities, including engagement carried out under Duty to Consult obligations (the “Service”).

This Privacy Policy explains what personal information we collect, why we collect it, who we share it with, where it is stored and processed, how long we keep it, and the choices and rights you have. We follow the fair information principles of the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (PIPA), and we apply other Canadian privacy laws where they apply to the information involved.

1. Who is responsible, and how to reach us

Melyn is responsible for personal information under its control and has named a Privacy Officer who is accountable for our compliance with this Policy.

2. Our two roles

StakeholderHub is a business-to-business service. Our customers are organizations (“Customers”) that open an account and invite their own team members (“Users”). Two kinds of personal information pass through the Service, and our role differs for each.

• Account information. Information about Users and about people who contact us: names, work email addresses, roles, sign-in activity, billing contacts, and support messages. Melyn decides how this information is used and is responsible for it under this Policy.
• Customer records. Information that a Customer's Users enter about the people, organizations, Indigenous Nations and communities they engage with: contact details, engagement records, notes, commitments, issues, files, Support Status and related consultation records. The Customer controls this information. We hold and process it as the Customer's service provider, only to provide the Service and as the Customer instructs.

If your information appears in a Customer's records (for example, you are a community member, a band office contact or a landowner a project team has engaged with), the Customer organization is responsible for it. Please send access, correction or consent requests to that organization. If you contact us instead, we will pass your request to the Customer and help them respond.

3. What we collect

We collect only what we need for the purposes in section 4. Customers decide what they record about the people and communities they engage with, and should record only what their own work requires.

4. How we use personal information

• to create and run accounts, authenticate Users and control access;
• to provide the Service's features to each Customer, using its own records;
• to bill for subscriptions and calculate applicable taxes;
• to send email about the account and the Customer's own data, such as invitations, password resets, notifications and export-ready notices;
• to answer support requests and learn from feedback so we can improve the Service;
• to keep the Service secure and reliable: detecting and investigating suspicious activity, applying rate limits, fixing errors and keeping audit records; and
• to meet legal obligations and enforce our Terms of Service.

We use Customer records only to provide, secure and support the Service for that Customer. We do not use them for our own marketing or research, we do not combine one Customer's records with another's, we do not use them to train AI models, and we do not sell personal information.

5. Consent

We collect, use and disclose account information with your consent, which you give when you create an account, accept an invitation or contact us, and for the purposes described here. You may withdraw consent at any time, subject to legal or contractual limits; some uses are needed to provide the Service, so withdrawing consent may mean you can no longer use it. You can stop receiving product news at any time by replying to us; account and security email is part of the Service.

For Customer records, the Customer is responsible for having the authority, notices or consents needed to enter information about the people and communities it works with.

6. Optional AI features

StakeholderHub has two optional AI features: a data assistant on the Reports screen that answers questions about the Customer's own records, and an email drafter in the Comms Plan that drafts outreach for a planned event. One organization setting controls both. The setting is off until an administrator turns it on, and an administrator can turn it on or off at any time in Settings.

While the setting is on and a User asks a question or presses the draft button, our server sends the information needed for that request to our AI provider, Anthropic, which processes it in the United States. For the data assistant, that is the question, the earlier turns of the same conversation, and the results of fixed, read-only lookups run with the User's own access rights. For the email drafter, it is the recipient's name, type and organization, a Nation's name and traditional territory where recorded, the recipient's position on the project, the project, the most recent engagement, open commitments and the key messages the User typed; it does not send the recipient's email address, phone number, Support Status or treaty status. AI output can be wrong, so Users should review it before relying on it.

Separately from this setting, our platform security monitoring uses Anthropic to help our team review security activity across the Service, such as failed sign-ins and unusual exports. It sends event types, times, counts and requested web addresses. Accounts, organizations, email addresses and IP addresses are replaced by placeholder codes before anything is sent, and only Melyn's platform administrator sees the results.

7. Optional integrations

Microsoft 365 calendar. Where it is available, a User may choose to connect their Microsoft 365 work or school account so planned events can be added to their Outlook calendar. The User signs in with Microsoft and approves the permissions openid, offline_access, User.Read and Calendars.ReadWrite. We then create and update calendar events for the planned events the User adds, including the event details and the names of the stakeholder and the project. We only touch events we created; we do not read the rest of the calendar. The Microsoft access tokens are encrypted before they are stored. Disconnecting in Settings deletes the stored connection and tokens; events already in Outlook stay there and are held by Microsoft under the User's organization's own Microsoft agreement.

Calendar feed links. A User can create a private calendar link so planned events appear in a calendar app. Anyone with the link can read the feed, so treat it like a password. The calendar service you add it to fetches and keeps the events under its own terms. A User can revoke the link at any time.

8. Where information is stored and processed

Stored in Canada. Our database, sign-in service and uploaded files are hosted in Canada (Montréal). That is where Customer records, account information, audit logs and files are kept.

Processed in Canada, delivered globally. Our application servers also run in Montréal. Pages are delivered through our hosting provider's global network, so a request can pass through a location near you in transit.

