Last Updated: February 10, 2026
1. Introduction
Everyone Needs Care, an initiative of the Ontario Community Support Association and Santis Health Inc. (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and safeguard your personal information when you visit or interact with our website (https://www.everyoneneedscare.ca).
2. Information We Collect
When you submit information through our website, we collect and store the following:
- Name: Your full name.
- Email Address: Your email address, which we use for correspondence.
- Email Content: The content of the email you send.
Please note that any postal code information you may enter is not stored.
3. How We Use Your Information
- Purpose: The information provided is used solely to respond to your inquiries and to provide you with relevant information about our services.
- Storage: All submitted information is stored securely on our servers.
- No Sharing: We do not sell, trade, or otherwise transfer your personal information to any third parties.
4. Data Security
This tool uses AI to optimize and send each custom letter. To ensure privacy compliance while leveraging AI for advocacy, we utilize a Secure API Integration approach. This ensures that while data is processed for personalization, it is handled under strict enterprise-grade security protocols and never used for external model training.
We implement appropriate administrative, technical, and physical security measures to protect your information from unauthorized access, disclosure, alteration, or destruction. While we strive to use commercially acceptable means to safeguard your data, please be aware that no method of transmission over the Internet or electronic storage is entirely secure.
4.A. Information Flow & Mapping
| Data Type | Destination | Purpose |
| Personal Identifiers (Name, Email) | OpenAI API (via Secure Prompt) | To generate a fully personalized, ready-to-send advocacy letter. |
| User Input/Intent | OpenAI API | Used to customize the tone and content of the message. |
| Complete Email | WordPress Database | Stored securely for user history and administrative audit logs. |
| Complete Email | Mailgun API | The final product (Name + Content) is transmitted for secure delivery. |
4.B. Security & Integration Details
We use the OpenAI API, which operates under different privacy terms than the consumer-facing ChatGPT.
- Gatekeeper (Wordfence): Our WordPress instances are protected by the Wordfence Web Application Firewall (WAF). This prevents unauthorized access and protects the database where user PII is stored.
- Secure Transmission: All data sent to OpenAI and Mailgun is encrypted using TLS 1.2 or higher in transit.
- Data Usage (No Training): Per OpenAI’s API Enterprise Policy, any data submitted through our tool is not used to train their global models. It is used solely to process your specific request.
- Deliverer (Mailgun): Once the personalized email is generated, it is passed to Mailgun via an encrypted API connection for delivery to the representative.
4.C. Access Control
Third-Party Access: While OpenAI receives the data to process the letter, they do not retain ownership of it, and it is processed in volatile memory for the duration of the request.
Internal Access: Access to the WordPress database (where logs are kept) is restricted to authorized administrators and protected by multi-factor authentication.
4.D. Data Location
All user data and generated content are stored in our secure WordPress database, currently hosted on Dreamhost (US-based servers).
5. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected or as required by applicable laws. When your information is no longer needed, we will take steps to delete or anonymize it.
6. Your Rights
Depending on your location, you may have certain rights regarding your personal data, including the right to access, correct, or delete the information we hold about you. If you wish to exercise these rights, please contact us using the details provided below.
7. Cookies, Tracking Technologies, and Google Analytics
We use cookies and similar tracking technologies to improve your browsing experience and analyze how our website is used. In particular:
- Google Analytics: We use Google Analytics, a service provided by Google, Inc., to collect and analyze data about website usage. Google Analytics uses cookies to gather information such as pages visited, time spent on pages, and other aggregated data. The information generated by these cookies (including your IP address) is transmitted to and stored by Google on servers in the United States. Google uses this information on our behalf to evaluate your use of the website, compile reports on website activity, and provide other services related to website usage. Please note that this data is anonymized and is not combined with the personal information you provide to us.
8. Third-Party Links
Our website may contain links to other sites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any site you visit.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Last Updated” date. Your continued use of our website after any changes constitutes your acceptance of the revised policy.
10. Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:
- Email: advocacy@everyoneneedscare.ca
- Address: 439 University Avenue, Suite 780, Toronto, ON M5G 1Y8
By using our website, you acknowledge that you have read and understood this Privacy Policy and agree to the collection and use of your personal information as described above.
