Montreal Mailbox — Mail Opening and Handling Policy

512 – 110 Elgin Crescent, Beaconsfield, Québec H9W 2B4 · 514-815-5515 · BonjourHi@MontrealMailbox.com · www.montrealmailbox.com

Purpose of this policy

The purpose of this policy is to obtain your express consent for Montreal Mailbox to open mail addressed in your name, so that we can provide the mail-handling services you have chosen — in particular, opening and scanning mail, making a secure digital copy available to you, and then forwarding, holding, shredding, or returning it only as you instruct.

Without that consent, we will receive and hold your mail unopened. Please read this policy in full, and please ask if anything is unclear before you use our services.

Prices for our services are shown on www.montrealmailbox.com and are subject to change at any time. No price is stated in this policy; the prices on the website at the time you purchase a service apply.

1. Consent to open mail

1.1 By creating an account with Montreal Mailbox and choosing a mail-handling service, you expressly authorise and consent to Montreal Mailbox, and its staff acting on its behalf, opening mail and parcels addressed to you (and to any authorised name you have listed with us) that are delivered to your assigned Montreal Mailbox address, for the sole purposes of:

• making a secure digital copy (scanning) of the mail, where you have chosen a scanning service or have instructed us to scan a particular item;

• reading only enough of the contents to carry out your instructions — for example, to identify the sender, to confirm whether an item is a cheque or an invoice, or to decide, as instructed, whether to forward, hold, shred, or return it; and

• carrying out your instructions for forwarding, holding, shredding, or returning that mail, as recorded in your mail preferences.

Your consent to open mail is recorded separately from your general agreement to use our services.

1.2 We will open mail only as described in Section 1.1, and only mail addressed to a name you have listed with us. We will not open mail you have instructed to be held unopened or forwarded unopened. We will not open mail addressed to a name that is not listed with us.

1.3 Opening mail is limited to what is needed to provide the service you have chosen. We will not read mail for any other purpose, will not share its contents except as set out in Section 4, and will handle opened mail with the same care and confidentiality as unopened mail.

1.4 This consent remains in effect for as long as you use our services, unless you withdraw it in writing. Withdrawal takes effect when we receive your written notice, and does not affect mail already opened in reliance on the consent. If consent is withdrawn, we will receive and hold mail unopened, and will not scan it, unless you give new consent.

1.5 If you do not give this consent, we will not open your mail. You may still use receiving, holding, and forwarding-unopened services, subject to the services you have purchased.

1.6 You confirm that the name or names you have listed with us are your own legal name or names, or names you are lawfully entitled to receive mail under, and that mail addressed in those names and delivered to your assigned address is mail you have asked us to receive on your behalf. You will ensure senders address mail exactly to a listed name. See Section 5.

2. Receiving mail as your agent

2.1 Montreal Mailbox acts as your agent for the receipt of mail and parcels only, at your assigned address, from Canada Post and from private courier companies. Acting as agent for receipt means we may accept delivery and, where a signature is required for delivery, sign for shipments addressed to a listed name, subject to Section 2.4.

2.2 We may accept mail and parcels only on behalf of addressees specifically listed with us. Mail addressed to a name that is not listed may be returned to sender and marked “Unknown at this Address.” Additional names may be added only by written notice, and only after we have confirmed the addition in writing.

2.3 Canada Post’s Mail Forwarding service cannot forward mail addressed to individuals who receive mail through a shared postal address or a privately administered mailbox. We therefore do not promise that Canada Post will forward mail away from your assigned address under a Canada Post Change of Address / Mail Forwarding order. If you end your use of our services, it is your responsibility to tell senders your new address. Our own forwarding service, where purchased, is a separate service in which we re-send mail with new postage or by courier, at your instruction and at the applicable forwarding price shown on our website.

2.4 Signature-required items. We will accept signature-required items only where we have agreed to do so for your assigned address, and only in accordance with the delivery requirements of Canada Post or the relevant courier. Some items — for example, certain Registered Mail, restricted-delivery, or legal items — may require you to collect the item personally or to provide a separate authorisation. We will tell you if an item cannot be accepted or signed for on your behalf, and will hold or return it as you instruct, subject to the carrier’s rules. Please do not assume every signature-required item can be signed for by Montreal Mailbox.

2.5 If Canada Post requires a separate authorisation for delivery to your assigned address, we will ask you to complete it. This policy does not replace any such authorisation.

3. Services and payment

3.1 Services and prices are those shown on www.montrealmailbox.com at the time you purchase them, and are subject to change at any time. If prices on the website change, the prices at the time of purchase apply.

3.2 You may sign up for free, obtain a mailing address, and use it. When actual mail arrives, payment is due upon receiving an article of mail, and you will be given a paying option at that point to have the service rendered for that mail. A mailing address is available for use by free members too, and payment is due upon receiving an article of mail. If an account is overdue, we may hold mail pending payment and will tell you promptly.

