Terms of Service | Maple AI

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

1. Agreement

These Terms of Service (“Terms”) constitute a legally binding agreement between you (“Client”) and Maple AI Agency Inc. (“Maple AI”, “we”, “us”), a corporation incorporated under the Canada Business Corporations Act.

By purchasing or using our services, you agree to be bound by these Terms. If you do not agree, do not use our services. These Terms are supplemented by our Privacy Policy and, for dental practice clients, the Master Service Agreement executed between the Parties.

Order of Precedence. If the Parties have executed a Master Service Agreement (“MSA”), then in the event of any conflict or inconsistency between the MSA and these Terms, the MSA will govern to the extent of the conflict. If there is any conflict between these Terms and the Privacy Policy, these Terms will govern with respect to payment, commercial terms, and dispute resolution, and the Privacy Policy will govern with respect to privacy practices and disclosures.

Authority. You represent and warrant that you have full legal authority to enter into these Terms on behalf of the Client organization and to bind it to these Terms.

2. Services

Maple AI provides AI-powered voice receptionist services for dental practices, including:

24/7 AI phone call handling and appointment booking
Integration with practice management systems
Automated SMS appointment confirmations to patients
Onboarding, configuration, and technical support

The Service is delivered by an AI voice assistant and is administrative and communications support only. The Service does not constitute medical advice, diagnosis, or triage.

Not for Emergencies. The Service is not designed or intended to be used for medical emergencies or urgent clinical triage. Client will ensure that emergency messaging and routing instructions (including directing callers to call 911 or local emergency services where appropriate) are properly configured, and Client will not represent to patients that the Service can be used for emergency care.

The Client is solely responsible for all clinical policies, emergency protocols, and booking rules configured in the Service. Services are delivered as described in the plan selected at time of purchase.

Incorporation by Reference. Any order form, order confirmation, statement of work, or similar document issued by Maple AI that references these Terms (each, an “Order”) is incorporated into and forms part of this Agreement. Specific service details, usage limits, and pricing are set out in your Master Service Agreement or Order.

3. Payment

Fees are charged monthly in advance in Canadian dollars (CAD). Payments are processed securely via a PCI DSS Level 1 certified payment processor. By providing payment information, you authorize Maple AI to charge your payment method on a recurring basis.

Late Payments. Overdue amounts may accrue interest at the lesser of (a) 1.5% per month (18% per annum) and (b) the maximum rate permitted by applicable law, calculated monthly. Client will reimburse Maple AI for reasonable costs of collection (including reasonable legal fees and collection agency fees) incurred to recover overdue amounts.

All fees are exclusive of applicable taxes. Clients are responsible for all applicable taxes including GST/HST and provincial sales tax where required.

Setup fees are charged once at commencement of the Service and are non-refundable once Maple AI has begun any onboarding, configuration, integration work, or other implementation activities for the Client (including allocating resources and creating or modifying workflows, scripts, or integrations).

4. Cancellation

Clients may cancel by providing at least thirty (30) days’ written notice to founder@mapleaiagency.com. Cancellation will be effective at the end of the billing period that is at least thirty (30) days after Maple AI receives valid notice (the “Cancellation Effective Date”).

No refunds are issued for any monthly subscription fees already paid, including for any unused portion of the current billing period. If the Client has elected annual billing, early termination does not entitle the Client to any refund or credit for unused months, except as required by applicable law.

Upon written request received within thirty (30) days after termination, Maple AI will provide a data export of Client data that Maple AI then makes available through the Service, in a standard format selected by Maple AI (e.g., CSV and/or audio file links), subject to the Client being current on all fees. Additional export requests, custom formats, or data transformation/migration assistance may be provided at Maple AI’s then-current professional services rates.

5. Client Responsibilities

You are responsible for ensuring your use of the Service complies with applicable law, including PIPEDA and applicable provincial health privacy legislation.
You must provide accurate practice information required for configuration and integration in a timely manner.
You must update your patient-facing privacy notice to disclose the use of AI-assisted communication technology (a template is provided during onboarding).
You must obtain any required patient consent for the collection and processing of personal health information through the Service.
You are solely responsible for all clinical policies, triage instructions, emergency protocols, and booking rules configured in the Service.
You must not use the Service for any unlawful, fraudulent, or harmful purpose.