Some providers process specific information outside Canada, mainly in the United States and, for email we receive, in Ireland. For example: payments and tax, email delivery, error monitoring, address lookup and the optional AI features. Information processed in another country is subject to that country's laws and may be accessible to its courts, law-enforcement and national-security authorities. We remain responsible for information we transfer to our service providers and protect it by contract.

9. Service providers

We use carefully selected service providers for hosting and storage, sign-in, payments, email, error monitoring, address lookup, analytics and the optional AI features. Each receives only the information it needs for its task and handles it under its agreement with us, which limits its use to providing its service and requires it to protect the information. The full list, with what each provider receives and where it processes it, is on our Sub-processors page. We will update that page before a new provider begins receiving Customer records.

10. When we disclose information

• Within a Customer. Each Customer's records are isolated from every other Customer's. Inside an organization, what a User can see and do depends on the role the Customer gives them.
• Melyn staff. A small number of authorized Melyn staff can access Customer accounts and records, only as needed to run, support or secure the Service, or when the law requires it.
• Service providers, as described in section 9.
• Legal reasons. We may disclose information where the law requires it, for example under a court order or warrant. Where the law allows, we will tell the affected Customer first so it can respond.
• Business transfer. If Melyn sells or reorganizes the StakeholderHub business, information may pass to the new owner, who must protect it as this Policy describes.

11. Cookies and similar technologies

Your browser also loads web fonts from Google Fonts and, where a map is shown, map tiles from OpenStreetMap; those services receive your IP address and browser details. We do not use advertising cookies or cross-site trackers. A session ends after 30 minutes without activity.

12. How we protect information

• Two-factor sign-in is required for every User, with an authenticator app.
• Each organization's records are isolated from every other organization's.
• Information is encrypted in transit and at rest.
• Rate limits on sign-in, exports and other sensitive actions.
• Audit and security logs, monitored for suspicious activity.
• Access for Melyn staff limited to what their role needs.

No system is completely secure, and we do not claim certifications we do not hold. Our Security page describes how we protect information.

13. How long we keep information

If we use your personal information to make a decision about you, we keep it long enough for you to ask for access to it.

14. Accuracy, access and correction

If we hold account information about you, you can ask us to tell you what we hold and how it has been used and disclosed, give you a copy, and correct it if it is inaccurate or incomplete. Users can update much of their own profile in Settings. Write to our Privacy Officer (section 1). We will reply within 30 days, or tell you if we need more time as the law allows. We may need to confirm your identity first, and there is no charge.

For Customer records, please contact the Customer organization (section 2). Because engagement records and the audit log are a record of what happened, a correction is usually made by adding a dated correction rather than changing the original.

15. Privacy breaches

If we learn of a breach of security safeguards involving personal information we hold, we will act to contain it and assess the risk of harm. Where it involves Customer records, we will tell the affected Customer without undue delay so it can meet its own obligations. Where a breach creates a real risk of significant harm, we will report it to the Office of the Privacy Commissioner of Canada and notify affected people as PIPEDA requires, and notify other regulators where their laws require it. We keep a record of every breach, including breaches we do not need to report, for at least 24 months.

16. Information about Indigenous Nations and communities

Records about Indigenous Nations, organizations and communities can be subject to more than privacy law, including agreements with a Nation and Indigenous data-governance principles such as OCAP® (Ownership, Control, Access and Possession). We claim no ownership of this information. We use it only to provide the Service to the Customer that entered it, never for our own analysis, research, marketing or AI training. It is stored in Canada, and the Customer can export it at any time. If the Customer turns on the optional AI features, a Nation's name and traditional territory can be sent to our AI provider in the United States to draft an email, and the data assistant can send Nation names and Support Status to answer a User's question (section 6). Where an agreement with a Nation requires records to be deleted, including records the Service does not let Users delete, the Customer can ask us and we will delete them.

StakeholderHub is not certified against OCAP® and has not been reviewed by the First Nations Information Governance Centre. A Customer that holds information under an agreement with a Nation, or under a Nation's own data-governance rules, remains responsible for honouring them. If a Nation or community contacts us about information a Customer holds, we will refer them to that Customer and help the Customer respond.

17. Users in Québec

If you are in Québec, Québec's private-sector privacy law may also apply to your personal information, including rights to access, correct and ask about the use of your information. Contact our Privacy Officer to exercise them. Our Privacy Officer is responsible for the protection of personal information under that law as well.

18. Questions and complaints

Please contact our Privacy Officer first. We will look into any concern and reply in writing. If you are not satisfied, you can contact a privacy regulator:

• Office of the Privacy Commissioner of Canada, priv.gc.ca
• Office of the Information and Privacy Commissioner for British Columbia, oipc.bc.ca
• Office of the Information and Privacy Commissioner of Alberta, oipc.ab.ca
• Commission d'accès à l'information du Québec, cai.gouv.qc.ca

Which regulator is the right one depends on where you are and how the information was collected.

19. Changes to this Policy

We will post any change here with a new “Last updated” date. For a significant change, we will also tell Customers' administrators by email before it takes effect.