3.3 Shipments imported into Canada may require duties, taxes, and brokerage charges that cannot be determined in advance. Those charges are your responsibility and may be invoiced by the courier weeks after delivery. You agree to pay applicable charges associated with delivery of your goods on receipt of invoice. Cash-on-delivery (C.O.D.) items will be accepted only if prior arrangements have been made and payment in advance has been left with Montreal Mailbox.

4. Privacy, confidentiality, and security

Your privacy matters to us. We handle your mail privately and securely, and collect and use only the information needed to provide the service you have chosen.

4.1 All information you provide, the contents of your mail, and any digital copies made under Section 1 are strictly confidential. We will not disclose them except: (a) as needed to provide the service you have instructed — for example, to a courier or payment provider to forward or ship an item; (b) with your consent; or © where legally compelled or required, including under a court order.

4.2 Digital copies, where made, will be made available to you only through secure online access, will be stored with safeguards appropriate to their sensitivity, and will be retained only as long as needed to provide the service or as required by law. You may ask us what personal information we hold about you and may ask for correction, subject to applicable Québec and federal privacy law.

4.3 We will comply with any court order requiring information about, or access to, mail or parcels held on your behalf. Where legally permitted, we will tell you promptly if such an order is received.

4.4 Your consent in Section 1 is specific to opening and handling mail as described there. It is not consent to use your personal information for any other purpose, to send marketing messages, or to share mail contents with third parties beyond what Section 4.1 allows. Any new purpose requires new consent.

4.5 This section is a summary for this policy. Our Privacy Policy at www.montrealmailbox.com/privacy-policy applies in full and should be read together with this policy. If there is a conflict between this summary and the Privacy Policy on how mail contents are handled, the wording that gives you greater privacy protection applies.

5. Exact-name rule and identity at pickup

Your privacy matters to us. To keep your mail safe and private, we can only accept mail addressed exactly to the name you signed up with. Please ask senders to use that exact name — mail in a different name cannot be matched to your account and may be returned to sender. This rule protects you and other customers sharing the same Montreal Mailbox address: mail is matched to an account by the exact name on the envelope, not by guesswork.

5.1 Mail will be received only in exactly the same name as the signup information you entered in Squarespace, and only for names listed with us. You are responsible for telling senders to use that exact name, including spelling, and for updating your listed names in writing if a lawful name changes.

5.2 Identity is not required before any mail is received. Identity is required when mail is held for pickup: the person collecting mail must show a valid government-issued photo ID, and we must be satisfied that the person is you or a person you have authorised in writing to collect mail. We may also require identification where a person asks to access mailbox contents without the usual account access. No ID document is to be uploaded through the online preferences form; ID is checked in person at pickup.

5.3 You may authorise other persons to collect mail only by listing them with us or by separate written notice, with their full names. We may require those persons to show valid government-issued photo ID at pickup as well.

5.4 For customers who sign up by email and are never met in person, the exact-name rule in Section 5.1 is the safeguard that mail is received for the right person. We will not accept mail in a materially different name on the basis of an email address alone.

6. Lawful use

6.1 You will use your assigned address and our services only for lawful purposes, in conformity with all applicable federal, provincial, and local laws, including the Canada Post Corporation Act and regulations under it. Our facilities and address may not be used for any illegal or illegitimate purpose.

6.2 You will not use the address to mislead senders, recipients, or authorities about your identity or residence, and will not use it for any purpose that would breach the Canada Post Corporation Act, the Criminal Code, or any other applicable law.

7. Canada Post compliance

7.1 Opening mail. Section 48 of the Canada Post Corporation Act makes it an offence, except where expressly authorised by or under that Act, the Customs Act, or the Proceeds of Crime (Money Laundering) and Terrorist Financing Act, knowingly to open, keep, secrete, delay, or detain mail. The Act defines “mail” as mailable matter from the time it is posted to the time it is delivered to the addressee, and Section 2(2) deems leaving mail with the addressee’s servant or agent, or depositing it in a receptacle provided for the addressee’s mail, to be delivery to the addressee. This policy is based on that sequence: Montreal Mailbox receives mail as your agent at a receptacle provided for that purpose, and opens it only after that delivery and only with your express consent in Section 1. We do not open mail while it is still in the course of post, and do not open mail addressed to anyone other than a listed name.

7.2 No holding out as a post office. We will not place on our premises any word or mark suggesting the premises are a post office or a place for the receipt of letters, and will not use any word or mark suggesting a thing is used in Canada Post’s business, without Canada Post’s written consent, in accordance with the Act. Montreal Mailbox is a private mailbox service, not Canada Post, and this policy does not suggest otherwise.