Client will provide Maple AI with any trustee/service-provider terms, policies, or instructions reasonably required for Client to comply with applicable health privacy legislation (including Ontario’s Personal Health Information Protection Act, Saskatchewan’s Health Information Protection Act, Alberta’s Health Information Act, British Columbia’s Personal Information Protection Act, and Manitoba’s Personal Health Information Act, where applicable), and Client acknowledges and authorizes the processing and storage locations described in the MSA/Privacy Policy.

Indemnity. Client will indemnify, defend, and hold harmless Maple AI and its directors, officers, employees, and contractors from and against any claims, proceedings, damages, liabilities, penalties, fines, and expenses (including reasonable legal fees) arising out of or relating to: (a) Client’s clinical policies, triage instructions, emergency protocols, booking rules, or other configurations provided by Client; (b) Client’s failure to obtain any required patient consents or provide required notices; (c) Client’s violation of applicable law (including privacy/health privacy laws) in connection with its use of the Service; and (d) any content, instructions, or data provided by Client to Maple AI or input into the Service by or on behalf of Client.

Acceptable Use. Client will not use (and will not permit any third party to use) the Service to: (a) violate any law relating to telecommunications, marketing, privacy, or recording of communications; (b) send or facilitate spam, deceptive, or unlawful communications; (c) infringe intellectual property rights; (d) transmit malware or attempt unauthorized access; or (e) harass, abuse, or harm any person. Client is responsible for ensuring all required consents for call recording and SMS/communications are obtained and documented.

6. Data and Privacy

Maple AI’s handling of personal information is governed by our Privacy Policy. All dental practice clients are required to execute a Master Service Agreement which includes detailed data processing terms, approved sub-processor disclosures, breach notification procedures, and cross-border data transfer authorizations.

Condition Precedent. Where Client will use the Service in connection with personal health information or patient communications, Client must execute Maple AI’s Master Service Agreement before Maple AI is required to begin providing the Service or processing such information, and Maple AI may suspend or delay onboarding until the MSA is executed.

Primary Client 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. Full details are provided in the Master Service Agreement.

Security. Maple AI maintains administrative, technical, and physical safeguards designed to protect Client data. However, no method of transmission or storage is 100% secure. Any specific security commitments (if any) are only as expressly set out in the executed MSA.

7. Limitation of Liability and Warranties

To the maximum extent permitted by applicable law, Maple AI’s total aggregate liability arising out of or relating to the Service, these Terms, or any Order (whether in contract, tort, negligence, strict liability, misrepresentation, restitution, or otherwise) will not exceed the total fees actually paid by Client to Maple AI for the Service in the three (3) months immediately preceding the event giving rise to the claim. Maple AI is not liable for any indirect, incidental, consequential, or punitive damages, including lost revenue or business interruption.

The Service is provided “as is” and “as available”. Maple AI disclaims all warranties, representations, and conditions, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement, to the extent permitted by applicable law.

Maple AI does not guarantee that the Service will be uninterrupted, error-free, or prevent all missed calls. Service availability targets are set out in your Master Service Agreement.

No Reliance on Automated Outputs. Client acknowledges that the Service may not capture, interpret, or transmit all caller information accurately in every case. Client is responsible for confirming appointment details and for reviewing any transcripts/messages/booking outputs as appropriate for its operations.

Force Majeure. Maple AI will not be liable for any delay or failure to perform due to events beyond its reasonable control, including failures of telecommunications networks, hosting providers, utility or power failures, labour disputes, acts of government, fire, flood, or other acts of God. Maple AI will use commercially reasonable efforts to restore the Service.

8. Intellectual Property

All AI models, software, systems, and technology used to deliver the Service remain the exclusive property of Maple AI Agency Inc. The Client receives a non-exclusive, non-transferable licence to use the Service during the term of the agreement. These Terms do not grant you any other rights in our intellectual property.

