Terms of Service

Welcome. These Terms of Service (the “Terms”) explain how the MapleDent Cloud platform (“MapleDent”) works and what you can expect from Maple Dental Software Inc. (“Maple Dental,” “we,” “us”). MapleDent is a dental practice-management platform used by subscribing dental practices (each, a “Subscriber”) for scheduling, clinical charting, imaging, billing, patient communications, and reporting. It also includes a patient-facing portal (the “Patient Portal”). Please read these Terms together with our Privacy Notice, which forms part of these Terms, to understand your relationship with Maple Dental.

MapleDent has two kinds of users, and these Terms cover both. “Authorized Users” are the dental, denturist, hygienist, and administrative staff working for a Subscriber who use MapleDent to operate the Subscriber’s clinic. “Patients” are the individuals who use the Patient Portal to see information their Subscriber makes available to them. Where a term applies to only one group, we will clarify.

A. About These Terms

These Terms apply whenever you access or use MapleDent, whether as a Subscriber User or as a Patient.

Where a Subscriber has entered into a subscription agreement for MapleDent with Maple Dental (a “Subscription Agreement”), that Subscription Agreement governs the commercial terms of our relationship with the Subscriber (e.g. fees, service levels). If anything in these Terms conflicts with a signed Subscription Agreement, the Subscription Agreement governs for that Subscriber. These Terms and the Privacy Notice govern each user’s day-to-day use of MapleDent.

B. Accounts & Eligibility

Accurate Information. You agree to provide accurate account information and to keep it current.

No Sharing User Accounts. Accounts are personal to the user they are issued to. You are responsible for keeping your credentials confidential and for all activity under your account. Notify us or your Subscriber promptly if you believe your account has been accessed by someone else or your credentials have been compromised. You must not share your account with anyone.

Subscriber User accounts. Subscriber User accounts are created and managed by the Subscriber. The Subscriber decides who may access MapleDent, what each user may do, and when access ends. Maple Dental provisions each Subscriber on its own dedicated subdomain through a managed onboarding process.

Patient Accounts. Patient Portal access is offered to you through your Subscriber. Because dental patients include children and dependents, a Subscriber (or a parent, guardian, or other authorized representative) may set up and manage portal access on a patient’s behalf in accordance with the Subscriber’s policies and applicable law. You must not access a portal account that is not yours or that you are not authorized to manage.

No Bots. You must be a person. Automated agents, service accounts, and scraping tools are not permitted to hold or use accounts. API access or service accounts may be provisioned by Maple Dental following a data protection assessment.

C. Context & Custodianship

The Subscriber is the Custodian. As described in our Privacy Notice, MapleDent is a service that a Subscriber uses to deliver and administer oral healthcare. The Subscriber is the health information custodian (or trustee or controller, as those or similar terms are used under applicable provincial health-privacy laws) for the patient records it maintains on MapleDent. The Subscriber is responsible for the clinical relationship with its patients, for the accuracy and content of the records it keeps, and for obtaining any patient consents required by law.

Maple Dental is a Service Provider. Maple Dental operates MapleDent on the Subscriber’s behalf. We access patient personal and health information only as needed to run and support MapleDent, on the Subscriber’s instructions, and as described in our Privacy Notice. We do not use it for our own purposes.

Consent by Design. MapleDent includes workflows that help a Subscriber obtain and record patient consent at registration and for specific purposes. Responsibility for obtaining and maintaining patient consent rests with the Subscriber as custodian.

D. Patients & the Patient Portal

Portal Content. The Patient Portal allows you to view information your Subscriber makes available to you, which may include upcoming appointments, dental radiographs, imaging and X-rays, and clinical notes. What you can see is controlled by your Subscriber.

Your Relationship is with your Subscriber. For questions about your care, your records, or the information shown in the Patient Portal, contact your Subscriber. Maple Dental cannot change, release, or explain your clinical records.

Continued Portal Access. The Patient Portal supplements, and does not replace, direct communication with your Subscriber. Availability of the Patient Portal to you is at your Subscriber’s discretion, and your Subscriber may change or end portal access in accordance with its policies.

E. Acceptable Use

You agree that you will not:

• use MapleDent for any unlawful purpose, or in a way that would cause a Subscriber or Maple Dental to breach a legal or professional obligation;
• access, or try to access, records or accounts you are not entitled to, including by impersonating another person, sharing accounts, circumventing access controls, or exploiting technical vulnerabilities;
• copy, modify, reverse engineer, or create derivative works of Maple Dental, or use it to build a competing product or to train any artificial-intelligence model;
• use automated tools to scrape, harvest, or extract data from MapleDent;
• upload malicious code, or interfere with or disrupt the operation, integrity, or security of MapleDent or the experience of other users; or
• use MapleDent to harass, harm, defame, or send unlawful or unsolicited messages to any person.

All access to and activity on MapleDent may be monitored and logged for security and accountability, as described in our Privacy Notice.

F. Records & Ownership

Platform Ownership. MapleDent is owned by Maple Dental. You are granted a limited, non-exclusive, non-transferable, revocable licence to use MapleDent for the purposes described in these Terms. Engagement and usage analytics generated by operation of MapleDent, and any feedback you provide about MapleDent, belong to Maple Dental.

Subscriber Data. As between Maple Dental and a Subscriber, the Subscriber owns all data and records within MapleDent, including patient records, clinical notes, imaging, scheduling, and billing data. Maple Dental claims no ownership of those records and handles them only as a service provider.

