Privacy Policy

HelperMax AI is an AI voice receptionist service operated by Alex Denby, doing business as HelperMax AI, based in British Columbia, 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.

HelperMax AI operates in British Columbia, Canada. Our privacy practices are governed by:

• The Personal Information Protection Act (BC) (PIPA) — British Columbia's provincial private-sector privacy law
• The Personal Information Protection and Electronic Documents Act (PIPEDA) — Canada's federal private-sector privacy law, which applies to inter-provincial and international data activities

Where PIPA applies, it takes precedence over PIPEDA for BC-based activities. Both laws are substantially similar in their requirements.

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

Clinic Client Information

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

We do not collect sensitive health information beyond what is necessary to book a specific appointment type. We do not collect detailed medical histories, diagnoses, or treatment records.

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 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.

By interacting with a HelperMax AI voice agent, callers acknowledge that their information will be used to book an appointment at the clinic they are calling. A verbal disclosure is provided at the start of each call to inform callers of this use.

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 their own privacy obligations under PIPA, PIPEDA, and applicable health privacy legislation.

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 in GHL: retained for the duration of the clinic client contract, then deleted 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 access logs

No system is entirely secure. In the event of a privacy breach that poses a real risk of significant harm, we will notify affected individuals and the Office of the Information and Privacy Commissioner for BC as required by law.

Under PIPA and PIPEDA, 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

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 Office of the Information and Privacy Commissioner for British Columbia at www.oipc.bc.ca.

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.