Client Data. As between the Parties, Client retains all right, title, and interest in and to Client data. Client grants Maple AI a non-exclusive licence to host, process, transmit, and otherwise use Client data solely to provide, maintain, secure, and improve the Service and to comply with applicable law and the MSA.

Feedback. If Client provides suggestions, ideas, or feedback regarding the Service, Maple AI may use and incorporate the feedback without obligation or restriction, and any improvements or modifications to the Service remain Maple AI’s exclusive property.

9. Confidentiality

Each Party may receive confidential or proprietary information of the other Party. The receiving Party will (a) use the disclosing Party’s confidential information only to perform or receive the Service, (b) not disclose it to any third party except to its employees/contractors who need to know and are bound by confidentiality obligations, and (c) protect it using at least reasonable care. Confidential information does not include information that is publicly available through no fault of the receiving Party, independently developed without use of the confidential information, or rightfully received from a third party without breach of obligation.

10. Termination

Maple AI may suspend the Service immediately and/or terminate your access upon written notice if you breach these Terms, fail to pay fees within fifteen (15) days of the due date after written notice, or use the Service for any unlawful purpose.

Additional Suspension Rights. Maple AI may suspend or limit access to the Service (in whole or in part) immediately if Maple AI reasonably believes that (a) the Service is being used in a manner that poses a security risk, could adversely impact Maple AI systems or other customers, (b) continued provision is prohibited by law, or (c) suspension is necessary to protect Maple AI, Client, patients, or third parties. Maple AI will use commercially reasonable efforts to provide notice where practicable.

Assignment; Subcontractors. Maple AI may assign these Terms (in whole or in part) to an affiliate or successor in interest in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of its assets. Maple AI may use subcontractors and service providers to perform the Service, provided Maple AI remains responsible for its obligations under these Terms (as modified by any executed MSA).

Upon termination, Client data will be retained for thirty (30) days and then securely deleted, except as required by applicable law or as necessary to comply with breach record-keeping obligations.

Survival. Sections relating to fees and payment obligations, intellectual property, confidentiality, disclaimers, limitation of liability, indemnities, governing law, dispute resolution/arbitration, and any other provisions that by their nature should survive, will survive termination or expiry.

11. Governing Law

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein. The Parties will attempt to resolve disputes through good faith negotiation.

If unresolved within thirty (30) days, any dispute, controversy, or claim arising out of or relating to these Terms or the Service will be finally resolved by binding arbitration. The seat (legal place) of arbitration will be Toronto, Ontario, and the arbitration will be conducted in English by one arbitrator appointed by agreement of the Parties (or failing agreement, appointed pursuant to the Arbitration Act, 1991 (Ontario)). The arbitration will be confidential. Notwithstanding the foregoing, Maple AI may apply to any court of competent jurisdiction for injunctive or other equitable relief to protect its intellectual property, confidential information, or to prevent unauthorized use of the Service, and may pursue collection of undisputed overdue fees.

12. Changes to These Terms

Maple AI may update these Terms with thirty (30) days written notice.

Notices. Maple AI may provide notices to Client by email to the account owner/admin email on file, by in-Service notification, or by posting to Maple AI’s website/portal. Notices are deemed received on the earlier of when sent by email (unless bounce-back) or when posted in the account/portal.

Any change that increases Client’s fees during an existing prepaid or committed billing period requires Client’s express written consent. All other changes may be accepted as set out above (including by continued use), and if Client does not agree to an update, Client’s sole remedy is to terminate the Service before the change takes effect.

13. Contact

Maple AI Agency Inc.

2727 Steeles Ave West, Unit 103-797
Toronto, Ontario M3J 3G9

General inquiries: founder@mapleaiagency.com

Privacy inquiries: privacy@mapleaiagency.com

Legal Notices Email. Legal notices to Maple AI must be sent to: legal@mapleaiagency.com (or such other address as Maple AI designates by notice). Maple AI may update its contact information by posting an updated address in these Terms or by written notice.