Privacy Policy

1. About This Policy

This Privacy Policy describes how MapleCase AI (“we,” “our,” or “us”), operating the Dental Clinic Automation System, collects, uses, and protects information obtained through this website and in connection with our services. We are based in Edmonton, Alberta, Canada, and our services are available to dental clinics across Canada.

We recognize that privacy is important. Our practices are designed to be consistent with applicable Canadian privacy requirements, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. We do not claim formal certification under PIPEDA, HIPAA, PHIPA, or any other privacy framework.

2. Contact Information

For questions or concerns about this policy or our privacy practices, contact us at:

3. Information We Collect Through This Website

We may collect the following categories of information when you visit this website or contact us:

• Demo booking information: If you book a demo through a third-party scheduling tool (such as Calendly or Cal.com), that service may collect your name, email address, and scheduling preferences. Their privacy policies govern that data.
• Contact form information: If you contact us by email, we collect the information you choose to provide, including your name, email address, clinic name, and the content of your message.
• Technical information: We may collect standard technical data through website hosting and analytics services, including IP addresses, browser type, pages visited, and referral sources. This information is used to understand general website usage and improve the site.
• Cookies: This website may use cookies or similar technologies for basic functionality and analytics. You may be able to disable cookies through your browser settings, though some site features may be affected.

4. How We Use Your Information

Information collected through this website is used to:

• respond to demo requests and enquiries;
• communicate with prospective clinic clients about the Dental Clinic Automation System;
• schedule and conduct discovery and onboarding calls;
• improve the website and understand visitor behaviour;
• comply with legal obligations.

We do not sell personal information to third parties.

5. Third-Party Services

This website may use third-party services including scheduling tools, analytics providers, and website hosting platforms. Each of these services operates under its own privacy policy. We encourage you to review the privacy policies of any third-party service you interact with through this website.

As a service provider, we help configure dental clinic automation systems using platforms including Airtable, Make.com, Gmail, Tally, and SMS providers. Clinics that engage our services maintain their own accounts with these platforms and are responsible for their own privacy and compliance obligations regarding patient data processed through those accounts.

6. Data Hosting and Processing

Information submitted through this website may be processed and stored on servers located in Canada or the United States, depending on the services used. We take reasonable steps to ensure that any transfer of personal information outside Canada is subject to appropriate protections.

7. Retention

We retain personal information collected through this website for as long as necessary to fulfill the purposes for which it was collected, or as required by law. When information is no longer needed, we take reasonable steps to destroy or de-identify it.

8. Safeguards

We implement reasonable administrative and technical safeguards designed to protect personal information from unauthorized access, use, or disclosure. However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Access and Correction

You may request access to, or correction of, personal information we hold about you by contacting us at the address provided in Section 2. We will respond to reasonable requests within the timeframes required by applicable law.

10. Withdrawal of Consent

Where we rely on consent to process your personal information, you may withdraw consent at any time by contacting us. Withdrawal of consent may limit our ability to respond to your enquiry or provide certain services.

11. Privacy Complaints

If you have a concern about how we handle your personal information, please contact us first using the information in Section 2. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or the applicable provincial privacy commissioner.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date. Continued use of this website following any update constitutes acceptance of the revised policy.