G. Communications & SMS

Service Messages. We and your Subscriber may send you messages related to your account, appointments, and use of MapleDent, by email or SMS. You may receive appointment reminders and similar communications.

SMS Disclaimer. SMS messages are delivered through third-party telecommunications providers and are not encrypted in transit. This is an exception to Maple Dental’s standard safeguards. Sensitive clinical information should not be sent by SMS. You can opt out of non-essential text messages at any time (for example, by replying “STOP”). Maple Dental screens message content to support compliance with Canada’s anti-spam legislation (CASL) and carrier requirements.

Subscriber Messaging. Where a Subscriber sends messages through MapleDent, the Subscriber is responsible for the content of, and any consent required for, those messages.

H. Fees

For Subscribers. Fees, billing, and payment for a Subscriber’s subscription are set out in the Subscriber’s Subscription Agreement and any applicable order form. Except as required by law or that Subscription Agreement, fees are non-refundable.

For Patients. Maple Dental does not charge patients to use the Patient Portal, and we do not collect payment-card information from patients through the Patient Portal.

I. Data Retention & Export

Retention. Records are retained for the duration of the Subscriber’s relationship with Maple Dental and during any applicable transition period upon termination. Because dental records are subject to professional record-keeping requirements, Maple Dental maintains version history of changes to clinical records rather than permitting their outright deletion, so that a complete record is preserved.

Export & Transition. On termination of a Subscriber’s subscription, Maple Dental makes available a tool to export the Subscriber’s structured data in a commonly used format, as described in the Subscription Agreement. After the transition period, data may be deleted from active systems in accordance with our retention commitments and the Privacy Notice, except where it must be archived to meet legal or professional record-keeping obligations.

J. Privacy & Security

We maintain administrative, technical, and physical safeguards to protect MapleDent and the information it holds. No system can be guaranteed to be completely secure. If you believe your account or MapleDent’s security has been compromised, contact us or your Subscriber immediately.

Our Privacy Notice describes what personal information is collected, how it is used and shared, the choices available to you and to Subscribers, and our default safeguards for protecting sensitive data. It forms part of these Terms.

K. Suspension & Termination

By MapleDent. We may suspend or terminate access to MapleDent where a user breaches these Terms, where continued access poses a security risk, where required by law, or (for a Subscriber) as provided in the Subscription Agreement. Where practical, we will give notice and an explanation, unless doing so would create a security risk or conflict with a legal obligation.

Authorized Users. A Subscriber controls its Authorized Users’ access and may suspend or remove a Subscriber User at any time. Termination of a Subscriber’s recurring subscription is governed by its Subscription Agreement.

Patients. Your access to the Patient Portal depends on your ongoing relationship with your Subscriber and on your Subscriber continuing to offer the Patient Portal. You may stop using the Patient Portal at any time. Ending portal access does not, by itself, delete the records your Subscriber holds about you; those records remain with your Subscriber as custodian.

L. Disclaimers

MapleDent supports the delivery and administration of dental care by qualified professionals. It does not provide medical or dental advice, diagnosis, or treatment, and nothing on MapleDent should be relied on as a substitute for the professional judgment of your Subscriber.

To the maximum extent permitted by applicable law, MapleDent is provided on an “as is” and “as available” basis. Maple Dental uses commercially reasonable efforts to keep MapleDent available and reliable but does not warrant that it will be uninterrupted or error-free, and disclaims all warranties not expressly stated, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. Service-level commitments to Subscribers, where they apply, are set out in the Subscription Agreement, and the service credits described there are a Subscriber’s sole remedy for availability shortfalls.

M. Limitation of Liability

To the maximum extent permitted by applicable law, Maple Dental and its directors, officers, employees, contractors, and agents will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenue, data, goodwill, or other intangible losses, arising out of or relating to your use of, or inability to use, MapleDent.

For a Subscriber, Maple Dental’s total aggregate liability is governed by the limitation of liability in its Subscription Agreement. For any user without a Subscription Agreement, Maple Dental’s total aggregate liability for all claims arising out of or relating to these Terms or MapleDent will not exceed one hundred Canadian dollars (CAD $100). Nothing in these Terms limits liability that cannot lawfully be limited.

N. Changes to These Terms

Maple Dental may update these Terms from time to time. Where a change is material, we will provide reasonable advance notice on MapleDent or by email, and your continued use of MapleDent after the change takes effect constitutes your acceptance of the updated Terms. Where a change is purely clarifying or corrects an error, it may take effect on posting. Prior versions of these Terms will remain available in a dated archive on our website.

O. General & Contact

Governing Law. These Terms are governed by the laws of the Province of British Columbia and the federal laws of Canada applicable there. The courts of British Columbia have non-exclusive jurisdiction over any dispute arising out of or relating to these Terms.

Entire Agreement. These Terms, together with the Privacy Notice and (for a Subscriber) the Subscription Agreement, are the entire agreement between you and Maple Dental regarding MapleDent and supersede any prior understandings on that subject.

No Waiver; Severability; Assignment. Our failure to enforce a provision is not a waiver of it. If any provision is found invalid or unenforceable, it will be severed and the rest will remain in effect. You may not assign your rights under these Terms. Maple Dental may assign these Terms, in whole or in part, without your consent, to an affiliate or to a successor in connection with a merger, acquisition, reorganization, change of control, or sale of all or substantially all of its assets, provided the assignee agrees to be bound by these Terms.

Contact Us. If you have questions about these Terms, contact Maple Dental at info@mapledentalsoftware.ca. If you are a Patient with questions about your records or your care, please contact your Subscriber.