Privacy Policy

HelperMax AI is an AI voice receptionist service operated by a general partnership (registered name HELPERMAXAI, BC reg. FM1102751) of Noah Gardiner-Nadrozny & Alex Denby, based in British Columbia and serving health clinics across Canada. We provide automated appointment booking services to health clinics and appointment-based businesses through AI-powered voice agents integrated with clinic management software.

This Privacy Policy explains how HelperMax AI collects, uses, discloses, and safeguards personal information in the course of providing our services. It applies to information collected through our website, our AI voice agents, and any related services we offer.

Our Role

We handle personal information in two different capacities, and the rules that apply depend on which one:

• On behalf of a clinic. When a patient or caller contacts a clinic that uses HelperMax AI, we act as that clinic's service provider (called an “agent” or “information manager” under some provincial health laws). The clinic remains accountable for that information, and we use it only to provide services on the clinic's instructions.
• On our own account. For information about our clinic clients, such as business contacts and billing details, and for visitors to our website, HelperMax AI is the accountable organization.

Federal Law

The Personal Information Protection and Electronic Documents Act (PIPEDA) is Canada's federal private-sector privacy law. It applies to our commercial activities across Canada, and to personal information that crosses provincial or national borders, except where a provincial law that has been recognized as substantially similar applies instead.

Provincial and Territorial Laws

Depending on where a clinic is located, provincial private-sector privacy laws and provincial health information laws may also apply. We follow whichever laws apply to the clinic we are serving.

This table is a summary. A clinic's own regulatory college or professional body may set additional requirements, and where a clinic tells us about them, we will work within them.

We collect personal information only for the specific purposes described in this policy.

Caller Information (via AI Voice Agent)

• Full name
• Phone number
• Email address
• Appointment preferences (date, time, service type)
• Information voluntarily provided during the call relevant to booking
• Call transcripts and automatically generated call summaries. We do not keep audio recordings of calls.

Clinic Client Information

• Business contact name and details
• Billing and payment information
• Technical configuration data

We do not ask callers about symptoms or medical history, and we do not collect detailed medical histories, diagnoses, or treatment records. Callers sometimes volunteer health details, and the type of appointment booked can itself reveal health information, so we treat call transcripts and booking details as sensitive personal information.

We use personal information only for the purposes for which it was collected:

• To book, confirm, reschedule, or cancel appointments on behalf of clinic clients
• To pass caller information to the relevant clinic's booking system (Jane App)
• To maintain records of booking activity for service quality and troubleshooting purposes
• To train and improve the AI voice agent for the clinic the call was made to
• To communicate with clinic clients regarding their HelperMax AI service
• To comply with legal obligations

We do not use personal information for marketing purposes without separate express consent. We do not sell personal information to third parties.

Calls answered by a HelperMax AI voice agent are transcribed. Call audio is processed in real time so the agent can respond, but is not recorded or stored. Callers' information is used to book an appointment at the clinic they are calling, and transcripts are used to improve that clinic's agent as described in Section 4.

Because we act on behalf of the clinic, each clinic is responsible for giving its callers the notice, and obtaining any consent, that its applicable privacy or health information law or regulatory college requires, including for call transcription.

Clinic clients provide consent to our data handling practices by entering into a service agreement with HelperMax AI.

You may withdraw consent at any time by contacting us at the information provided in Section 10, subject to legal or contractual restrictions.

We do not sell, rent, or trade personal information. We may share personal information in the following limited circumstances.

Service Providers

We use the following third-party platforms to deliver our services. These parties may process personal information on our behalf:

Clinic Clients

Information collected through our voice agents is shared with the applicable clinic client for the purpose of completing the appointment booking. The clinic is responsible for handling that information in accordance with its own obligations under PIPEDA and the provincial privacy and health information laws that apply to it.

Legal Requirements

We may disclose personal information if required to do so by law, court order, or government authority.

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

• Call-related contact records, transcripts and summaries held by our call-handling platform: retained for the duration of the clinic client contract, then deleted as the platform’s systems allow after the contract ends, with written confirmation to the clinic of what was removed
• Call transcripts, summaries, and dashboard records: retained for the duration of the clinic client contract, then exported to the clinic on request and deleted or de-identified within 30 days of contract termination
• Booking confirmation data: retained in alignment with the clinic's own records retention obligations
• Billing and contract records: retained for 7 years in accordance with standard business record-keeping requirements

We implement reasonable administrative, technical, and physical safeguards to protect personal information against unauthorized access, use, disclosure, or destruction. These measures include:

• Access controls limiting data access to authorized personnel only
• Encrypted connections (HTTPS/TLS) for all data transmission
• Role-based permissions within our third-party platforms
• Regular review of data flows and of who has access

No system is entirely secure. If a privacy breach occurs:

• Information we hold for a clinic: we will notify the affected clinic without unreasonable delay, and where possible within 72 hours of becoming aware of it, with the details the clinic needs to meet its own obligations to notify patients and its regulator.
• Information we are accountable for: where a breach creates a real risk of significant harm, or in Quebec a risk of serious injury, we will notify affected individuals and report to the Office of the Privacy Commissioner of Canada or the applicable provincial commissioner, as the law requires.
• We keep a record of every breach, whether or not it is reportable.

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

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw consent to our use of your information (subject to legal or contractual limitations)
• Be informed of how your personal information is used and disclosed
• File a complaint with us regarding our privacy practices

Residents of Quebec have additional rights under Law 25, including the right to receive computerized personal information in a structured, commonly used technological format.

If you called a clinic: the clinic is accountable for the information collected on that call. You can make your request to the clinic directly, or to us, and we will work with the clinic to respond.

To exercise any of these rights, please contact our Privacy Officer using the information in Section 10.

HelperMax AI has designated a Privacy Officer responsible for overseeing compliance with this policy.

If you are not satisfied with our response, you may contact the privacy regulator that applies to you:

• Federally, the Office of the Privacy Commissioner of Canada: www.priv.gc.ca
• British Columbia, the Office of the Information and Privacy Commissioner for BC: www.oipc.bc.ca
• Alberta, the Office of the Information and Privacy Commissioner of Alberta: www.oipc.ab.ca
• Ontario, the Information and Privacy Commissioner of Ontario: www.ipc.on.ca
• Quebec, the Commission d’accès à l’information: www.cai.gouv.qc.ca
• Other provinces and territories: your provincial or territorial information and privacy commissioner or ombudsperson

We may update this Privacy Policy from time to time. When we do, we will post the revised policy on our website at www.helpermaxai.com/privacy. We encourage you to review this policy periodically.