Privacy policy

What this policy covers

These services are for people evaluating Cater for their organization. Please do not send patient records, health card numbers or other personal health information through our forms or put them in a preview or trial. Use fictional test information.

A live patient service needs its own privacy notice and agreement with the organization providing care. This website policy does not replace those documents.

What we collect and why

• Enquiries: your name, email address, optional organization name and message. We use these to answer you and discuss the service you want to build.
• Trial requests: your name, work email and role; the organization’s legal and display names, website, type and province; language and time zone; the proposed service and current system; estimated staff and patient counts; and your preferred workspace address. We use these to assess and arrange the trial. Patient counts are estimates, not patient lists.
• Request records: the page and website the request came from, submission time, receipt number, trial acknowledgements and processing history. These help us prevent duplicate work, follow up and keep a record of what happened.
• Technical information: our hosting and security providers process information such as IP addresses, browser details and request logs to deliver the site and protect it from abuse. We do not copy IP addresses or human-check tokens into CRM submissions.

Required fields are needed to handle that request. Sending an enquiry or trial request lets us use its details for that purpose. It does not subscribe you to a marketing list. We do not sell personal information.

Browser previews and storage

The interactive previews use fictional organizations and people. After you choose “Start the preview”, demo records and your progress are stored in this browser. What you type inside a preview stays on your device. The previews do not book real appointments, send messages or take payments.

“Clear preview data” removes the demo records and your saved preview choice. If you choose “No thanks”, we save that choice so we do not keep asking. Your theme preference is also saved in this browser. Browser settings let you clear this storage.

Website analytics

Cloudflare Web Analytics measures visits and loading performance. We also use Amplitude to understand which pages, links and previews people use, including form starts, submission events, downloads and repeated clicks.

Amplitude receives a random identifier for a browser tab’s visit, page and referral information, browser and device details, interaction events and approximate location derived from the connection’s IP address. The identifier and unsent events are held in session storage, rather than analytics cookies. Closing the tab clears that browser storage; it does not delete events already sent to Amplitude.

We exclude form contents and text entered in previews from analytics. We do not use session recordings or advertising pixels. You can turn off Amplitude for this browser below. This does not turn off Cloudflare’s visit measurements or security checks.

Who handles the information

Authorized people working on Cater can access information needed to answer requests and operate the service. Our providers include:

• Cloudflare: website delivery, security, Web Analytics and Turnstile human checks. Turnstile processes browser and connection signals, including IP addresses, to distinguish people from automated traffic and improve its detection service. It runs on our forms and before we reveal contact details. See the Turnstile privacy notice.
• Vercel and Neon: CRM hosting, request processing and the database that stores enquiries and trial requests.
• Resend: email notifications to our staff. These notices contain receipt details and a private inbox link, rather than your submitted message or trial answers.
• Amplitude: the website analytics described above.

Our CRM currently runs in the United States. Website, security, analytics and email providers may also process information outside Canada, where local laws can allow access by courts or public authorities. The Canadian hosting commitments for patient services do not describe this marketing website or its CRM.

We remain responsible for information handled on our behalf and use service agreements and access controls to protect it. We may also disclose information when the law requires it, or when legally permitted to investigate abuse or protect someone’s safety.

Protection and retention

We use encrypted connections, restricted staff access and an activity record in the CRM. No internet service can guarantee complete security. If a breach requires notice to you or a regulator, we will provide it.

We keep request information while it is needed for follow-up, an ongoing business relationship or a legal obligation. Cleanup is currently manual; closing a request does not automatically delete it. When personal details are no longer needed, we remove or de-identify them. A limited receipt and activity history can remain. Copies in provider logs and backups may remain until their retention periods end.

Your choices and rights

You can ask what personal information we hold about you, how it has been used or shared, and for a copy or correction. You can also withdraw consent or ask us to delete information. If we need to retain something by law, or cannot complete a request without it, we will explain why.

Contact our privacy lead using the details below. We may ask for enough information to confirm your identity. We normally respond to access requests within 30 days. If a permitted extension is needed, we will tell you why and when to expect a response.

You can raise a concern with us or make a complaint to the Office of the Privacy Commissioner of Canada.

Changes to this policy

We will update this page when our practices change and change the date above. If a new use of your information needs consent, we will ask before using it that way.

Contact our privacy lead

The Modern Clinic Company Limited is responsible for this policy. Complete the human check to see our privacy email and phone number.