Privacy Policy | Maple AI

Last updated: April 4, 2026 · Maple AI Agency Inc. · Corporation No. 1780774-1

Privacy Officer / Contact

If you have questions, requests to access or correct your personal information, or complaints about our privacy practices, contact:

Privacy Officer, Maple AI Agency Inc.
2727 Steeles Ave West, Unit 103-797
Toronto, Ontario M3J 3G9
Email: privacy@mapleaiagency.com

We will respond in accordance with applicable Canadian privacy law.

1. Who We Are

Maple AI Agency Inc. ("Maple AI", "we", "us", or "our") is a corporation incorporated under the Canada Business Corporations Act.

We provide AI-powered voice receptionist services to dental practices across Canada. This Privacy Policy explains how we handle personal information collected through our website (mapleaiagency.com) and our services.

Roles. For patient information handled through our services, the dental practice is the organization responsible for the patient relationship and for determining the purposes of collection, use, and disclosure. Maple AI generally acts as a service provider to the dental practice and processes information on the dental practice's instructions, subject to applicable law and our contractual obligations.

2. Applicable Law

As a Canadian corporation, we are committed to complying with applicable Canadian privacy laws, which may include:

PIPEDA — Canada's Personal Information Protection and Electronic Documents Act
Applicable provincial privacy and/or health privacy legislation (for example, PHIPA in Ontario, HIPA in Saskatchewan, HIA in Alberta, PIPA in British Columbia, PHIA in Manitoba, and Québec's Law 25, as applicable)
CASL — Canada's Anti-Spam Legislation, as applicable to appointment-related communications

When we provide services to dental practices, our privacy and security obligations are also governed by our contracts with those practices (including data processing and health-information management terms), which may impose additional requirements specific to the applicable provincial health privacy legislation.

3. Information We Collect

From dental practice clients (businesses):

Business contact information (practice name, address, phone, email)
Billing information (processed securely via a PCI DSS Level 1 certified payment processor)
Practice configuration details required for service delivery (clinic hours, appointment types, scheduling rules)
Call recordings and transcripts generated during service delivery, where recording is enabled by the client. Recordings may include personal health information shared by callers.

From dental patients (via our AI receptionist):

Name and phone number
Appointment type, date, and time
Information voluntarily provided during calls (e.g., reason for appointment)
Voice audio processed in real time by the AI system

From website visitors:

Contact form submissions (name, email, message)
Limited technical information (such as IP address and request logs) for security, fraud prevention, and performance monitoring. We do not use third-party analytics cookies or tracking scripts on our website.

4. AI-Assisted Communication

Our service uses an AI voice assistant to answer calls on behalf of dental practices. The AI assistant is designed to help with administrative tasks such as scheduling and routing calls and is not intended to provide medical advice, diagnosis, or treatment recommendations.

When a patient calls a practice using our service:

The AI assistant identifies itself as an AI at the start of each call
Callers are informed that the call may be recorded (where recording is enabled by the dental practice)
Callers may request to speak with a staff member directly or leave a voicemail
Voice audio is processed in real time. Maple AI does not retain voice audio after call completion except where call recording is enabled by the dental practice, or to the limited extent that transient buffering is necessary to deliver the service

5. How We Use Your Information

To deliver and operate our AI receptionist service
To book and manage appointments on behalf of dental practices
To send appointment confirmation and reminder communications to patients on behalf of the dental practice
To process payments and manage client billing
To respond to inquiries submitted through our website
To improve the quality of our service (primarily using de-identified and aggregated data)
To comply with legal obligations and to respond to lawful requests

Appointment-related communications. Communications sent through the service are intended to be appointment-related (e.g., confirmations and rescheduling). Patients may opt out of appointment-related SMS by replying STOP.

6. Third-Party Service Providers

We work with a limited number of third-party service providers to deliver our service. These providers include cloud infrastructure, telephony, AI processing, practice management system integration, and payment processing services.

All third-party service providers are bound by Data Processing Agreements or equivalent contractual safeguards and are required to protect personal information at a level comparable to that provided under Canadian privacy law, in accordance with PIPEDA Principle 4.1.3.

Our primary data is stored on secure servers located in Toronto, Ontario, Canada. Certain personal information may be processed by service providers located in the United States as part of delivering the service. Personal information transferred to the United States may be accessible to U.S. authorities under applicable U.S. law, including the CLOUD Act.

A complete list of our approved sub-processors is provided to our dental practice clients in our Master Service Agreement. We may also make an up-to-date list available upon request at privacy@mapleaiagency.com.

7. Data Retention

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, or as required by law.

Appointment records are retained for the duration of the service agreement plus thirty (30) days.
Voice audio is processed in real time and is not intentionally stored by Maple AI after call completion.
Client data is securely deleted or anonymized within thirty (30) days of account termination, unless a longer period is required by law.
De-identified call metrics may be retained for quality improvement purposes.

8. Your Rights

Under PIPEDA and applicable provincial privacy legislation, you have the right to:

Access the personal information we hold about you
Request correction of inaccurate or incomplete information
Withdraw consent to certain uses of your information (subject to legal or contractual restrictions)
File a complaint with the Office of the Privacy Commissioner of Canada (www.priv.gc.ca)

To exercise any of these rights, contact us at privacy@mapleaiagency.com.

Request process. We may need to verify your identity before processing a request. Where we act as a service provider to a dental practice, we may direct your request to the dental practice or assist in responding, as appropriate.

9. Security

We implement industry-standard technical and organizational measures to protect personal information against unauthorized access, disclosure, or loss. These include:

Encryption in transit (TLS 1.2+) and encryption at rest for stored data
Role-based access controls
Automated security monitoring and audit logging
Regular security reviews
Contractual data protection obligations for all third-party service providers

Breach notification. If we become aware of a breach of security safeguards involving personal information, we will take steps to contain, investigate, and remediate it. Where required by applicable law, we will notify affected individuals and/or the appropriate regulator.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be posted on this page with an updated "Last updated" date. We encourage you to review this page periodically.

If you are a dental practice client, additional notice or consent requirements regarding changes to our data processing practices may be set out in our Master Service Agreement.

11. Contact

Privacy Officer
Maple AI Agency Inc.
2727 Steeles Ave West, Unit 103-797
Toronto, Ontario M3J 3G9
Email: privacy@mapleaiagency.com

Questions or complaints. If you have questions or concerns about our handling of personal information, contact our Privacy Officer using the details above. You may also escalate concerns to the Office of the Privacy Commissioner of Canada (www.priv.gc.ca).