Privacy Notice

2. Information we may collect

Donor and supporter information

A nonprofit client may provide Stewardli with the minimum information required to conduct an approved donor-stewardship campaign, including:

• First and last name
• Telephone number
• Email address
• Most recent gift amount and date
• Consent, opt-in, and communication-preference information
• Relevant campaign or donor-segment information

During an interaction with Nora, we may also collect:

• Call date, time, duration, and outcome
• Whether the call was answered or reached voicemail
• Responses, feedback, and communication preferences
• Contact-information corrections
• Requests for nonprofit staff follow-up
• Opt-in or opt-out instructions
• Call recordings and transcripts, where recording is enabled and appropriate notice and consent have been provided
• Notes, summaries, engagement indicators, and follow-up recommendations generated from the interaction

Nora is not designed to request or collect payment card details, banking information, passwords, government identification, health information, or other highly sensitive personal information. Please do not provide this information during a call, text, or email.

Website and business information

When you visit our website, contact us, request a demonstration, schedule a meeting, or become a client, we may collect:

• Name and job title
• Business email address and telephone number
• Organization name
• Information included in an inquiry or meeting request
• Account, service, support, and billing information
• Browser, device, IP address, website usage, and security-log information
• Communication preferences

3. How we collect information

We collect personal information from:

• Nonprofit clients that engage Stewardli
• Donors and supporters during calls, texts, emails, or follow-up interactions
• Individuals who contact Stewardli or submit information through our website
• Technology and communications providers used to deliver our services
• Cookies, server logs, and similar website technologies

Stewardli does not purchase, scrape, or independently build donor contact lists.

4. How we use personal information

We may use personal information to:

• Make nonprofit-approved donor thank-you and stewardship calls
• Personalize gratitude and impact messages
• Send approved follow-up text messages or emails
• Confirm contact information and communication preferences
• Record and honour opt-out or do-not-contact requests
• Collect feedback about the donor experience
• Identify requests that require human follow-up
• Connect a donor with nonprofit staff when requested or appropriate
• Update the nonprofit's CRM or donor-management system
• Produce donor outreach, data-validation, sentiment and engagement, and retention-opportunity reports
• Operate, secure, troubleshoot, and improve the Stewardli service
• Respond to inquiries and provide client support
• Meet contractual, regulatory, and legal obligations

Nora is designed for gratitude, stewardship, feedback, and retention activities. Nora does not autonomously solicit donations, process payments, or create new contact permissions.

Stewardli does not sell or rent donor information. We do not use donor information for third-party advertising, data brokerage, or unrelated profiling.

5. AI voice calls, recordings, and transcripts

Nora is an AI voice assistant. At the beginning of a call, Nora identifies herself as an AI assistant and names the nonprofit organization on whose behalf she is calling.

If a call is recorded or transcribed, the recipient will be informed that the call is being recorded or transcribed and why. The recipient may decline to continue and may request follow-up from a person at the nonprofit.

Recordings and transcripts may be used to:

• Document the donor's instructions and preferences
• Prepare interaction summaries and follow-up notes
• Support quality assurance and campaign oversight
• Investigate service, security, or compliance concerns
• Produce approved donor-engagement reporting

AI may help summarize conversations and categorize responses, such as engagement, sentiment, or readiness for follow-up. These outputs may be incomplete or inaccurate and are intended to support nonprofit staff, not replace human judgment.

Stewardli does not use Nora to make decisions that produce legal or similarly significant effects for donors. A donor may request human follow-up or ask that inaccurate information be corrected.

6. Consent and communication preferences

Before a campaign begins, nonprofit clients are required to confirm that the contacts provided to Stewardli are eligible for the planned outreach based on the nonprofit's consent records, communication preferences, and internal do-not-contact list.

Stewardli does not expand the permission originally provided to the nonprofit.

You can withdraw permission for future contact by:

• Telling Nora that you do not want to receive further calls
• Asking the nonprofit to update your preferences
• Replying STOP to an eligible text message
• Using the unsubscribe option in an eligible email
• Contacting Stewardli directly

Wrong-number notices, stop-calling requests, and communication-preference changes are recorded and used to suppress future outreach through the applicable channel.

Withdrawing consent does not affect processing that occurred before the withdrawal and may be subject to limited legal or record-keeping requirements.