7.3 Exclusive privilege. Section 14 of the Act gives Canada Post the sole and exclusive privilege of collecting, transmitting, and delivering letters to the addressee within Canada, subject to Section 15 exceptions. Montreal Mailbox does not collect, transmit, or deliver letters itself as a postal service. It receives mail after delivery by Canada Post or a courier, and any onward forwarding by Montreal Mailbox is done with new postage or by courier, at your instruction, as a separate forwarding service. Nothing in this policy authorises Montreal Mailbox to transmit letters by post on Canada Post’s behalf.

7.4 Mail Forwarding and Change of Address. As noted in Section 2.3, Canada Post’s Mail Forwarding terms state that Canada Post cannot forward mail addressed to individuals who receive mail through a shared postal address or privately administered mail boxes, and Canada Post’s service is limited in other ways (for example, parcels and certain endorsed items are not forwarded). This policy does not promise Canada Post forwarding from your assigned address, does not ask you to file a Canada Post Change of Address order to or from a commercial mail receiving address, and places the responsibility to notify senders on you when service ends.

7.5 If any provision of this policy is found to conflict with the Canada Post Corporation Act, its regulations, or Canada Post’s terms, that provision will be read down or severed to the extent of the conflict, and the rest of the policy will continue. We will tell affected customers promptly if a conflict requires a change to how mail is handled.

8. Term, ending services, and what happens to mail afterwards

8.1 This policy applies from the date you create an account and continues for as long as you use our services, unless ended under this section.

8.2 We may end your use of our services for cause at any time by giving seven (7) days’ written notice. Cause includes, but is not limited to: (1) abandonment; (2) use for criminal, illegal, or illegitimate activity; (3) failure to pay amounts owed; and (4) use inconsistent with this policy, including receipt of an unreasonable volume of mail. You may end your use of our services at any time by written notice, subject to the fees already paid for the current term as shown on the website.

8.3 If arrangements are not made for forwarding when your use of our services has expired or been ended, your mail will be returned to sender. On ending, we will forward your mail for 30 days, provided you pay postage, packing materials, and service fees in advance, and a pre-paid deposit may be required for that service. After that period, further forwarding requires additional fees. You must advise senders of a new address; we will not file a Canada Post Change of Address order on your behalf (see Section 7.4).

8.4 On ending, the mail-opening consent in Section 1 ends, except for mail already opened in reliance on it. Mail held at ending will be forwarded or returned as you instruct in writing within the 30-day period in Section 8.3, and otherwise returned to sender.

9. Care of your mail

9.1 Montreal Mailbox will exercise reasonable care in receiving, holding, and handling mail and parcels. If mail is lost or damaged, please contact us promptly at BonjourHi@MontrealMailbox.com so we can look into it.

9.2 You agree to indemnify Montreal Mailbox against claims arising from your use of the address or services in breach of this policy or of applicable law, including claims arising from your violation of federal, provincial, or local laws. Montreal Mailbox is not liable for failure by Canada Post or a courier to deliver on time, or for loss or damage caused by a carrier, except to the extent caused by Montreal Mailbox’s own fault.

9.3 Please consider insurance for valuable items, and tell us in advance about any item of unusual value or sensitivity. We may refuse items we cannot safely hold or handle.

10. General terms

10.1 This policy, together with the services and prices shown on www.montrealmailbox.com and the Privacy Policy, sets out the terms that apply to our mailbox services, except for any separate Canada Post authorisation you may be asked to complete under Section 2.5.

10.2 Changes to this policy will be posted on this page. Prices shown on the website are subject to change at any time, as stated in Section 3.1.

10.3 If any provision is found unenforceable, the remaining provisions continue in full effect.

10.4 Notices under this policy will be sent to the email address you used to sign up, and to Montreal Mailbox at BonjourHi@MontrealMailbox.com, unless a party gives written notice of a new address.

10.5 This policy is governed by the laws of Québec and the federal laws of Canada applicable in Québec.

11. Language

This policy is in English. A French version will be made available. You may ask us for the French version, and we will provide it when available.

12. How consent is given and withdrawn

Your consent to open mail is given when you create an account, accept this policy, and choose a mail-handling service, and it is recorded separately from your general agreement to use our services. You may withdraw that consent in writing at any time by contacting us at BonjourHi@MontrealMailbox.com. Withdrawal takes effect when we receive your notice, as described in Section 1.4.

Authorised names: list every name, exactly as it will appear on envelopes, for which mail may be accepted. Mail in any other name may be returned to sender. You may update your authorised names only by written notice confirmed by Montreal Mailbox, or through the mail-preferences form on the Member Onboarding pages.

Mail preferences (for reference — you may also record preferences in the online mail-preferences form, where no field is required and you may share as much or as little as you wish): default action for new mail (Notify only / Scan / Forward / Hold / Choose Later), notification preference, forwarding address if forwarding is chosen, cheque-deposit instruction if applicable, and instruction for unwanted mail (Hold / Shred / Return).