7. How we disclose information

We may disclose personal information to:

• The nonprofit organization responsible for the donor relationship
• Technology providers that help us provide telephony, AI voice, transcription, workflow automation, CRM, email, text messaging, hosting, scheduling, security, and support services
• Professional advisers, such as legal, accounting, security, or insurance advisers
• Regulators, courts, law-enforcement agencies, or other parties where disclosure is required or permitted by law
• A successor organization in connection with a proposed merger, financing, reorganization, or sale, subject to appropriate confidentiality and privacy protections

Our technology providers may include:

• Twilio, for telephone and text-message delivery
• Retell AI, for AI voice interactions, transcription, recordings, and call analysis
• GoHighLevel, for CRM records, workflows, communications, and campaign reporting
• n8n, for secure workflow automation and system integration
• Calendly, for meeting scheduling. If you open the booking window on our website, Calendly loads its own scheduling page inside it and may set cookies and collect the details you enter to book the meeting
• Vercel, for website hosting and privacy-focused website analytics
• Google Analytics, for aggregate website traffic and usage analytics
• Google Workspace, for delivering and storing the email generated by our website contact form
• Other email, security, and support providers

These providers are permitted to process information only as required to provide their services or meet applicable legal obligations.

8. Processing outside Canada

Some of Stewardli's technology providers operate or store information outside Canada, including in the United States and other jurisdictions.

Personal information processed outside Canada may be subject to the laws of the jurisdiction where it is processed and may be accessible to courts, law-enforcement agencies, or government authorities in accordance with those laws.

Stewardli uses contractual, technical, and organizational measures intended to maintain appropriate protection when information is processed by service providers.

9. Data retention

Stewardli keeps personal information only for as long as reasonably necessary to:

• Deliver the services requested by the nonprofit
• Complete approved follow-up and reporting
• Maintain consent and do-not-contact records
• Resolve disputes or service issues
• Meet contractual, security, regulatory, and legal obligations

Retention periods for donor information, recordings, transcripts, and call logs may be established in the agreement with the nonprofit client and configured within the applicable systems.

When personal information is no longer required, it is deleted, securely destroyed, or de-identified, subject to backup cycles, legal requirements, and limited security or audit-log retention.

A minimal suppression record may be retained to ensure that a do-not-contact request continues to be honoured.

10. Safeguards

Stewardli uses administrative, technical, and organizational safeguards appropriate to the nature and sensitivity of the information, which may include:

• Role-based and least-privilege access
• Authentication and account-security controls
• Secure transmission and storage
• Confidentiality obligations
• Vendor and service-provider reviews
• Logging, monitoring, and incident-response procedures
• Data-minimization and retention controls

No internet-based service or storage system can be guaranteed to be completely secure. If a privacy or security incident occurs, Stewardli will investigate and provide notification where required by applicable law.

11. Your privacy rights

Subject to applicable law, you may request that Stewardli or the responsible nonprofit:

• Confirm whether personal information about you is held
• Explain how your information has been used or disclosed
• Provide access to your personal information
• Correct inaccurate or incomplete information
• Update your communication preferences
• Withdraw consent for future processing
• Delete information that is no longer required
• Review a concern about how your information was handled

We may need to verify your identity before completing a request.

When Stewardli processes donor information for a nonprofit client, we may refer the request to that nonprofit or assist the nonprofit in responding.

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.

12. Cookies and website technologies

Cookies are small files stored in your browser. Our website uses them sparingly, and we group them into two categories.

• Strictly necessary. Required for the website to function. This includes a cookie named stewardli_consent, which records your cookie choices so we stop asking, and technical measures that protect our contact form from automated abuse. These cannot be switched off.
• Analytics. Helps us understand which pages are read so we can improve them. We use Vercel Analytics and Google Analytics, which report aggregate page views, traffic sources, and performance. Neither builds advertising profiles or tracks you across other websites.

Analytics is off by default. It loads only if you accept it. Declining is not a setting we record and then ignore, the analytics script is simply never loaded.

You can change your choices at any time using the Cookie Settings link at the bottom of any page. If we materially change what we collect, we will ask you again rather than assume your earlier answer still applies.

Separately, if you open the booking window to schedule a call, that window loads a scheduling page provided by Calendly, which may set its own cookies. That happens only when you choose to open it. See section 7 for the providers we work with.

Our hosting provider also keeps standard server logs, which are necessary to operate and secure the website. You can additionally adjust cookie settings in your browser, although blocking certain cookies may affect how the website works.

13. Children's information

Stewardli's website and services are not directed to children. Nonprofit clients should not provide Stewardli with information about a minor unless they have the appropriate authority and the use is permitted by applicable law.

If we learn that children's personal information has been provided without appropriate authorization, we will work with the nonprofit client to address it.

14. Changes to this notice

We may update this Privacy Notice when our services, technologies, or legal obligations change. The revised notice will be posted on this page with an updated effective date.

Material changes may also be communicated to affected clients through appropriate channels.

15. Contact Stewardli

Questions, privacy requests, complaints, or concerns may be directed to: